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PARISH OF ALL SAINTS’ CHURCH, ASCOT HEATH Minutes of the Meeting of the PCC held in All Saints Hall On Wednesday 18th January 2017

Present:Fr Darrell, Fr Patrick Gilday, Pam Davey, Maz Down, Chris Gunton, Helen Goodwin, Rick Martin, Sheila Prince, Bill Kelly, Caroline Kallipetis, Pauline Richardson, Sheila Sparks, Jason Wigg Opening Prayers:On the eve of the week of prayer for Christian unity the meeting was opened at 8.00 pm by Fr Darrell 001/17 Apologies for Absence:Received from: Anna Smith, Anthea Burdess and Simond Lagden 002/17 Chairman’s Opening Remarks:- Fr Darrell welcomed everyone to the first PCC following his sabbatical. He said he had achieved a great deal. He thanked everyone for their hard work during the latter half of 2016. Christmas had been very good, although numbers had been lower than expected, perhaps due to the fact that it fell over a weekend. The Carol Service would be especially remembered for many years to come. 003/17 Minutes of the Previous Meeting:- The minutes of the previous meeting held on Wednesday 23rd November 2016 were approved and signed with one amendment: 85/16-(68/16) Valuation of the Parsonage should have read £570,000 - £600,000. 004/17

Matters arising from the Minutes:

a. 85/16 (68/16) Church Plate: – Pam Davey had nothing further to report at present. b. 85/16 (68/16) Data Protection: – Carried forward to the next meeting as Jason Wigg was absent at this point in the meeting c. 85/16 (68/16) Token Scheme :– Maz Down advised that this will be discussed during the Parish Administrator’s job description and appraisal meeting. d. 85/16 (68/16) Bicycle rack for KEH: – Chris Gunton had met with David Bennett, discussed the situation regarding a bicycle rack at KEH and sketches had been distributed to the PCC showing where a rack to accommodate 4 bikes could be situated. After discussion it was agreed that this would be a sensible way forward and Chris Gunton will purchase and fit the rack in due course at a cost of approximately £36.00. Proposed by Fr Patrick, seconded by Bill Kelly, passed unanimously. e. 85/16 (68/16) Church Boundary: – Pam Davey will progress this before the next meeting as it was agreed that it would be very useful when planning the Groundworks project to know where the official boundary of the churchyard actually is. All Saints’ Church Reg Charity 1149564

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f. 85/16 (70/16) New Weddings Clerk: – Fr Darrell advised that the best way forward was still being considered, and this item would be carried forward to the next meeting. g. 85/16 (70/16) Parish Administrator – job description & appraisal:– Maz Down advised that a meeting with Julie Deane was scheduled for next Wednesday, 25th January. h. 85/16 (70/16) Summary of Building Projects for 2016/17/18: – Chris Gunton advised that the list is now prepared and would form part of discussions with the Long Term Financial Planning Sub-group as recommended by the Standing Committee. i. 85/16 (70/16) Charitable Giving Group: – Because of diary difficulties the group had not met before the PCC but now had a date of Monday 30th January. A policy meeting to discuss the percentage of income to be allocated to the group, comprising Fr Darrell, Maz Down and Helen Goodwin, would be held prior to 30th January. ACTION: Policy group to find a mutually convenient date. j. 85/16 (70/16) Hall Booking System:– Helen Goodwin advised that it was intended to put in place a system whereby everyone who booked either ASH or KEH had a numbered booking contract which could then be cross-referenced when the invoice was produced. This would create a complete record of who had used the halls and when. Fr Darrell and Maz Down will raise and discuss this with Julie Deane at next week’s appraisal meeting. It was also suggested that bookings could be recorded on an electronic diary which both Julie Deane and Helen Goodwin would have access to. k. 88/16g Devil’s Passion – Saturday 8th April 2017:– The grant application is being prepared. ACTION: Fr Darrell to check that the booking has been confirmed. Everyone who had not attended last year was urged to go this year as it was an excellent production. l. 92/16 iv Soup/mulled wine urns: – Pam Davey had purchased one urn and it was agreed that at the present time it was not necessary to buy any more. 005/17 Treasurer’s Report: - Rick Martin took the meeting through the previously circulated presentation entitled “First Look at Full Year 2016 Financials”. He stressed that this report, notwithstanding Helen’s hard work with limited time to analyse the full year totals, was preliminary but tended to show that budget holders had done a good job of controlling expenses over 2016 resulting in a very favourable carry forward figure for 2017. However, caution must still be exercised as some figures could still change and there were some very large and expensive projects under consideration which would be discussed further under “Standing Committee Recommends”. Fr Patrick asked what fee was charged by the Examiners each year and said that some parishes swap accounts for checking purposes thereby saving the fee. It was agreed that this might be worth consideration when both Rick Martin & Helen Goodwin have had longer to acquaint themselves with the not inconsiderable task that is All Saints’ accounting. Fr Darrell said that the signage at KEH was now very faded and did not present a very good first impression to the public. Fr Patrick also reminded the meeting that Gill Wiggins name still appears on signs at both KEH and church and should be amended. All Saints’ Church Reg Charity 1149564

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Rick Martin concluded his presentation by saying that we should celebrate our success but then consider future planning and how best to cope with longer term issues. Fr Darrell thanked Rick and Helen for all their hard work. 006/17

Standing Committee Recommends:•

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Groundworks project:- After discussion at the Standing Committee it was recommended to the PCC that a Long Term Financial Planning Sub-Group looking at 10/5/3 year cycles of work should be set up to consider and prioritise Chris Gunton’s Summary of Building Projects as listed in the financial report. This group to consist of: Helen Goodwin, Rick Martin, Chris Gunton, Maz Down and one other who would be responsible for investigating grants & funding. It was suggested that Anthea and/or Stuart Burdess be approached by Chris Gunton. Fr Darrell would join the group after initial discussions had taken place. This group should meet as soon as possible, even if a grant finding member had not been co-opted. This proposal was seconded by Pam Davey and accepted unanimously. In the short term the Standing Committee had recommended that Pam Davey, Fr Darrell and Chris Gunton should meet to view the area around the hall/churchyard to discuss interim measures on the trip hazards, subsidence etc. Chris Gunton had subsequently had a meeting with the Groundworks company who had advised that this would be a waste of funds as anything done now would be dug out as part of the main project. It was therefore agreed that Chris would purchase the appropriate paint and highlight the hazards in this way. ACTION: Chris Gunton to approach Anthea & Stuart Burdess and to purchase paint for highlighting the hazards around the hall and churchyard.

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Village End and use of ASH:- Fr Darrell gave some history to the proposed new use of ASH by Village End. The pre-school had closed in July because it was no longer viable and did not provide a service wanted by the majority of parents. Village End had used ASH for an after-school club which had been successful and they now wanted to use the hall from 8.00 am – 6.00 pm to offer nursery facilities in addition to the after-school club. Chris Gunton had had numerous meetings with Robert the owner and had circulated a proposed contract to PCC members with the recommendations of the Standing Committee included. Before further discussion the proposal was seconded by Jason Wigg. Jason Wigg queried the reference in point 1 of the Standard Conditions regarding use of the hall as a Polling Station. Chris Gunton confirmed that he had spoken to the Royal Borough of Windsor & All Saints’ Church Reg Charity 1149564

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Maidenhead asking if they could use another site but as yet they had not got back to him. Other small changes were made to the Standard Conditions and then a long discussion following on the subject of Payments. It had been recommended that the charge for the 1st year (2017) be £13,870 reflecting initial set-up expenses which Village End would incur, with 2nd and 3rd year charges being £20,000. Fr Patrick expressed concern that while he appreciated the need to assist Village End with a staggered rental the PCC should not find itself tied into a contract giving Village End a rate for 2019 which was well below that which it had been paying in 2016. It was agreed that Chris would go back to Robert to inform him that the PCC had carefully considered and discussed the proposal but it felt it was necessary to re-negotiate the 3rd year term to reflect a charge of £22,250. Chris felt that Robert would accept this, but should he not a special meeting of the PCC would have to be convened after the 10.30 am service on Sunday 29th January to decide the way forward. This was agreed unanimously. Rick Martin wished special mention to be made to thank Chris Gunton for a great job and a lot of hard work in getting so far with this contract which would mean that the hall had a guaranteed tenant and income for the foreseeable future.

007/17 Churchwarden’s Report: - Pam Davey advised that a Safeguarding inspection audit would be carried out in the near future. 008/17 Deanery Synod Report: - Caroline Kallipetis reported that at the last meeting th on 6 December the Parish Share allocations had been confirmed and All Saints’ is £81,222 for 2017. Discussions had been held in small groups about effective membership of the Synod and an analysis of the results would be considered at the next meeting on 14th February. 009/17 Deanery Mission Plan: - Pat Gunton had circulated a short up-date. Fr Patrick confirmed that the time-line agreed at the November PCC meeting had been slightly amended and the late-January point “LYCiG group begins canvassing congregation opinions about areas of priority the LYCiG group has discerned” would now be carried out on February 26th at the 10.30 service under the title “Angels for Churches”. Their next meeting is the 20th February. 010/17 Memorial for Gill Wiggins (68/16 h):– It was agreed that it was not practical because of lack of space to purchase a box for storing communion linen at the Chapel, but that a plaque should be put on the Vestry wall (a faculty would not be required for this) saying “The linen in this Vestry is given in memory of Dr G Wiggins”. ACTION: In her absence Anthea Burdess was asked to look into the procurement of a plaque. Maz said she had not progressed the memorial for Gill in the Lady Chapel as she was not aware that the All Saints’ Church Reg Charity 1149564

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donation towards this had yet been received from the family. ACTION: Pam Davey will check if anything has been received. 011/17 Junior School Assembly (76/16) :– Fr Darrell advised that while he had been on sabbatical the Headteacher, Sarah Theaker, had found it easier to conduct assemblies herself, but now he was back he would be taking them as before. 012/17 Worship & Music Review (58/16c):– This group had had their first meeting in December. Membership was made up of Maz Down, Ellen Turtle, Mervyn Williams, Fr Patrick, Viv Perkins and Fr Darrell. A second meeting had been held on 17th January and it is proposed that they should hold four more meetings while it is a work in progress. 013/17 Arrangements for Royal Ascot 2017:- Maz Down reported that a preliminary meeting would be held as soon as a mutually convenient date could be found. The 2017 website is now live and taking bookings. She confirmed that the car park charge has been raised to £25.00 to keep us in line with neighbouring car parks. 014/17 Lent Lunches:- A request had been received from Sue Shefford, Guide Guider, for them to host a Lent Lunch to raise funds for their proposed trip to Mexico. Joy Appleby was informed, a date had been confirmed and they were liaising about menus etc. As most of the PCC members were already involved in hosting Lent Lunches through their other committees and commitments it was agreed that we should not commit to one of our own this year. 015/17 APCM and Annual Reports:- The APCM will be held on Wednesday 26th April 2017. The PCC would be required to approve their report at the March PCC meeting. Sheila Sparks will begin contacting those who normally submit reports for the APCM. 016/17 i)

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Any other business:Sheila Sparks reminded the meeting about the Bishop of Oxford’s visitation on Tuesday 28th February 7.30 pm – approx. 9.30 pm at The Priory. Numbers of people attending are required by 20th February. The PCC have sent letters of thanks to Mrs Lister-Cheese for the Advent/Lent Altar Frontal, LVS for their generous donation at Christmas and the Scouts/Guides for their Christmas card delivery service. The PCC were asked to authorise the purchase of 40 manuals and 3 sets of DVD materials totalling approximately £240.00 for the forthcoming Lent Course. Participants would each be asked to contribute £5.00 towards the cost. Proposed by Bill Kelly, seconded by Pauline Richardson and passed unanimously. Fr Patrick asked if anyone had any objections to him disposing of a very old folding altar table currently stored in the Vestry and which no-one could remember being used since Fr Piers was the Rector. This was proposed by Fr Patrick, seconded by Sheila Sparks and passed unanimously. Fr Patrick asked if anyone had any objections to him disposing of the wheelchair which is kept in the flower arranging cupboard and is something of a health and safety hazard when opening the cupboard. This was proposed by Fr Patrick, All Saints’ Church Reg Charity 1149564

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seconded by Pauline Richardson and passed unanimously. Pauline will make enquiries to see if the Friends of Heatherwood might be interested in taking it. There was discussion on whether the pew in the porch could be removed to make more room but a decision could not be reached so it was left in abeyance.

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Diary Dates:

PCC serving the refreshments after the 10.30 service on Sunday 12th February Visit of Bishop Steven – Tuesday 28th February 2017, 7.30 pm at The Priory Standing Committee – Monday 6th March 2017 - 7.45 pm PCC – Wednesday 15th March 2017 at KEH – 8.00 pm APCM – Wednesday 26th April – 7.30 pm (?) at KEH

The meeting closed with the Grace at 10.30 pm

All Saints’ Church Reg Charity 1149564