PCC Minutes: Monday 20th January 2025
St Luke’s Church, Grayshott
Meeting 414 of the PCC in the Timothy Room at 7.00 pm.
Present: PCC Members: Sheila Austin (Churchwarden and Lay Chairman), Clive Loder, Hilary Loder, Alice Murphy, Clive Purkiss, Viv Ward, Susanne Wavre, Graeme Bowerbank,
In attendance: Susie Millard (LLM), Edward Tobin (PCC Secretary).
1. Welcome and opening prayer
The Lay Chairman read a text from Ephesians chapter 4 and opened the meeting with a prayer.
2. Apologies
Revd. Jeremy Haswell, Anna Lescure, Jeremy Hassell, Philippa Whitaker, Anne Gale-Jones.
3. Minutes of PCC Meeting 413 on 25th November 2024
The minutes of the last meeting were agreed and signed by the Lay Chairman. She also confirmed there were enough PCC members present to validate the meeting.
3a Review of the Action List (Matters arising)
- The Lay Chairman announced that, in future, the Action List (which is determined by the Standing Committee) will be decided soon after the preceding PCC meeting rather than 2 weeks before the next PCC meeting – as at present. There were no objections to this from any PCC members.
- The PCC secretary confirmed that the minutes of previous PCC meetings would be added to the church website very shortly.
- The Safeguarding Policy of the Live Streaming of Services (which was discussed at PCC meeting 409 in March 2024 and circulated to PCC members before this meeting) was put to the PCC. This needed to be adopted as policy by this PCC. Hilary pointed out that most churches do not live stream the whole services and only live stream certain parts of the service. Hilary confirmed that Penny Thomas (Joint Safeguarding Officer) had applied to Baptists Together and been granted permission to use this as the policy at St.Luke’s, Grayshott.
Clive Loder proposed that we adopt the Live Streaming Policy of Baptists Together and Sheila Austin seconded it. The PCC voted unanimously in favour that it is adopted.
- The Appeal to the Village seeking donations for work on the spire weathervane was well underway. An article had gone into Grayshott Today and Sheila had made out a large poster. Over £5,000 had already been raised.
- Free Add-on’s for i-Know Church website – Anna Gilderson had looked at this and Sheila was not impressed with an example of a rota that had been generated by this software.
- Sharing Grayshott Primary School Newsletter. At the last PCC meeting it had been agreed that the church would not publish this until authorisation had been obtained from the head teacher. However, this is now a large and comprehensive online newsletter with detailed information for each class (It had been more concise when in printed format). The idea had been suggested at PCC 412 after the presentation by the Chairman of the Governors of the school as no one at the church had realised that there had been a recent fundraising event at the school, but this meeting agreed that this sharing of the school’s newsletter was not practical nor desirable. Possibly the PTA might share their newsletter with us.
- Prayer Box. Sheila showed the material that was now available for prayer requests with a box at the back of the church.
- Home Groups. The safeguarding aspects were discussed later in the meeting.
- Funding for the Base. Hilary confirmed that we cannot reapply for funding from East Hants District Council for another 3 years. Therefore the £15k we had been receiving for the last 3 years will no longer be available to us. However, Hilary had been in contact with Grayshott Parish Council and they are keen to help.
- Church Rooms insulation and double glazing. The churchwarden and assistant churchwardens are continuing to research the options.
- Parish Share – vicar discussing with neighbouring parishes. No news.
- Volunteers. No news.
4. Hiring of the Church Rooms
A document detailing the Terms and Conditions for Hiring the Church Hall (including the tariffs for hiring) had been circulated to PCC members before the meeting.
Hilary asked for clarification about the “rent” that was being charged to the Base. This was paid out of the grant from the Parish Council but the Treasurer explained that this was on the application form but it was not actually rent. The Base has never been asked to pay rent.
Using the figures on the hiring T&C’s, Hilary calculated that the Base should be paying £11,000 /year. The Thursday Lunch Club is paying £2,400 / year in rent.
Hilary cited the hire charges similar halls in the area are charging. Our charges are not competitive and we are driving potential hirers away. There were also deficiencies in the first aid kit and accident book in the kitchen.
The Lay Chairman will discuss the hire charges with Anna Gilderson and review the first aid kit and accident book.
The Treasurer concluded that the PCC had rejected the document pending further information.
5. Revision of St.Luke’s Vision, Mission Statement and Core Values
At the PCC AwayDay in November 2024, there had been as discussion about this and it was decided to bring it to the January PCC meeting. The Vicar had asked Suzanne Wavre to lead this.
She pointed out that the last statement on the vision of St. Luke’s Church had been in the Parish Profile in 2018 before the appointment of the present incumbent (Jeremy Haswell).
This was no longer valid in the church’s present circumstances and, having worked with several charities, Suzanne felt revision was needed (as was agreed at the AwayDay).
Suzanne had circulated a document to PCC Members setting out what was required.
She explained the importance of having a Vision that is easy to remember. A Mission Statement explains why the organisation exists and how the Vision will be achieved. The Core Values denote our behaviour and interactions in achieving this. It needs to include other groups helping the church – such as those serving tea. It also needs to evaluate whether some activities are no longer relevant and should be discontinued.
The 2018 Vision stated that we were a growing church, but this may not be appropriate now.
Determining the Vision now should involve other groups, and time was needed to get it right. Hilary pointed out that the Vicar needs to be involved (He was not present at the meeting owing to illness).
Suzanne explained that a Vision is not necessarily achievable but is aspirational and cited examples with World Vision. Working towards this vision is different in different countries.
Suzanne also explained how the Vision for the Dohnavur Fellowship in India was developed. A discussion followed.
Suzanne asked the PCC to approve:
- That the PCC agree that a new Vision Statement, Mission Statement and Core Values (VMV) for St Luke’s, will help us to focus on the key areas of outreach in the life of our Church.
- That a specific date and time be set aside to re-determine the Vision, Mission and Core Values of St Luke’s.
- That the PCC, the Office Staff, and other members who play an active role in the congregation, (e.g. sidesmen, hospitality workers, readers, music providers, flower arrangers etc.) be included in the VMV discovery process exercise.
Clive Purkiss suggested that the PCC should vote that we need to have a new Vision Statement, Mission Statement and Core Values. Viv suggested that the PCC goes along with item 1. The Lay Chairman suggested that a meeting be convened in 4 weeks’ time (Item 3) and, with the PCC’s approval, will arrange this.
Hilary suggested that we ask the Diocese if they could provide a “Mission Enabler” for the day of discussion and Sheila will approach the Diocese about this. Hilary also suggested Derek Holbird from St. Alban’s, Hindhead. Timescale: Late February or March.
The Lay Chairman will ask Derek if he can act as a facilitator for this and she thanked Suzanne for her excellent presentation.
6. Reports
- Vicar’s Report – The Lay Chairman read out an email from the Vicar thanking many people who had helped in December and while he had been away in January.
- Churchwarden’s Report
Sheila had circulated her report.
PCC approval was needed for restoration of the weathervane on the spire of the church and that application be made to the DAC for a faculty. This was proposed by Sheila and seconded by Clive Loder. There was unanimous approval by the PCC.
The Fundraising (Happy) Team are supporting an event on 22nd February called “Winter Warmer” raising funds for the Weathervane Appeal. There will be a meal starting at 6.00pm limited to 40 seats and a musical evening in church including an organ recital from 7.30pm. Tickets can be bought separately.
Sheila explained that we have to use the Electoral Roll application form as prescribed by Guildford Diocese. If any applicant feels they are unable to sign the form due to its wording, they are asked to discuss it with the Vicar. This year it is a full revision of the Electoral Roll and everyone will have to re-apply before the APCM. The Electoral Roll Officer (John Haine) will be organising this.
Sheila thanked the team who redecorated the Timothy Room - Tony, Peter, Clive, Richard, Jim and Hilary.
Clive Loder is receiving quotes to restore the Bargeboard by the church porch.
- Safeguarding Report
Hilary had circulated the Safeguarding Action Summary – Level 3 to PCC members.
She had contacted all church groups and given them a copy of the guidance. Two PCC members had completed their foundation pathway and a date has been set for the remaining PCC member to complete this. The Vicar will be working with Anna Gilderson on defining Roll Descriptions for each church group and there is a template available from the Diocese. In the past there were committees supporting church groups. Penny Thomas (safeguarding officer) has suggested that, where previously helpful, these committees might be reconvened. There is some overlap with “Sharing the Load” and “Visioning” systems. Hilary felt that, at present, the parish is not supporting the church groups. The Action Summary talks about “promoting a safer church culture” and Hilary suggested that a meeting be arranged to discuss this. Sheila invited both safeguarding officers (Penny Thomas and Hilary Loder) to come to talk to the PCC at a future meeting. Hilary commented that posters regarding safeguarding she had put up in the church hall / rooms had been taken down.
- Youth & Children’s Work
Hilary had circulated a report to the PCC.
Experimental WAFFFL services in church on Sunday afternoons will be reviewed at Easter. The service the previous day had seen two families attend but there were worthwhile conversations with both of them. Alice Murphy confirmed this.
Youth Worker, Rhys McLaren, has secured a definite teaching post from September and will be leaving us on 31st August. Hilary and Alice will be discussing ongoing staffing of the BASE with the Vicar.
- Finance Report
Viv had circulated a short report.
He proposed that the shortfall in the payments of the Parish Share (£5,963.02) be paid to the diocese.
There was a discussion.
It was seconded by Sheila Austin and 5 PCC members were in favour and 3 members voted against the proposal.
It was therefore carried and the payment will be made.
- Other Business
Kitchen Hand-washing Sink – needs attention of a plumber for £100 – approved.
The meeting finished in prayer at 9.05 pm
Dates of future PCC meetings: Monday 24th March 2025 at 7pm
Date of APCM: Thursday 8th May at 7pm