Minutes of the PCC Meetings
The AbbeyChurch of the Blessed Virgin and Holy Child, Beaulieu
Minutes of the Annual Vestry and Parochial Church Meeting
Friday 25th April 2014
Jamie Burton, Jane Cockeram , Mike Dawkins, Caroline Evans, Gillian Field, Paul Humphries, Sydney Jackson, Diana Lushington, Margaret Marshall, Annie Melhuish, Peter Melhuish, Pauline Smith, Jan Hoy, Peter Marling-Roberts, Jill Wrightson, Christine Dare (for APCM only), Laura Barber, Tony Barber (=18)
Sally Brearley, Frederick Norris, Andrew Percy, Carol Mileusnic + Revd. Ryc. Smith (Chairman).
(Sec counted 23 + Standing Committee = total present 28. Sheet passed for all names: not completed)
|The meeting opened with prayer given by Revd. Ryc. Smith|
|Annual Vestry meeting|
|Election Of Church Wardens|
Sally Brearley was proposed by Diana Lushington and seconded by Tony Barber
Frederick Norris was proposed by Diana Lushington and seconded by Tony Barber
There being no other nominations they were both elected for a second year unanimously.
|ANNUAL PAROCHIAL CHURCH MEETING|
|Ann Moore, Howard Moore, Margaret Jackson, Sue Nicholas|
|4. Minutes of last meeting, 19th April 2013|
The minutes were read out and accepted as a true record and signed by Ryc Smith
5. Matters Arising
SB: regarding possibility of reequipping the kitchen, original planning permission only allowed for tea and coffee making; at that time for the Sunday School only. National Park not happy to allow expansion.
TB: do not take this comment to be final decision of the NPA.
SB: glass in doors is now safe, as film has been added.
6. Priest in Charge Report
Thanks given to the Church Wardens for their support and hard work in this busy year. Also to the Treasurer and the Secretary. Informed the meeting that Carol M will be taking on the Fees Account. Thanks also to the PCC as a whole and to all who contribute in so many ways, to Tony Norris, to the Flower group. Grateful to all the unseen help: the cleaner Debbie Evans, Jackie and John Brown for the Parish magazine, to the cleaners at Buckler Hard, Tony & Valerie Osborn and the flower lady at Bucklers Hard, Vicky Playdell-Bouverie.
In two months time there will be an interregnum. The Church Wardens will not be able to do everything and will need to delegate and draw on the long experience of those here this evening, and in the congregation. It is not just those present in church, but the whole community and parish who matter. Ryc explained that he felt himself to have been a bridge between the previous vicar who was here for many years and the next incumbent.
|7. Electoral Roll, MM:|
The new roll has 109 members (111 in 2013). 1 died, 1 joined, 2 moved away.
Of these 109, 48 are resident in the parish 44%
61 are resident outside the parish 56%
8. Report on PCC proceedings, CM:
In 2013 the following weddings, baptisms and funerals took place:
18 Weddings & 1 Blessing at Beaulieu, 2 at Bucklers Hard
20 Baptisms at Beaulieu, 2 at B Hard, 6 Funeral services and 4 Memorial services
Regarding the procedures of the PCC over the last year:
16 members on the PCC including the priest in charge. The PCC met 5 times this year with an average attendance of 50%. (June -13, Aug -12, Oct -7, Jan - 8, Mar - 12)
In addition to these meetings, other events attended included the discussion led by Phil Dykes (Adult Ed Officer) at the church hall after the Ascension Day service in May, and a meeting on behalf of the PCC with the Archdeacon following this. Also Messy Church, Deanery Synod meetings and a Day Conference in February at Dibden Purlieu regarding outreach and local initiatives.
Much of PCC business dealt with the heating project and other important decisions regarding the church building and the hall; covered by the Church Wardens in their reports.
Charities and Fundraising: First meeting of the new PCC will decide which charities are to be supported in the coming year.
Outreach is another important area discussed along with the question of how to attract more people into our church and make them welcome. To be considered in coming year; time will be made to discuss both issues properly. All ideas will be welcome.
Parish Profile is to be compiled, to incorporate hopes for the future and way forward for this parish
Minutes have been issued to PCC members as soon as practical after each meeting, and a summary placed on the notice board for all to read, including date of the next PCC meeting.
DL: asked whether possible to report PCC meetings in the Parish news. SB: also, to feature on the website when recreated.
CM: agreed to forward summary of PCC Minutes for publication in the Parish News.
9. Financial Statements, AP:
PCC members previously received copies of the Accounts, in addition copies available at this meeting.
Ran through the accounts and explained changes from last year. Giving declined slightly but good news is that the Revenue now allows us to recover up to any additional £1250 on cash donations not Gift Aided. Still important to encourage gift aiding for any donations as the extra tax refund is limited to receipts of £5000 in the tax year. This includes money from the red box.
During the year specific projects were funded by special donation and funds from the Flower committee, Mothers Union, and the Social committee. These projects were the New Cross, moving the Madonna and Child, new tables and chairs and some kitchen equipment.
To the end of the year £21,000 had been raised for new heating system. Subsequently raised £13,000 leaving shortfall of close to £15,000; this assumes we are able to recover @ £16,000 of VAT.
Income from investments - this year income received by the Preservation Fund is included on the front page, previously this had only appeared on p4. Not all income has been kept in the Preservation Fund as £474 included in repairs & maintenance has been charged to the fund. Income from trading has increased by 24%.
Cost of cleaning the War Memorial charged to the War Memorial Fund, and the income less the relevant expenses has been allocated to the Preservation Fund leaving a shortfall on the General Fund of £8015.
Page 2 shows where the church’s money has gone. Money donated to charities from collections is not included but only shown as a memo at the bottom of the page. Parish Share has increased by 2.79% and repairs and maintenance has increased by £3500. Of the £21,063 raised for the new heating system £12,870 was spent on fees and the remaining £8193 was transferred to the heating fund.
Page 3 is the balance sheet, which shows where money is and how represented by the various funds. Movement on the fund is shown on p4. We only have £60,000 as cash funds but we will need at least £90,000 to pay for the heating including VAT so some shares in the C/E investment fund will need to be sold to cover the shortfall.
During the next year it is likely that the General Fund will be reduced further and we will have to restrain our expenditure where possible.
Appendix A has an extra column (Z) showing charitable donations as a result of fund raising activities.
Page 4 shows movement in the various funds that we have allocated our money to.
P5 Bucklers Hard Chapel - This has been a better year with income up over £1000. Consequently not only has last year’s deficit been recovered but the contribution to the Benefice expenses has been increased by £500.
P6 & 7 - standard pages required to be included with the numbers. Many thanks to Sara Steele for agreeing to examine the accounts.
Supported by Geoff Powell and Brian Lappin throughout the year: AP proposed thanks to both for their invaluable help; general agreement given.
Thanks expressed to Mike Dawkins and to Bryan Collins for dealing with the Gift Aid receipts and the Inland Revenue for these. Also to Sara Steele the independent examiner.
10 Annual Fabric Report, SB:
Personal thanks given to Paul Humphries and Tony Norris for their valuable help throughout the past year.
Quinquennial – due next 2015, important to keep on top of this.
Beggars latch and Cloister doors now oiled and waxed; do not close as hinges very old.
Electrical survey & Bell tower safety check needed this year.
Floor tiles and buttress works outstanding (budget will be required)
New railings fitted to side boundary; grateful to Beaulieu estate for this work
Gallery to remain out of bounds unless permission given
Faculties – Permission to dispose of rush chairs and purchase 50 new chairs and tables for church hall. These to
remain in the church hall. Chairs from hall now in Gallery where they will stay.
Permission to move Madonna and Child to West wall, install new Cross (wood from old War
Memorial by James Morley). Need to apply for postponement of conservation work to the Madonna,
not needed at this time.
Permission to upgrade heating. Only outstanding: awaiting variance to allow enclosure of pipe work
in the corridor. Heating will be on continually for the present, to ensure correct running and to
monitor efficiency and cost effectiveness. Ensure all doors are kept closed now.
Awaiting approval for resiting of Sanctuary Lamp and improved lighting from Deputy Chancellor.
Refused permission: no work possible on salvaged oak doors from St ThomasChurch; have paid for
and received planning Permission for this (lasts two years).
Health and Safety – Ensure the following are kept locked: gate to Pulpit, gate to Chancel , gate to Gallery Chapel,
plus rope across bottom of those stairs. (For keys see SB.)
Draft policy is to be completed and approved by the PCC in due course.
Routine Maintenance – Drainage gullies, vegetation from walls, PAT tests, emergency alarm test, boiler service
(due 11.2014, by Clarke`s) Chubb fire extinguisher test, War Memorial cleaning (5 -7 years)
organ service. This last not possible at present as estimated cost to clean is @£17-20,000.
PCC should give thought to creation of an Organ Fund.
Grounds – Thanks to the following: Tony Norris and Mike Dawkins, to Peter & Annie Melhuish for attending to
memorial stones and keeping the edging neat, Keith Turgoose, Andrew and Alison Percy.
A statement of Significance has been compiled, to be checked annually, so can be used when applying for grants in the future.
Clipboard will be left in prominent position for any faults/repairs required etc to be noted.
After Sally`s report Ryc handed a bouquet of flowers to her and a gift to Paul Humphries and thanks, which all were pleased to approve.
11. Reports of Sub committees
a. Deanery Synod, CD:
The tone and emphasis has changed at the meetings, the new Deanery Mission Action Plan will be put into action, very important to see this through as will affect this church. Should be considered a positive move. The timetable over the next year:
Main focus – the church in the bigger context, be generous with our Faith and outward looking
Re imaging the Church – how do we adapt to the future
Consider particular groups, children, families, older generation.
Good practice in church
Input will be required from not only the PCC but the congregation as a whole.
JC: This is at the review stage at present, but do not be afraid to do things differently. Plan being put together to take to the Deanery meeting in June. By December we should be acting upon it.
|b. Church Warden’s Report, FN:|
|Attendances and services|
Typical Sunday Services average: at Beaulieu and Bucklers Hard = 65
Attendance over Christmas was increased, with the amateur dramatics in the Christmas Eve service helping in some modest way. Such events could be made more of, and is an opportunity to evangelise
SB: thanks to Laura B, Ruth Crouch, Peter M
SB&FN: Appeal to everyone to help however they can to run the parish in the future. Suggested a sub-committee be set up for the Mission Action Plan. The Archdeacon has said that life here goes on as normal during the Interregnum. The six Wardens from the Benefice will be meeting the Archdeacon in East Boldre on 6th June 2014 for a discussion on the way ahead.
c. Mothers Union, JW:
There are 19 members, with 13 attending regularly due to age or illness. MU is struggling across the New Forest area for these reasons also, and there are fewer children and deprived families in their areas. The meeting in Bath earlier in the year was attended by 2000. Will be hosting the Deanery meeting here, to discuss the future then. If this group wishes to carry on may have to consider merging with another group.
£456 sent to the MU for subscription rate, £350 to Beaulieu Abbey church for the new chairs, £400 given to overseas projects. A donation also to the Air Ambulance, and to The Stoneham Womens Refuge of £125.13.
There was a varied programme throughout the year; the banner taken to the parade for Ladies Day at St Johns Church, Hythe and will be taken to the Festival Service at Winchester Cathedral.
Thanks to Sally B and Tony Norris for helping so regularly with moving furniture for their meetings.
d. Social Committee, JH:
St Patricks Day lunch very popular and the hot meal much appreciated. Noted comments about use of the kitchen however. Sunday 8th June is date for the BBQ in the Rectory garden, tickets available soon (and later the same day will be the Sea Sunday service at B Hard). 13th October is date for Harvest Supper in the Domus.
RC: thanks to Jan for all her work, and especially for the enjoyable supper last October.
e. Flower Committee, PS:
The Flower Festival last year with the theme “For all the Saints” was a great success. All local and user groups were allocated a saint and many innovative and entertaining displays were produced. Of particular note: the display by the Choir, each member represented in floral form was enjoyed by everyone. There were musical interludes throughout, and refreshments provided by Annie Melhuish. It was noted that Life imitated Art as Radio 4`s Archers ran the same event with the same theme at the same time.
Of the 18 weddings held in the AbbeyChurch the Flower committee provided flowers for 13, resulting in a donation to the church of £3000. Total income over the period was £7445, with a balance at the end of the year of £573.28. Many thanks to the weekly team and to Sally B, Jo Cooke-Curle and Maureen Medley. In future
Jo C-C will be dealing with wedding flowers. Thanks also to Mrs Sheila Murphin for her work throughout the year and to Peter Melhuish for his assistance.
On 17th May Mr & Mrs Wells will open their garden at Abbey Springs to raise money towards the heating project, with cream teas organised by Annie M. People are needed to man the gate; no general advertising for security issues, but posters will be out on the day. Parking to be on the field at the top of Beaulieu hill.
Final thanks for a much improved book stand at the back of the church to Gillian Field, and to Margaret Marshall.
a. Deanery Synod Representatives :
Jane Cockeram, Christine Dare and Sue Nicholas re elected. (JC & CD since 2011, SN since 2012)
Proposed by Pauline Smith and seconded by Sydney Jackson
b. PCC members, for the next three years:
Carol Mileusnic, Mike Dawkins and Peter Marling-Roberts (the last for one more year potentially)
Proposed by Laura Barber and seconded by Caroline Evans
One co-opted member: Peter Hackston Director of Music.
c. Matters for Discussion at Future Meetings:
Question read on behalf of Howard Moore regarding twinning with a church in Rwanda. RC replied that contact
has been made with a potential link, and spoken with the Bishop of Kigali about this.
To be discussed at future meeting. JH: Beaulieu linked with Uganda.
PH: consider work needed to regrout white tiles.
SJ: as a matter of clarification, not for future meetings: the original £50,000 for heating works was never an
estimate; only an illustration for the accounts to show as a record.
d. Appointment of Independent Examiner
Sara Steele Proposed by Sydney Jackson and seconded by Sally Brearley.
The meeting finished with The Grace at 9.15pm
First PCC meeting of year: 7pm Tuesday 27th May 2014