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PCC News 2024 - key reviews and decisions - full minutes are in file in the Welcome Area at St Thomas’

Click here to read PCC September 2024

PCC July 2024

  • The new members of the PCC, agreed at the APCM, – Martin Quicke, James Harrison, Nigel Lewis and Jenny Grant - were welcomed.
  • Hilary Newman was elected at the APCM as Churchwarden.  She was welcomed to the PCC.
  • Yvonne Bryant and Richard Oswald were appointed as Deanery Synod representatives at the APCM.   Subsequently Luke Price expressed willingness to take up one of the two remaining posts as a Deanery Representative.  This was agreed by the PCC.
  • The PCC agreed that Hilary Newman be appointed as vice-chair of the PCC.
  • The PCC noted that Nigel Lewis was appointed as Treasurer.
  • The PCC noted that Peter Neukom was appointed as the Parish Safeguarding Officer.
  • The PCC noted that Keith Newman was appointed as PCC secretary
  • The PCC noted that Nigel Cuthbert was appointed as the Electoral Roll Officer.
  • A list of sidesmen/sideswomen for St Thomas. St Martins and Brambleton Hall was agreed by the PCC.
  • The PCC agreed to the co-option of Claire Levens and Sari Smith to the PCC.
  • The minutes of the 8th May meeting were approved by the PCC.
  • It was agreed that after signing by the vicar that a summary of each PCC meeting be put on the parish website and a full copy of the minutes be put in the folder in the Welcome Area at St Thomas. 
  • The new chairs were very good.
  • Janet Windeatt, Chair of the Communications Working Group, gave a presentation on the Comms WG
  • Nigel Lewis, Chair of the Finance Working Group, gave an update on the financial position with the conclusion that we can expect a deficit in the general fund of £20K by the end of the year.
  • A report from Buildings and Grounds report was circulated prior to the meeting.
  • A report from the Safeguarding Officer was circulated prior to the meeting
  • A paper giving the status of the development work at Brambleton Hall together with the costs and source of funding was circulated to PCC members before the meeting.
  • A resolution for the bench in memory of Helen Sale was presented to the PCC by Hilary Newman. The resolution was circulated prior to the meeting. There were some concerns and it was agreed that the resolution will be put to the PCC again in September
  • The new chairs are in place.  With a donation to St Mary’s and the cost of transport the total cost was £600.
  •  There has been a donation of £400.  and all the old chairs have been sold – some privately and the majority to a wholesaler. The total income is over £1500.
  • Rainbow Curtains were the multi coloured curtains on the wall by the font.  The curtains have been taken down.  The proposal is not to put them back.  The PCC agreed with this.
  • Training sessions are scheduled for new chalice assistants and servers 
  • The PCC strategy day is scheduled for September 21st
  • Luke will complete his internship with us in at the beginning of September and he will then take up a training post at Holy Trinity church in Aldershot and St Nicolas in Guildford before returning to this Parish

PCC June 2024

This was a special meeting called by the vicar to discuss the disposal of the existing wooden chairs in the main part of St Thomas’ and the acquisition of pre-owned chairs from St Mary’s Church in Walton on Thames.  The agenda and papers were circulated before the meeting. 

The vicar asked for views and comments on the chairs.  The views and comments are summarised as

          1. The chairs are sturdy and in very good condition
          2. The pre-loved chairs would replace the chapel chairs – it does not replace the pews on each side of the church. The proposed chairs are much more comfortable, welcoming and should give the church a lighter feel as well as being in better condition than many of the existing chairs.
          3. The cost of the chairs today is a £200 donation plus transportation. 
          4. The upholstery will need some attention on some of the chairs.  This can be an ongoing project.
          5. The vicar indicated that the free-standing chairs would give greater scope and freedom for worship, especially inter-generational worship.
          6. There was some concern over the robustness of the linking mechanism, but inspection indicted that it was sufficiently robust for normal operation.
          7. The vicar noted that we should consider the availability of the chairs as ‘a gift from God’ – it allows us to enhance the church with minimum cost.
            The vicar asked if all were in favour of the project and asked the PCC members to vote on two resolutions:
                1. The Bourne PCC agrees to the disposal of the existing wooden chairs in the main part of St Thomas’ .
                  • With Martin Quicke as proposer and Michele England as seconder the PCC members passed this resolution unanimously
                2. The Bourne PCC agrees to the acquisition of pre-owned chairs from St Mary’s Church, Walton on Thames for a donation not exceeding £200.
                  • With Michele England as proposer and Janet Stephen as seconder the PCC members passed this resolution unanimously

PCC May 2024

  • Safeguarding
    A safeguarding report and PCC briefing was circulated before the meeting. With Richard Oswald as proposer and Michele England as seconder the PCC agreed unanimously that the proposed procedure be formally adopted for the parish.
  • Buildings and grounds WG report
    • A key points summary was circulated before the meeting
    • It was agreed that the repairs at St martins should start as soon as possible
       A quote from Charterhouse of £14k for the work was accepted by the PCC with Janet Stephen as proposer and Jenny Grant as seconder
  • Finance WG report  The Finance report was circulated before the meeting.
  • We have a QR code and it was agreed that this should go on the back of the Sunday Sheet.. 
  • It was agreed that we close the ‘Just Giving’ system as it was too costly and could sensibly be replaced with the QR code approach.
  • With Nigel Cuthbert as proposer and Hilary Newman as seconder most of the PCC approved the closure of the Credit Union account; abstentions were Frances Garland and Michael Cock. 
  • The PCC unanimously agreed to the closure of the Birch Gift account with the £300 left in the account being given to the vicar for her use in the parish. 
  • The PCC unanimously agreed to the closure of the current organ fund with all monies contained in it being transferred back to the legacies fund. 
  • With Michele England as proposer and Nigel Cuthbert as seconder, the PCC agreed unanimously the resolution to close the Garden of Remembrance Restricted Fund. 
  • With Proposer Richard Oswald and seconder Nigel Lewis it was proposed that we adopt the figures as presented.  The PCC agreed this unanimously. 
  • Communications WG report. It was proposed the chair of Comms WG be asked to present at the next PCC meeting. 
  •   Parish Objectives
  • The PCC agreed the set of objectives for 2024 as defined in the annual report.
  • Parish survey results     A paper on the parish survey was circulated prior to the meeting
  • PCC strategy and planning day The vicar indicated that a PCC planning and strategy day was planned for 21st September and that all the PCC are to be encouraged to attend
  • PCC communication
      •  It was proposed that after each PCC meeting a summary should be provided. Vicar’s Update
  • Brambleton Hall
    • The vicar congratulated the Brambleton Congregation on the development of the hall
    • The Vicar proposed that the Brambleton Congregation be given permission to adopt St Anne as their patron saint.  With Keith Newman as proposer and Michele England as seconder, this was unanimously agreed by the PCC.

PCC January 2024

  • Safeguarding.  The PCC thanked Ruth Moore for many years of dedicated service as Parish Safeguarding Officer and thanked Peter Neukom for taking over this important role.  Peter reported on the status of the PCC in meeting targets on the parish dashboard, highlighting areas where further progress is required.
  • The PCC approved a proposal to appoint solicitors LBMW to advise on the adoption of a ‘total return’ basis for the Bourne Youth Trust investment funds.  This for a flat fee of £500 + VAT
  • Luke Price gave a review of the attendances at St Thomas’s at Christmas and in October, comparing 2023 with pre-Covid years 2018 and 2019.  Adult attendances have recovered strongly and are at 2018 levels, although not yet back to ‘peak’ 2019 levels.  Attendance by those aged <16 have not recovered to the same extent.  Overall, the parish’s numerical recovery is significantly better than most parishes in the diocese.
  • The vicar reported that Rachel Sturt has joined the parish as associate vicar and will help with outreach to schools, care homes as well as leading services in the parish.  The vacant post at Tilford has now been filled and will be announced at Candlemas, although the new leader will not be in post until May.
  • The PCC decided that a five-year plan should be developed during 2024; and that it should include serious consideration of a families minister to the parish, to address the need to reach out to parents and their young children.
  • A majority of PCC members voted to approve the offering of a further 12-month lease to the current tenant of the flat at St Thomas’.
  • The PCC agreed that the annual stewardship campaign would take place in February.
  • The PCC :- 
    • Unanimously accepted the overall parish budget for 2024 
    • Unanimously approved salary increases of 5% for staff, in line with diocesan guidelines 
    • Unanimously approved the departmental budgets as set out in the presentation; and agreed that any expenditure above budget would require additional PCC approval.  
  • The PCC reviewed the various infrastructure projects at St Thomas’ (flat roof remedial repairs, stained glass window repairs) and Brambleton Hall (completion of the refurbishment project and new wooden building installation). 
  • The PCC approved the appointment of Keith Newman as PCC secretary for the remainder of 2024 with effect from 18th January 2024, (to be re-appointed at the first ‘new PCC’ after the APCM on 19th May 2024).
  • The PCC noted that Nigel Lewis would assume the role of treasurer once a handover from Michael Cock had been completed; but in the meantime Michael would supervise the completion of the 2023 financial statements.  Nigel will be formally appointed at the 25th March PCC meeting. 
     

PCC News 2023 - key reviews and decisions

PCC November 2023

  • The PCC reviewed and discussed succession planning for the ministry team and key lay leader positions, led by the vicar
  • The PCC unanimously adopted the safeguarding policy for the parish 2023/24
  • The PCC reviewed a forecast for the 2023 financial year and an initial view of the budget for 2024

PCC September 2023

  • The PCC reviewed the parish’s net zero plan, compiled by Nigel Lewis and Ticia Goode.  The plan is complete for St Thomas’s and now needs inputs for St Martin’s and Brambleton Hall.
  • Lease of land at Brambleton Hall. It was resolved that (in relation to the Lease contemplated by the PCC’s resolution dated 29 June 2023) any two members of the PCC (including either or both Churchwardens) be and are hereby authorised to execute the new 20 year peppercorn lease of an area of land adjoining Brambleton Hall at a nil premium, the parties to which are Waverley Borough Council (1), The Guildford Diocesan Board of Finance (2) and the PCC (3) on the PCC’s behalf.  The resolution was proposed by Keith Newman and seconded by Jenny Grant, and was signed by the chair, a churchwarden and PCC member at the conclusion of the meeting.
     
  • The PCC passed 3 resolutions to apply for faculties
    • To apply for a faculty to accept the gift of a cope
    • To apply for a faculty to accept the gift of a pyx 
    • To apply for a faculty to accept the gift of a table
  • The PCC passed a resolution to enable to Bourne Youth Trust to make a loan to the PCC to enable the purchase of a wooden building at the Brambleton Hall site; subject to Charity Commission approval.

PCC July 2023

  • Slimming World Debt.  The PCC discussed the approach to recovering this debt of c£7k which has been outstanding for a number of years.  The PCC passed a resolution ‘to seek the enforcement of the court order against Ms Christina Yau as soon as possible’.  Proposed by Nigel Cuthbert and seconded by Hilary Newman.  All in favour except for one abstention.
  • Internship.  The PCC unanimously passed a resolution to offer Luke Price a 3-term unpaid internship subject to job description and responsibilities being clarified.  Proposed by Yvonne Bryant and seconded by Michèle England.
  • Potential curacy.  The PCC discussed this and accepted by a majority the diocesan housing policy guidelines.
  • Repairs to St Thomas’s.  The PCC hear that a visit and report from a roofer was scheduled to quantify the costs of repairs to the flat roof; and that estimates for repairs to the stained glass windows would also be sought.  Both matters were highlighted as requiring urgent attention in the parish Quinquennial review.

PCC June 2023

  • Welcome and appointments
    1. The vicar welcomed Hilary Newman as churchwarden and thanked Ticia Goode for standing again.
    2. The vicar noted that Janet Hughes had also been elected as a new lay member and Debs Wilde was also present in this new capacity.
    3. The vicar proposed that James Harrison and Ruth Moore be co-opted to the PCC for a term lasting until the 2024 APCM (seconded by Ruth Moore) and this was unanimously agreed by the meeting.  James was formally welcomed and the vicar noted he would bring a much needed stronger direct link to the musical and choral life of the parish.
    4. The meeting elected Ticia Goode as vice-chair of the PCC (unanimous vote)
    5. The meeting appointed Michael Cock as PCC treasurer (unanimous vote)
    6. The meeting appointed Ruth Moore as parish safeguarding officer (unanimous vote)
    7. The meeting appointed Nigel Lewis as PCC secretary and electoral roll officer (unanimous vote)
    8. The PCC appointed the sidesmen and women for St Thomas’ (previously checked by Roy Picken), St Martin’s (previously checked by Brian White) and Brambleton Hall.  (Unanimous vote)
    9.  The PCC passed two resolutions.
          1. "The PCC of The Bourne Parish supports the Vicar, the Revd Sandy Clarke, in her request that Mrs Vivienne Picken be granted Permission to Officiate to enable her to continue her ministry as a Lay Minister (Reader) in this parish for a further 2 years." Proposed by Hilary Newman, seconded by Martin Quicke, unanimous vote.
          2. “The PCC of The Bourne Parish supports the Vicar, the Revd Sandy Clarke, in her request that Mrs Frances Garland be granted Permission to Officiate to enable her to continue her ministry as a Lay Minister (Reader) in this parish for a further 2 years."   Proposed by Janet Stephen, seconded by Jenny Grant, unanimous vote.
  • Curate housing policy. The PCC secretary reported that a clear majority of members voting via an online poll were in favour of a resolution to approve the diocesan curate housing policy, to enable the parish to apply to receive a training curate in 2024.  It was noted that a number of PCC members had failed to respond to the poll and the vicar undertook to hold a longer discussion at the July PCC meeting.
  • The PCC reviewed the parish safeguarding arrangements for 2023-24
  • The PCC passed a resolution to acquire a 20-year long lease on a strip of land adjacent to Brambleton Hall, from Waverley Borough Council.
  • The PCC, meeting as the trustees of The Bourne Youth Trust (BYT), passed a resolution to seek to release £35,000 from the capital of the BYT funds to enable the purchase of abuilding to house the boxing ring, thereby freeing up the main hall for increased social outreach work.  As a result an application will be made to the Charity Commission.
  • The PCC received reports on the continuing refurbishment of Brambleton Hall, the organ refurbishment and the results of the quinquennial review of the parish’s buildings by its architect.

PCC May 2023

  • The PCC met via zoom to adopt the parish financial statements for 2022, prior to the Annual Parochial Church Meeting.

PCC March 2023

  • Brambleton Hall. The vicar reported that planning permission had been granted for the installation of a demountable wooden building at the Brambleton Hall site; and that a draft lease for the strip of land adjacent to the hall had been received from Waverley Borough Council
  • Masindi. Olive Graham reported to the PCC on progress made on the parish’s link with the Masindi school for disabled children in Uganda. Olive has recently visited the school  which had a new headteacher and governance and children’s welfare were much improved. Under these circumstances she felt that resuming donations to the school from the parish’s £7,200 Masindi Fund was possible. Olive undertook to contact the school’s bursar to identify most pressing needs and return to the PCC with a proposal.
  • Safeguarding. Ruth Moore, safeguarding officer, reported that DBS checks for all PCC members were underway. The PCC reviewed that parish’s Safeguarding Action Plan and passed a resolution to approve the process ‘ Responding Promptly to Every Safeguarding Concern or Allegation’
  • Quniquennial Review. The PCC received an update on the review of buildings by the parish’s architect. Peter Neukom reported on progress made on obtaining estimates for the cost of repairing the flat roof at St Thomas’s.
  • Organ Refurbishment Project. The PCC passed a resolution to approve the works which would proceed according to plan in June and July 2023, and thanked Max Hubbard for volunteering to act as project manager. The PCC noted that plans were being made for the choir to sing evensong at other local churches during the period when St Thomas’s organ is being repaired.
  • Stewardship. Nigel Cuthbert and Michael Cock reported that Parish Giving Scheme income had increased by £1,700 and number of givers by 8 as a result of the stewardship campaign in February. The PCC discussed this and other methods of increasing regular as well as casual giving.
  • Buildings and Grounds. The PCC heard of the potential to install energy-efficient LED lighting in St Thomas’s and discussed how to prioritise initiatives to reduce the parish’s carbon footprint.
  • Commonwealth War Grave. The PCC passed a resolution to enable a plaque to be installed at the Old Churchyard indicating the existence and location of a Commonwealth war grave.
  • Other matters. The PCC heard about plans for training for working at heights; and further First Aid courses. The vicar wishes to apply for a curate in 2024 and it was agreed that the PCC would vote online for a resolution to approve the Diocesan curate housing policy once members had been able to read and review this. The vicar proposed the establishment of a number of fellowship groups – linking people across the parish – for autumn 2023 and a number of PCC members agreed to host these gatherings.

PCC January 2023

  • Attendance at Advent and Christmas services.  Peter Neukom reported that attendances in 2022, at just over 2,000, were 28% lower than in the last pre-Covid year of 2019.
  • DBS checks.  The PCC agreed that all of its members should be DBS checked in line with Church of England guidelines.
  • Quinquennial review of buildings by Parish Architect.  The churchwardens reported that early feedback had highlighted 3 major areas of concern:-
    • The flat roof at St Thomas’s
    • The gutters and downpipes at St Thomas’s and St Martin’s
    • The Baptistry windows in St Thomas’s which are bowing and need repair.

The formal report will be issued in Q1 2023 after completion of the electrical condition reports.

  • Occasional preachers’ course.  The PCC passed a resolution for Brian White to attend this course.
  • Finance.  The PCC reviewed the budget for 2023 and passed the following resolutions:-
    • To set aside £1,000 for the vicar to use as a discretionary fund.
    • To increase staff salaries by 7.5%, noting that there was no increase in 2022.
    • To adopt the 2023 budget and the individual working group budgets.
  • Stewardship Appeal 2023.  The PCC reviewed the proposed approach for this campaign, which would focus on increasing giving via the Parish Giving Scheme, and would take place in February.
  • Brambleton Hall cleaning.  The PCC approved a proposal to pay for 2 hours a week of professional cleaning of the hall, to help the existing volunteer team.


PCC News 2022 - key reviews and decisions

PCC November 2022

  • Induction of new incumbent. The PCC reviewed the details of the induction service for Revd Sandy Clarke, and noted the progress made on refurbishments to the vicarage and garden.
  • Christmas cards. Hilary Newman reported that the parish Christmas cards were now ready and would be circulated to households in the parish by volunteers – as in past years.
  • Buildings and Grounds
    • Peter Neukom informed the PCC that the replacement of the flat roof at St Thomas’s was now urgent, would need to be done in 2023 and would cost around £30,000 based on past quotes.
    • The PCC passed a resolution to allow the vestry refurbishment, including the installation of a disabled toilet, to go ahead at St Martin’s.
    • In parallel with the Quinquennial review of all centres of worship, the parish architect, David Pendery, would be asked to provide some recommendations on longer term improvements which might aid the path towards ‘net zero’.
  • The Garden of Remembrance. The PCC noted that the gift statue of the Virgin Mary, approved via email by the PCC, would be installed in the Remembrance Garden. The PCC was also delighted to accept the gift of a bench for the Garden of Remembrance in memory of Angela Tuck, donated by Revd Andrew Tuck.
  • Health and Safety. Ticia Goode reported that the initial first aid course for 8 volunteers had been held, including training to use the defibrillator (which had been funded via a donation).  A second session will be held in February 2023.
  • Finance – outcome 22 and Budget 23. The treasurer gave an overview of the expected outcome for 2022 for the general fund and budget assumptions for 2023.  After considerable discussion it was a agreed that a revised version would be presented for approval at the January PCC meeting.
  • Brambleton Hall.  The PCC approved a proposal to pay for cleaning for 2 hours a week, to support the work done by the hall’s team of volunteers.
     

PCC September 2022

  • Youth Ministry.  The PCC learnt that Clare Marren, children and youth minister, has been accepted for ordination training and will have to move away from the parish soon.  She was thanked for her service over the past two years.  Frances Garland, PCC member, has offered to help with children and youth ministry to help cover the gap until a new appointment can be made.
  • Vacancy update. The churchwardens reported on the works being done to the vicarage to prepare it for a new incumbent.
  • Health and Safety.  Ticia Goode reported that first aid training was booked for members of the parish and that the possibility of sourcing a defibrillator for St Thomas’s was being investigated.
  • Brambleton Hall.  The PCC heard that the boxing club had made a five-year commitment to remaining at the hall, which would facilitate the investment in the new portable building.
  • Finance.  Michael Cock reported that the general fund was £5k in surplus over the first half of 2022.
  • Quinquennial and energy footprint.  The PCC agreed to use the forthcoming quinquennial inspection of properties by the parish’s architect to ask him to provide an environmental assessment of how the parish might progress towards a net zero footprint.

Keeping warm.  The PCC discussed ways of heping parishioners and those in our community who might struggle with heating their homes, including making them welcome at our churches and Brambleton Hall.
 

PCC July 2022

  • Scarecrow festival.  The PCC learned that there had been a very response to this event, with over 50 participants committed.  A number of stands were planned and volunteers sought. Funds raised will be shared between the PCC and Phyllis Tuckwell hospice.  The PCC was very grateful for the leadership and organisation of Meg Daniels and Sue Aston.
  • Safeguarding.  Online and in person training events were highlighted for PCC members who have not yet completed the basic training of 3 modules
  • Services in August.  A revised timetable was proposed given the impact of holidays on clergy availability.  The PCC gave a vote of thanks for Revd Clive Richardson’s dedicated ministry to all 3 centres of worship during the vacancy.  The PCC noted a quiet day was being organised by Andrew Tuck on 15th October
  • Working Groups
    • Eco church.  Ticia Goode has now taken over as chair and with assistance from Peter Neukom has been completing the energy footprints of all 3 centres of worship.  During Creationtide attention will be drawn to the issue of plastic waste.
    • Communications.  It was noted that coverage of the parish in The Farnham Herald had improved considerably thanks to Jan Herbert’s efforts.  Plans for Christmas Cards and Easter cards for delivery to all who live in the parish were reviewed.
    • The PCC noted that the quinquennial inspection of premises will take place in October, and that £2,500 + VAT has been allocated to this work by parish architect David Pendery.  The re-varnishing of the entrance to St Thomas’s is planned; and Michèle England was thanked for raising £275 from the sale of surplus pews.
  • Brambleton Hall.  The PCC had a lengthy discussion on the allocation of up to £30,000 from legacy funds to install a demountable building at Brambleton Hall, to enable the boxing ring to be moved out of the main hall and provide a long-term home for the Boxing Club.  A majority of PCC members voted in favour with 3 abstentions.  Fuller details of the discussion are available in the minutes in the lantern at St Thomas’s.
  • Finance.  The PCC heard that the first half of 2022 had resulted in a small surplus for the general fund, but that much effort would be required in 2023 to rebuild general reserves which had fallen over the covid period to below one month’s cash expenditure (the policy being to hold at least 3 month’s expenditure in reserve).  The PCC noted fund-raising events currently being planned.
  • Governance.  The PCC approved the governance document discussed in detail at the previous meeting.


PCC June 2022

  • The meeting was preceded by a Eucharist with Revd Sandy Clarke presiding.
  • The PCC congratulated Keith Newman (in his absence) on receiving an award from Farnham Rotary Club for his local community work and fund-raising for all activities at Brambleton Hall
  • New PCC members were welcomed and appointments confirmed
    • Peter Neukom as vice-chair of the PCC
    • Michael Cock as parish treasurer
    • Ruth Moore was co-opted to the PCC and re-appointed Parish Safeguarding Officer
    • Nigel Lewis as PCC Secretary and Electoral Roll Officer
    • Sidesmen and women were appointed for the three centres of worship for 2022/23
  • Safeguarding.  The PCC adopted a policy that all members must have completed required safeguarding training at the latest by 20the September 2022.  Members failing to do so would be required to resign from the PCC
  • Peter Neukom gave an outline of the vacancy process as drawn up by the Archdeacon of Surrey, the Venerable Paul Davies.
    • Parish Profiles and statement of needs agreed by joint PCCs by end of July
    • Advertisements placed in mid-August
    • Shortlisting of candidates 19th September
    • Interviews 3-4 October
    • Position filled January 2023

Peter and Nigel Lewis would pull together the draft profile for PCC members to comment on.

The PCC nominated Peter Neukom and Nigel Lewis as its parish representatives (to be formally appointed at the section 11 meeting) and also proposed that Jane Quicke be nominated as one of the two Tilford representatives, Susan Small, Tilford churchwarden, had graciously offered this as Tilford Parish is so much smaller than The Bourne.

  • Brambleton Hall update.  Martin Quicke reported that the lease of a an adjacent strip of land from WBC was still ongoing; Keith Newman reported that Phase 1 (refurbishment of the current hall) was fully funded and lower cost alternatives to a new ‘gym’ were being explored with the Boxing Club to enable it to remain at Brambleton.
  • The PCC explored in small groups a number of suggestions made by parishioners at the APCM, especially those relating to income generation.  These included:-
    • Ecclesiastical Insurance scheme to give grants to parishes based on new home insurance policies taken out by parishioners
    • Burns Night and Quiz Evenings
    • Preaching / teaching on giving
    • Potential art exhibition

It was agreed that a shortlist of ideas to be followed up would be generated at the next meeting


PCC May 2022

  • This short PCC was convened via Zoom to enable the PCC to adopt the parish’s financial statements for 2021, ahead of the Annual Parochial Church meeting at the end of May.
     

PCC March 2022

  • East Wall. The PCC confirmed a decision to repair the render on the East wall of St Thomas’s using a specialist renderer, Ian Brown, at a cost of £5,500 all-inclusive. (Other quotes had also been received).
  • St Martin’s improvements. Brian White reported that DAC (diocesan advisory committee) approval had been received for the planned vestry works at St Martin’s, and wording was approved for a faculty application.
  • Organ refurbishment. The vicar reported that he had signed the contract with Nicholson’s for the refurbishment of the organ in 2023; this will be executed as a deed.  Most of the funding for this work has now been secured, with further fund-raising events planned during 2022.
  • Brambleton Hall. The PCC authorised Nigel Lewis to sign a contract with Clyde and Co, solicitors, who will act pro bono on behalf of the PCC to negotiate the lease of the strip of land adjacent to Brambleton Hall.  It was reported that MEA – a firm of quantity surveyors- have been hired at a cost of £1,250+VAT to fully cost phase 2 of the Brambleton project and help the PCC determine whether this was viable.
  • Parish magazine.  The PCC discussed a proposal to suspend production of the magazine given the lack of editorial volunteers and reduced advertising income. Alternative approaches will be considered by the Communications working group.  The PCC reinforced the need to communicate with all who live in the parish at Advent / Christmas.
  • The PCC reviewed a governance document drafted by Nigel Lewis which set out trustees’ responsibilities.  With the addition of working groups terms of reference this will be adopted at a future PCC.
  • Opportunities to help with the Ukrainian refugee crisis were discussed, a safeguarding training update was given and Peter Neukom outlined the process for vacancy planning.
     

PCC January 2022

  1. Peter Neukom reported that a change of boiler servicing supplier had proved very successful.  Premier Heating responded quickly to boiler problems at St Thomas’s to ensure that the church was heated at Christmas.  They will also service the boilers at Brambleton Hall and St Martin’s.
  2. Michèle England reported that quotes were being sought for the repairs to the rendering on the East Wall at St Thomas’s.
  3. The PCC planned a Vision Day on 19th March (note this was subsequently cancelled after Revd John Morris announced his plan to retire).
  4. The PCC heard from Mike Barter about the success in raising funds to repair the organ at St Thomas’s.  £30,000 was in the organ fund, which, in combination with an allocation of £30,000 from a legacy, was close to the total cost estimate (including a contingency and costs of scaffolding to be paid by the parish) of £67k.  The PCC accepted a quotation of £46,905 + VAT from Nicholsons, the original organ builders, subject to contract.  The work will be carried out in the first half of 2023.
  5. Michael Cock, Treasurer, gave an update on the budget for 2022.  The key points were:-
    1. We have run a deficit on general funds for each of the last four years; although 2021 would have shown a surplus excluding the payment of the Community Infrastructure Levy for the flat at St Thomas’s.
    2. Giving levels, especially though the Parish Giving Scheme, are robust but the loss of income during Covid from room and hall rental had hit hard.
    3. The parish has funds to support youthwork until at least the end of 2024
    4. The PCC decided, given a further deficit forecast of -£8k in 2022, to initiate a giving campaign in Q1.
  6. The PCC approved retrospectively £9k of expenditure from general funds for the Brambleton Hall development project, and noted that most work to date had been carried out using funds specifically raised by Keith Newman and others – amounting to £56k.
  7. The vicar reinforced the need for all PCC members to complete the online safeguarding training.
  8. The PCC thanked Revd Liz Lane for her many years of devoted service to the parish and wished her and husband Richard well in their new home closer to London.

PCC News 2021 – key reviews and decisions

PCC November 2021

  1. Director of Music. The PCC reviewed and approved the appointment process for a new Director of Music as Rob Lewis is leaving at the end of the year.  The recruitment will include rehearsals with the choirs and recommendations from a panel including choir parents, the director of music for Charterhouse School, and a churchwarden as congregational representative.
  2. There was an extensive discussion on the vision and development plan for Brambleton Hall.  The PCC heard from Sandy that an increasing number of outreach activities are taking place, each supported or run by volunteers.  Keith Newman gave an update on completing ‘Phase 1’ of the renewal of the hall and its grounds.  This comprises:-
          a. Building a secure fence around the additional land leased from Waverley Borough Council
          b. Setting up a new play area with bark surface and sleepers as boundaries
          c. Adding storage, probably in the form of a secure and waterproof shipping container
          d. Adding new doors to access the play area from the hall
    Keith confirmed that money for the fence had been raised and grants pledged for the shipping container, but no funding had yet been secured for the access doors.
    Keith also outlined plans for the extension to the hall of a boxing gym, with a broad estimate that this would cost £300k, including architect’s fees of c £30k (half for drawings, half for project management).  Grants should be available for the construction work but fees would need to be paid by the PCC.  There was concern that the architect’s fees were high and we ought to tender. Keith counselled against this as David Pendery had been involved in the project from day 1, and had very good connections with Waverley planners.
  3. The PCC agreed to schedule a Vision morning during the first quarter of 2022.
  4. St Thomas’s organ refurbishment. Mike Barter reported that Nicholson’s – the firm which originally built the organ – had quoted for £57k incl VAT to complete the works to a scope agreed with the parish in 2018.  Only one further quote had been received at a level of £200k.  Mike suggested an overall budget including contingency of £70k and reported that further fund-raising for £20k was required (current funds being £30k from legacies and £21k from donations and fund raising). 
    The PCC delegated the contract negotiation with Nicholsons to the standing committee with a meeting to be scheduled soon.
  5. The PCC was informed that the gas supply contract for St Thomas’s had been renewed early (starting in June 2022) because of volatility in gas prices; and that the contracts for Brambleton and St Martin’s would be renewed in early 2022 also.  The latter contracts will be on a ‘green’ tariff in line with the parish’s environmental policy and will cost the parish £800 more over 3 years than a standard natural gas tariff.  The St Thomas’s gas supply has been renewed on a standard contract as a green contract was 24% more expensive.  Overall gas costs will increase by 80%, adding £4.5k to the parish’s overall running costs.
  6. The PCC approved a policy for the reporting of serious incidents and recruitment of ex-offenders and noted the need to raise awareness of domestic abuse and unhealthy relationships.

 

PCC September 2021

  1. The PCC heard that the Community Infrastructure Levy (CIL) relating to the flat at St Thomas’s has been paid to Waverley Borough Council and that parishioners have been informed about this and the results of the giving scheme earlier in the year, via the e-newsletter.
  2. The vicar expressed his gratitude to all who had responded so generously to the giving campaign.
  3. The PCC approved Safeguarding Action Plan 1 and heard from the Safeguarding Officer that the parish is now registered on the diocesan dashboard system at Level 1. Our aim is to reach level 3.
  4. The PCC discussed arrangements for worship at St Thomas’s now that congregations are increasing and agreed that socially distanced seating would no longer be allocated from the Harvest festival service. Distanced spacing would still be available either in sides aisles or the side chapel.
  5. The PCC broke into 5 sub-groups to discuss governance. Each group reported back with recommendations relating to:-
    1. Managing PCC meetings more effectively
    2. Setting priorities
    3. Improving interaction with working groups
    4. Improving communications with parishioners
    5. Encouraging increased involvement from PCC members and parishioners

It was agreed that actions would be summarised by the PCC secretary in the minutes and actions followed up at the November PCC meeting.

  1. The treasurer gave a short summary of the parish’s financial situation. ‘One-off’ donations of £27k and increased monthly giving of £1.3k had plugged the financial hole left by lost hall lettings and other income during Covid. However, the payment of CIL had reduced the parish’s cash reserves from 3 months to 2 months.
  2. Mike Barter, PCC member and chair of the organ refurbishment group, gave an update on progress made. It was noted that Nicholsons, the original builders of the organ, had quoted for the work and this was in line with their prior estimate 2 years ago. Mike was thanked for his production of an excellent leaflet – which would be inserted with the Christmas parish magazine to be delivered to every household in the parish. This, plus a continuing series of events, would focus on fund-raising.
     

PCC July 2021

  1. The PCC members each answered two questions aimed at seeking ways to improve parish governance and the workings of the PCC. The results will be discussed at the September PCC.
  2. The PCC decided (unanimously from those attending) to pay the Community Infrastructure Levy (CIL) and additional charges (totalling £32,864.78) to Waverley Borough Council up front, rather than spreading it over 36 months, as this would have incurred an additional interest payment. The PCC noted the reduction in cash reserves as a result of this, but would benefit from the ongoing net rental income from the flat of over £1,000 a month.
  3. The PCC discussed the arrangements for post-lockdown worship and agreed to initially retain some space at St Thomas’s for those who wished to remain socially distanced at services.
  4. The PCC heard a presentation from Jane Quicke about plans for Brambleton Hall and was enthused by a series of outreach possibilities. It also heard from Keith Newman about development options for the hall, and agreed to fund architect’s fees for next planned improvements. The PCC asked Keith Newman, Revd Sandy Clarke and Michael Cock to review future options for the hall and the impact on the parish’s financial position of each option.
  5. The PCC reviewed options to allocate legacy funds received in recent years and decided unanimously to allocate £30,000 to the organ refurbishment fund. The parish has already raised £5,000 for this fund. It was agreed that a small working group would be formed to update the budget for this work (c £60k) and begin fund raising – including seeking external grants - to cover the balance.
  6. The PCC approved the appointment of Janet Stephen as assistant churchwarden for St Martin’s and noted that she would assist Guy Raynsford who is deputy churchwarden. (Unanimous vote).
     

PCC June 2021

  1. The vicar welcomed new PCC members Jenny Grant and Debs Wilde (also serving as deanery synod representative) and thanked them for their service.
  2. The PCC appointed Nigel Lewis as PCC secretary and electoral roll officer and Ruth Moore as safeguarding officer. Ruth Moore was co-opted to the PCC. The PCC passed resolutions enabling Miss Geraldine Molony and Mrs Vivienne Picken to serve as Licensed Lay Ministers (readers) in the parish for the next 3 years.
  3. The PCC adopted the safeguarding arrangements for 2021/22 unanimously.
  4. Frances Garland summarised the work of the Fairtrade organisation; Fairtrade produce is already provided for sale at St Thomas’s after the 10am service. The following resolution was passed unanimously: ‘The PCC commits to registering as a fairtrade parish on behalf of its 3 centres of worship and adopting the fairtrade approach as far as is reasonable’
  5. The PCC had a lengthy discussion on Waverley Borough Council’s decision to impose a Community Infrastructure Levy of approximately £31,000 relating to the change of use of the parish rooms (above the choir rooms) at St Thomas’s to accommodation.  This was unexpected in that our planning advisor expected the PCC to receive charitable relief. Permission was essential as the flat had already been rented out to a tenant. The PCC agreed to approach WBC to see whether payment might be staged over a longer period to relieve parish finances. The PCC also considered lessons to be learned from the process followed, but concluded that it was inevitable that CIL would be payable if the flat was rented out.
  6. The PCC passed resolutions to apply for faculties to dispose of unwanted pews, and install a credence table at St Thomas’s.
  7. The PCC heard updates from each of the working groups and on the Community Fridge project at Brambleton Hall
  8. The PCC approved a collaboration with a wedding planner (Blank Canvas) to enable ST Thomas’s rooms to be used as a wedding venue.
     

PCC March 2021

  1. The PCC strongly supported the initiative described by Sandy Clarke to open a Community Fridge and Cupboard at Brambleton Hall on Friday afternoons. The initiative will source surplus food from local supermarkets via Fare Share and can also take donations of surplus food. This will help to extend outreach to all who live in this part of the parish.
  2. The PCC heard that planning permission for the flat at St Thomas’s had been approved and a rental contract agreed with a tenant via a letting agency.
  3. The PCC passed two resolutions relating to changes of external lighting at St Thomas’s and St Martin’s.
  4. The PCC heard that the recruitment of a Communications officer had been put on hold indefinitely given the pressure on parish finances, but that recruitment of a youth minister would proceed, although interviews would need to wait until Covid restrictions were relaxed.
  5. The PCC discussed at length the financial statements for 2020 presented by the treasurer, and adopted them unanimously.
  6. The PCC heard a proposal from parishioners to use and external wedding event planner to organise wedding receptions at St Thomas’s. The PCC asked the standing committee to review this in more detail and in parallel to explore options to relocate some of the storage cupboards in the Centenary rooms.


PCC January 2021

  1. Sandy Clarke, curate, reported that the clergy team had taken the decision to suspend communal worship for at least 6 weeks as a result of the Covid-19 ‘second wave’. Streaming and recording of services would continue and some zoom services from St Martin’s were planned.
  2. The PCC reviewed the forecast financial situation for 2021 and requested a further review from the finance team. Deficits of -£20k in 2020 and forecast deficit of -£25k for the general fund in 2021 were depleting the parish’s reserves. Covid had significantly reduced parish income from casual giving, hall rental and PCC fees. Furlough of staff, reduced parish share payments and other cost reductions had mitigated this reduction of income but not been able to compensate entirely.
  3. In the light of the financial situation, the PCC endorsed a major stewardship / giving campaign particularly focused on encouraging casual givers to sign up for regular giving via the Parish Giving Scheme, as well as encouraging ‘one-off’ donations. A team co-ordinated by Peter Neukom and Sandy Clarke was appointed to lead this approach.
  4. The PCC reviewed the parish’s outward giving policy and determined that legacy income should be excluded from income calculation for the purposes of assessing outward giving. The PCC noted that outward giving was prevented by the Covid crisis’s impact on cashflows and requested that the policy be updated and discussed at a future meeting.
     

Full copies of the signed minutes are available for members of the electoral roll to review at St Thomas’s church.

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