The Rector and Professor Philip Winn reported on the F&GP meeting, and the main matter of discussion had been the replacement of the church heating system. The cost for the work will now be £50,000 instead of the £63,000 originally quoted, due to us receiving both a discount and also a dispensation from paying VAT. To date, £12,170 had been received in donations, and loans from members of the congregation, totalling £27,000 had been offered. It was stressed that although the loans being offered make it possible to have the work carried out, these do require to be repaid , and it is therefore necessary to consider fund-raising for this purpose. Other costs require to be met, for example the provision of gas supply, and the removal of asbestos. It was noted that the church would require to be closed on weekdays while the work is being done, and it would not be possible to hold daily services.
During discussion about Vestments, it was reported that there is to be an audit of the Vestments, and The Rector and Christine will report back to the Vestry. With regard to the Ladyhead, notes of thanks had been received for the annual volunteers' lunch party, which had been held at the home of Mrs. June Baxter. It was reported that Tina Leslie has resigned from her post as coffee shop manager, as she is returning to the USA for some time. This means that the coffee shop will have only two managers instead of three until a replacement is found, but, in the meantime, Dr. Shirley Martin will take over the cash aspect of Tina's duties. It was agreed that future volunteers' lunch parties be timed so that student volunteers would be able to attend.
Under the heading of Provincial and Diocesan matters, it was reported that the General Synod would take place on 11th, 12th, and 13th June. During the Synod, a new Primus* would be elected, and the Rector will report on the Synod in due course. Mention was made of the institution of the Reverend Andrew Richardson to the Glasgow East End Team Ministry on 20th June, and also of the number of vacancies in our own diocese which are frequently covered by the honorary assistant clergy of All Saints'. A Readers' conference will be held in the Glasgow diocese next year, and all readers will be invited to attend. The Diocesan initiative, 'Casting the Net' had been successfully launched on the Feast of Pentecost, 31st May, and the Rector wished to record his thanks to Christine for her work in this connection.
The Prayer Link with parishes in South Africa was discussed under 'Any other competent business', and Charles Severs reported that positive responses had been made. It was also reported that Mr. Paul Gifford would require the backing of the Vestry in his application for Lay Readership, and this was unanimously given. The Rector requested that the Vestry consider his wish to have a Sabbatical during January and February 2010, and this also was unanimously agreed by the Vestry. The Rector wished to record thanks to Mrs. Catherine Rowe and Mrs. Berenice Smith for their joint gift of a new, spacious refrigerator for the North Hall.
The next meeting of the Vestry will be held on Wednesday, 2nd September, 2009.
James Easton
Vestry Secretary
Child and Vulnerable Adult Protection was discussed, and The Reverend Christine Barclay, our co-ordinator, will draft policy documents.
The Rector reported on the meeting of the F&GP committee, and it had been established that our hall letting charges had been found to be in line with those of similar organisations. There was some discussion regarding the possibility of deposits being paid by hall users, which would only be returned if the hall were left in a satisfactory state. The Rector also reported F&GP discussion of the project to replace the church heating boiler, which had been installed in 1924, and to replace windows in the nave of the church, as well as to have insulation installed, adding that scources of funding were being investigated. There was some discussion about the possibility of using money from the All Saints' Trust Fund, and the Unit Trust Pool Fund.
Professor Derrick Chisholm reported on his discussions with the managers of the Ladyhead, which had been helpful and positive. There was some discussion about the provision of a cold cabinet, due to increased sales of take-away food, but this requires further consideration. Also this requires some professional advice, and to be fully costed. It was reported that Mrs. June Baxter has once again kindly offered the use of her house as a venue for the Ladyhead volunteers' annual lunch, which will take place on Sunday 3rd May, so that student volunteers will be able to attend.
Under the heading of Provincial and Diocesan Matters, The Rector reported that two bishops are retiring, and that a new Primus will be elected at the General Synod. The Diocesan initiative, 'Casting the Net' will be launched at Pentecost, and each congregation will be given a fishing net. The Rector has been re-elected to the General Synod, and, in addition, has been asked to act as Director of Ordinands for the Brechin diocese.
The Vestry will next meet on Wednesday, 3rd June.
James Easton
Vestry Secretary
Matters arising from the minutes of the previous meeting, held on 22nd January 2009 included the Organist's Contract, and the Prayer Link with parishes in South Africa. The Vestry was pleased that a contract acceptable to both Organist and Vestry had been produced and signed. The Rector had met with Charles Severs regarding the Prayer Link with South Africa, and responses from the parishes and from the Diocese of Kimberley were awaited.
Financial matters were discussed briefly, and it was felt that the Church's financial state was satisfactory. Other matters relating to the Annual General Meeting were discussed, and the Vestry Clerk and Treasurer were re-appointed to their posts for the current financial year. The Rector re-appointed Professor Philip Winn as Rector's Warden, and Professor Edmund Robertson expressed willingness to continue as Peoples Warden, having been proposed by Dr. John Sharp and seconded by Mr Charles Severs. These appointments were then confirmed at the Annual General Meeting.
It was indicated that the Diocesan Synod, which subsequently took place on 14th March, 2009, was to be attended both by the Rector and our Curate, The Reverend Christine Barclay. The Bishop will be giving presentations throughout the Diocese during Lent, and will come to All Saints' on Thursday, 2nd April.
James Easton
Vestry Secretary
Professor Philip Winn reported on the discussions of the F & GP Committee, and also that he had had discussion with Mr David Stuchfield, an Energy Officer, with regard to the use of alternative energy, insulation, more effective use of energy and more effective use of heat. Philip Winn also reported that Mr John Thomson of Walker & Pryde will conduct our Quinquennial Survey. Professor Edmund Robertson had done a considerable amount of work with regard to the Vestry Induction Pack, and there was discussion of various aspects of this. The Risk Assessment document was agreed by the Vestry. With regard to the Ladyhead, the Rector intimated that Ms Tina Leslie and Ms Shirley Martin should be added to the bank mandate as signatories, and the Vestry agreed to this. The Rector also spoke of the improved security arrangements which are now in place.
Professor Derrick Chisholm, Mrs Catherine Rowe, the Rector, and the Reverend Christine Barclay had attended the Autumn Synod. The Action Plan had been amended, and copies circulated to the Vestry. Members of the Vestry met on Saturday 4th October to discuss 'Casting the Net'.
Catherine Rowe's prize raffle was drawn, and the prize went to Derrick Chisholm. Messages of thanks for the Ladyhead Volunteers' Lunch had been circulated among the Vestry, and the Vestry secretary conveyed verbal thanks from Mrs Robin White.
The next Vestry meeting was arranged for Thursday, 13th November.
The Vestry duly met on 13th November, and matters arising from the minutes were once more, were Organist's contract and Risk Assessment. The Risk Assessment document is now complete, and Prof. Edmund Robertson has provided the Vestry secretary with a copy to hold on file. Financial matters were discussed, and Mrs Jane Winn will be having meetings with Mr Ian Palfrey, of Henderson and Black, who are the church's accountants, and with the Business Relations Officer of the Royal Bank of Scotland, where the church's accounts are held. Under the heading of 'Donations', it was reported that two generous donations, amounting to a total of £1500 had been received.
Under 'Child and Vulnerable Adults Protection' there was some discussion regarding the position concerning vulnerable adults who work in the Ladyhead. Prof. Philip Winn reported that the F& GP committee had discussed the Organist's Contract, Risk Assessment, and the purchase of a new computer. F&GP had also made the decision to co-opt The Reverend Christine Barclay to replace Miss Ann Johnston. With regard to Provincial and Diocesan Matters, there was discussion of the document 'Casting the Net' which had been the subject of the Autumn Synod. Charles Severs gave a brief report of his recent travels in South Africa. Under 'Any Other Competent Business', the Vestry agreed to pay the sum requested by Diocesan Office for the participation of the Rector and of the Reverend Christine Barclay in the Diocesan Clergy Conference 'Liturgy for Growth', and also to make a subscription to the Scottish Episcopal Church Mission Association.
The next Vestry meeting was arranged for Thursday, 22nd January, 2009.
The Vestry met on 22nd January, 2009. Matters arising from the minutes of the previous meeting, held on 13th November, 2008 included the Organist's Contract, and the Prayer Link with the Diocese of Kimberley, in South Africa. Professor Philip Winn reported that a new contract had been prepared which was acceptable to both parties, and it was hoped that this matter would reach an imminent conclusion. Charles Severs reported that we now have an established Prayer Link with the Diocese of Kimberly, South Africa, particularly with the Church of the Holy Cross, Pudimore, and with St. Alban's Church, Kimberly.
Financial matters were discussed, and our Treasurer, Mrs Jane Winn reported that she met with Mr Ian Palfrey, of Henderson and Black, the church accountants. A spreadsheet of accounts has now been prepared, and accounts will be computerised. All Saints' now subscribes to the Scottish Episcopal Church Mission Association, and some magazines will be available in March.
A draft set of the church accounts has now been prepared by Henderson and Black, but these are not yet ready for approval by the Vestry. It will be necessary to hold another Vestry meeting with Mr Ian Palfrey in attendance prior to the Annual General Meeting.
It was reported that two generous donations to church funds have recently been received. The bequest from the late Bryan Duncan was discussed, and it is hoped to purchase a second hand set of Benediction Candelabra in his memory with the money.
Professor Derrick Chisholm was recently appointed to liaise between the Ladyhead and the Vestry, and he reported on his progress of getting to know the people, procedures, and problems involved with the running of the Ladyhead
The Rector reported on his recent attendance, along with our Curate, at the Diocesan Clergy Conference, at which the main subject of discussion had been Liturgy and Growth. The Rector felt that the conference had been good and stimulating, and had provided some good ideas with the regard to the use of music in worship.
Matters discussed under "Any other competent business" included the Vestry's agreement to the review of charges and conditions for hall lets by the F& GP committee, to dealing with the problem of pigeons nesting in the church porch, and to providing some large print copies of the church accounts for the Annual General Meeting.
No date was set for the next Vestry meeting, as this will depend on when Henderson and Black will be in a position to provide completed accounts for the Vestry's approval, and also the availability of Mr Ian Palfrey to attend the meeting.
James Easton
Vestry Secretary
Financial matters were discussed, and the Vestry was informed of the current balances of the church bank accounts. There was also discussion regarding our present lack of a Treasurer, and that this is now becoming urgent, since the end of the Financial Year is approaching.
Professor Philip Winn reported on matters that had been discussed by the Financial and General Purposes Committee. These had included such matters as Treasurer, Organist's contract, and Risk Assessment, which had been addressed under Matters Arising and Financial Matters. There was also some discussion about methods of recouping of energy costs from people/organisations who use the church premises.
There was discussion about the Ladyhead volunteers' annual lunch, which was held at the home of Mrs June Baxter, and it was agreed that the Vestry would provide additional food and wine for the event.
Under Provincial and Diocesan matters, the Diocesan Review, which is to be launched at the Autumn Synod, was discussed. All congregations are being encouraged to examine what they do in relation to the Nine Marks of Mission, and the Vestry needs to consider ways of involving the congregation. There was also discussion regarding the Day of Prayer for the life and work of All Saints'.
The next Vestry meeting will be held on 1st October.
There were two subsequent extraordinary meetings of the Vestry. The first of these was held on Sunday 10th August. Mrs Jane Winn had intimated to the Vestry her willingness to undertake the duties of Treasurer. This was discussed by the Vestry, and it was unanimously agreed to accept Mrs Winn's kind offer of service. There was a further meeting of the Vestry on Sunday 24th August, when the matters of the Day of Prayer and the Ladyhead volunteers' lunch were discussed.
James Easton
Vestry Secretary
Risk Assessment had previously been discussed in connection with the provision of an Induction Pack for Vestry Members, and also in connection with the requirements of Charitable Status legislation. Some progress is being made with regard to Risk Assessment, and Edmund Robertson provided a list of various risks that had occurred to him. There will be further discussion of this subject by the Financial and General Purposes Committee, who will report back to the Vestry.
The Organist's Contract has been under discussion and negotiation for some considerable time, and it was hoped that this matter would be concluded by the end of June.
Financial matters were discussed, and it was reported that a claim had been made under the terms of the Gift-Aid scheme for the recovery of tax for the tax year ended 5th April, 2008, amounting to £7,040.22. Edmund Robertson had been given the names of a number of people who would be willing to assist with some aspects of the Treasurer's duties, and it is now a matter of sorting out and distributing duties as appropriate.
Other matters discussed were: Child Protection, letting of the church rental properties, and security. Provincial and Diocesan matters were also discussed, the main topic being the Diocesan Action Plan, which was to be the subject of meetings to be held at St. Peter's Church, Kirkcaldy on 24th June, and at St. Andrew's Church, St. Andrews, on 30th June. Fund Raising (for the purpose of paying off the deficit, and also for the heating upgrade project) was also discussed, and, in this connection, it is hoped that a Day of Prayer will be arranged.
The Vestry will next meet on Tuesday, 5th August.
James Easton
Vestry Secretary
As always, Financial matters were discussed, and the main concerns were the monthly deficit of £1000, and the difficulties of having no Treasurer. Various suggestions were made as to how the Treasurer's duties might be amended and divided. In addition, the matter of fund-raising for the project of upgrading the church heating system and associated improvements were discussed.
Following the theft of a substantial sum of money, representing three days' takings of the Ladyhead, a review of security arrangements was initiated. In addition, the matter of the broken cast-iron drain cover on the pavement just outside the church courtyard was discussed, since Fife County Council had written to advise the Rector that repairing this is the responsibility of the church, and that, in addition, the church will remain responsible for any claims for damages until the remedial work is completed.
James Easton
Vestry Secretary