Annual parochial church meeting and meeting for election of churchwardens

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1 To: Parochial and District Church Council Secretaries Cc: Incumbents and Churchwardens only January 2018 Dear PCC Secretary 2018 ANNUAL MEETINGS This letter contains information to help you run your Church s Annual Meetings. As there are several forms to refer to, I have produced an index to them at the end of this letter and on the website referring to each by a short code. This code also appears at the start of the electronic file names that have been ed to those of you able to receive . You can also find all these forms on the Diocesan Website. This year I have included a section at the bottom of each form telling you for how long copies should be kept locally, and whether you need to send the form anywhere else. You can find these forms without the local code and instructions at It does not matter which version you use. Annual parochial church meeting and meeting for election of churchwardens 1. You will know that you need to have an Annual Meeting on or before the 30 th April I attach a standard form of notice for advertising this meeting (M1). You should also have a separate meeting to elect Churchwardens, before 30 th April 2018 and so I also attach a form of notice for advertising this meeting (C1). Though in practice it is usual for the two meetings to be held on the same occasion, in legal terms they are distinct, and so it is important for two separate notices to be used. Both notices must be displayed at or near the main door or all parish churches for at least two Sundays before the meeting. For more detailed information about this paragraph, including the display of notices in parishes with more than one church, please refer to the Church Representation Rules ( CRR ), rules 6(1) and 7(1). You can find these online at 2. Note M2 gives you more information about the elections to be held at the Annual Parish Meeting. 3. You will see that since 2016, the list of disqualifications to be on the PCC has been increased to include people who are disqualified from being a charity trustee, or who have been convicted of certain offences against children. The nomination form, M3, makes this clear, and you will need to be pastorally sensitive about how you draw this to people s attention.

2 Revision of electoral roll 4. The church electoral roll must be revised each year in advance of the Annual Parochial Church Meeting, except in a year in which an entirely new roll is prepared (the next time is 2019). 5. Before the meeting, you must: Display the notice (E1) at each church for at least 14 days, during which time, anyone wishing to join the electoral roll must complete an application form (E2). Make sure that the revision is completed between 15 and 28 days before the Annual Meeting. Display the revised roll of names (it is not necessary to show addresses) for at least 14 days. During this period errors or omissions in the roll may be corrected, but subject to that no new names may be added until the end of the annual meeting; the one exception is that a person whose sixteenth birthday falls after the revision of the new roll has been completed but before the meeting may complete a form of application and will then be enrolled with effect from the date of his or her birthday. 6. You must display the notices on or near the principal door of every church and every building licensed for public worship in the parish. (For more information about where to display the notices see CRR 2(1).) 7. The form to apply to be included on the Electoral Roll has been confirmed as General Data Protection Regulation (GDPR) compliant by the national church. The requirement to display the list of names is not affected by GDPR, and applying to be on the Electoral Roll includes an understanding that the name will be displayed in this way. There is no requirement to display addresses of electoral roll members in church, and you may decide that it is best practice not to do this. 8. After the meeting, you must Display a copy of the attached electoral roll certificate (E3) for at least 14 days on or near the principal door of every church and building in the parish licensed for public worship. Send a copy to your deanery (usually to the deanery lay chair or deanery secretary). Report you Electoral Roll figure to the national church on-line. You can do this from Easter, by entering the figure at along with your parish s Easter attendance figures. If you have forgotten your login details, please contact the data collection team at Church House ( ) or by to parishreturns@oxford.anglican.org. By providing the information in this way you have met the requirement to send this information to the diocese, and if at all possible, I would encourage you to use the online system to minimise diocesan costs. If for any reason it is not practical to use the online system, return a copy of the certificate (E3) by post or to me at petronella.spivey@oxford.anglican.org. If you send me the certificate, please make sure you identify your parish and not just your church name. If your electoral roll figure is reported online, please note that you do not

3 need to send me a copy of the certificate. You never need to send me a list of people on the Electoral Roll, as this is contrary to data protection regulations. 9. You will receive separate instructions from your archdeacon s office about paperwork relating to churchwardens. Deanery synod membership 10. The term of office of members of the deanery synod elected in 2017 runs to 31 May 2020, so there is no need for any elections for lay representatives to Deanery Synod unless you want to try and fill vacancies. Please make sure that your deanery synod secretary has an up to date list of your deanery synod members: they will be electing ne members of diocesan synod this year, so it is important that we have names and contact details for all of them. 11. If members have not served before, they should also complete a data protection form (M4) and return it to Church House. Other actions after the meetings 12. Within 28 days of the APCM, you must also send copies of the annual report and financial statements as approved at the Annual Parochial Church Meeting to the Finance department at Church House Oxford, by post as above, or by to finance@oxford.anglican.org. (See CRR 9(4)). 13. After the first PCC meeting of the new session, please send details of any changes in PCC Secretary to Caroline Todd at Diocesan Church House, preferably by to caroline.todd@oxford.anglican.org. PCC Treasurer to the finance department at Diocesan Church House, preferably by to finance@oxford.anglican.org. For new office holders, please also send a completed data protection form (M4), so that the diocesan database can be kept up to date. 14. If the parish runs any activities for children or vulnerable adults, for example Sunday School, Mum and Tots, Dementia Lunch: then CofE Safer Recruitment Guidance recommends that Enhanced DBS Disclosures (without Barring information) should be taken up for all members of the PCC. This only applies when PCCs sponsor and approve children s work and work with vulnerable adults. For further information, contact John Nixson, Safeguarding Advisor (john.nixson@oxford.anglican.org). To help you, I have included an approximately chronological checklist of the actions described in this letter with an index to the forms used, as well as some Frequently Asked Questions. All the attached forms, and indeed this letter, are available at More detailed information on elections, conduct of meetings, electoral roll revision and other matters may be found in the Church Representation Rules, available free of charge at alternatively, the latest print edition may be obtained from all the usual sources,

4 including Church House Bookshop, 31 Great Smith Street, London SW1P 3BN, tel , Many other useful resources, including information on responsibilities of PCC members as charity trustees, requirements for registering with the Charity Commission, guidance on PCC accounts and much else, are provided on the Church of England s national Stewardship & Resources website, Thank you all for your help in running this aspect of the church s local and national life. With all good wishes for 2018 Petronella Spivey

5 Summary of actions Form Code 29 to 42 days before Annual Meeting Display form noting revision of electoral roll (see note 3) for at least 14 days E1 Complete revision of electoral roll days before Annual meeting At least 14 days before the Annual meeting Display revised electoral roll (see note 4). At least two Sundays before the meetings Display notice of Annual Parish meeting (see notes 1 and 2). Display notice of election of Churchwardens (see notes 1 and 2). At least seven days before the Annual meeting Audited PCC Accounts for previous year ending 31 December displayed at church door - For continuous period of at least 7 days before APCM including at least one Sunday. (See CRR 9(2)c) Before the annual meeting Written nominations for candidates for Churchwardens Both Annual Meetings must be held before 30 April Nominations for PCC members and Deanery Synod members may be in writing before the APCM or orally at the APCM After the Annual Meeting Display Electoral roll certificate in church for at least fourteen days (see note 6). Inform secretary of deanery synod of any changes to your parish s lay representatives to deanery synod, and copy to petronella.spivey@oxford.anglican.org (Note 9). Inform Church House Oxford of changes to PCC secretary caroline.todd@oxford.anglican.org, with data protection form for new office holders. (Note 12). Inform Church House Oxford of changes to PCC treasurer Finance@oxford.anglican.org, with data protection form for new office holders. (Note 11). Within 28 days of the Annual Meeting Before 1 June 2018 Send copies of annual report and financial statement to Finance@oxford.anglican.org (Note 10). Report Electoral Roll to national database, Church House and Deanery as described in note 6 M1 C1 C2 E3 D3 M4 M4

6 Frequently Asked Questions Can we take off the Electoral roll people who have moved away? You can take off people who have died or moved away and are no longer worshipping in the parish. If people move away, CRR 3(2) says that you should try and get in touch with the PCC of their new church to let them know. When do we have to start again with the Electoral Roll? The next time you will start again from a blank Electoral Roll is in Where can I enter my electoral roll figures? The online parish data system is at Where can I get login details for, or help with the on-line parish data system? Please contact someone in the data collection team at Church House ( ) or by to parishreturns@oxford.anglican.org I have entered the electoral roll on-line: do I need to send you the form? No, please don t. This helps to keep diocesan costs down. Shall I send you my Easter Attendance figures? No, please enter them on line at Our PCC secretary has resigned / We have a new PCC secretary. What shall I do? Please tell Caroline Todd at Church House Oxford. Her contact details are caroline.todd@oxford.anglican.org ( ). If a new person has not previously served in an official capacity in the diocese, please also send in a Data Protection Form (M4). Our Treasurer has resigned / We have a new Treasurer. What shall I do? Please tell Finance at Church House Oxford. Contact details are finance@oxford.anglican.org ( ). If a new person has not previously served in an official capacity in the diocese, please also send in a Data Protection Form (M4). We have a new Electoral Roll Officer. What shall I do? We do not keep records of Electoral Roll Officers: so there is nothing to do. We have a new Deanery Synod representative/ Our Deanery Synod representative has resigned. What shall I do? Please tell the Deanery secretary, and also tell Petronella Spivey at Church House Oxford. Her contact details are: Petronella.spivey@oxford.anglican.org ( ). If a new representative has not previously served in an official capacity in the diocese, please also send in a Data Protection Form (M4). We have some new members on the PCC. Who shall I tell? We do not keep records of PCC members: so there is nothing to do. What shall I do with a form? Look at the bottom of each form. There is a new box marked record keeping that tells you whether you should keep it locally and for how long, or whether you send it on to someone. I have lost the APCM letter you sent me. This information is all on the website, but do get in touch and we will send it again.

7 Annual meetings: the basics Howard Cattermole Diocesan Electoral Registration Officer Two meetings Annual Parochial Church Meeting (APCM) for election of lay members of PCC, approval of annual report etc. Meeting of parishioners for election of churchwardens Legal distinction between two meetings important though in practice both almost universally held on same occasion Meeting of parishioners Arrangements for meeting governed by Churchwardens Measure 2001 Those who may attend and vote are members of church electoral roll registered local government electors resident in the ecclesiastical parish Sole purpose of meeting is to elect churchwardens Election of churchwardens: practicalities All churchwardens must be elected annually, not later than 30 April Nominations, in writing, must be received by the minister before the meeting Candidates must be at least 21 years old, actual communicants, on the church electoral roll, and have signified their consent to serve Candidates must not be disqualified (see below) Meeting of parishioners convened by the minister, by notice displayed at all places of worship in parish for period including last two Sundays before meeting Meeting chaired by the minister or, if absent, by someone chosen by the meeting Vacancies arising during the year must also be filled by a meeting of parishioners Definition of actual communicant CRR rule 54(1) a person who has received communion according to the use of the Church of England or of a Church in communion with the Church of England at least three times during the twelve months preceding the date of his election or appointment being a person whose name is on the roll of a parish and is either - confirmed or ready and desirous of being confirmed; or receiving the Holy Communion in accordance with the provisions of Canon B 15A paragraph 1(b) General disqualifications No one may be a churchwarden who is disqualified as a charity trustee under s.72(1) of the Charities Act and not subject to a waiver convicted of an offence mentioned in Schedule 1 to the Children and Young Persons Act 1933 disqualified under s.10(6) of the Incumbents (Vacation of Benefices) Measure 1977 as a result of contributing to pastoral breakdown Disqualification after six successive periods of office Churchwardens must generally stand down after serving for six successive periods of office, after which a two-year break must be taken Meeting of parishioners may resolve that this disqualification shall not apply Note disqualification after six successive periods of office, not six years Annual Parochial Church Meeting CRR rule 6 Arrangements for meeting governed by Church Representation Rules Those who may attend and take part are

8 church electoral roll members clergy beneficed in or licensed to the parish or any other parish in same benefice clergy resident in the parish and not licensed or beneficed elsewhere (i.e. retired clergy, generally speaking) APCM practicalities CRR rules 7 & 8 Meeting to be held not later than 30 April Convened by the minister of the parish by notice displayed at all places of worship in parish for period including last two Sundays before meeting (i.e. same requirement as for meeting of parishioners, but different notice) Meeting chaired by the minister or, if absent, the vice-chair of the PCC, or else by someone chosen by the meeting APCM business CRR rule 9 APCM receives from PCC and is free to discuss report on changes in electoral roll since last meeting, or on new roll in years in which new roll prepared from scratch annual report on proceedings of PCC and activities of the parish generally annual financial statements of PCC fabric report deanery synod report CRR rule 9 APCM also (and in this order) elects lay representatives to deanery synod every three years elects lay representatives to PCC appoints sidespeople appoints independent examiner or auditor for following year Electoral roll revision CRR rule 2 In advance of APCM every six years (2019 is next ) fresh electoral roll prepared from scratch in every parish in the C of E. in other years, existing electoral rolls revised. Detailed procedure and timetable for revision set out in CRR rule 2 Revised roll, with list of names removed, must be displayed continuously at parish church for not less than 14 days before APCM Qualifications for election etc. CRR rule 10 Those to be elected to PCC or deanery synod must be at least 16 years old and actual communicants have been on church electoral roll for at least six months before APCM (those under 18 need only to be on roll at time of meeting) have signified their consent to serve Sidespeople must be on church electoral roll Elections to PCC CRR rules 16 & 17 General rule for elected lay reps on PCC is that one third are elected each year for a three-year term However, APCM may decide that all should be elected every year No limit to number of years elected members may serve, unless APCM decides to impose one Elections to deanery synod House of laity of deanery synod elected from parishes en bloc every three years Number of elected lay reps for each parish calculated by reference to electoral roll size on scale agreed by Diocesan Synod Next elections in 2020 Number of elected lay reps will be notified to parishes early in the New Year

9 Further information Church Representation Rules available to view free of charge via national C of E website ( Printed CRR published by Church House Publishing (cover price 7.99) Churchwardens Measure available via and more detailed guidance via

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11 C1 NOTICE OF A MEETING FOR THE ELECTION OF CHURCHWARDENS Parish of A meeting for the election of churchwardens will be held in on day of at This meeting may be attended by: 1. All persons whose names are entered on the church electoral roll of the parish and 2. All persons resident in the parish whose names are entered on a register of local government electors by reason of such residence Signed Minister Dated In this Notice parish means an ecclesiastical parish. Record Keeping You can destroy this form after the meeting. You do not need to send it to anyone.

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13 C2 PARISH OF NOMINATION FOR CHURCHWARDEN We the undersigned, being either members of the church electoral roll of this parish or members of the local government register of electors by virtue of residence in this parish hereby nominate for election to the office of churchwarden in this parish. Signed Proposer I, (insert name), Seconder the above-named nominee, hereby certify that I am eligible for election to the office of churchwarden in this parish I am not disqualified from holding that office, and I am willing to hold that office. Signed Nominee This form must be handed to the minister who is to conduct the meeting for the election of churchwardens at any time before the start of that meeting. When there is no minister, this form must be handed to the churchwarden who signed the notice convening the meeting. No person chosen for the office of churchwarden shall become churchwarden until they shall have been admitted to the office by the bishop or his substitute duly appointed; however all persons elected shall become ex-officio members of the parochial church council from the time of their election. FROM THE CHURCHWARDENS MEASURE 2001: The churchwardens of every parish shall be chosen from persons who have been baptised and a) whose names are on the church electoral roll of the parish; b) who are actual communicants; c) who are twenty one years of age or upwards; and d) who are not disqualified as laid out below. No person shall be chosen as churchwarden of a parish for any period of office unless they a) have signified consent to serve as such; and b) have not signified consent to serve as such for the same period of office in any other parish (not being a related parish) or, if such consent has been signified and the meeting of the parishioners to elect churchwardens of that other parish has been held, was not chosen as churchwarden of that other parish. Disqualifications A person shall be disqualified from being chosen for the office of churchwarden if: the person is disqualified from being a charity trustee under section 178 of the Charities Act 2011 and the disqualification is not for the time being subject to a waiver by the Charity Commissioners. the person is included in a barred list (within the meaning of the Safeguarding Vulnerable Groups Act 2006) the person has been convicted of an offence mentioned in Schedule 1 to the Children and Young Persons Act 1933 (unless the person's disqualification under this sub-section has been waived in writing by the bishop of the diocese in question.) the person has been so disqualified from holding office under section 10(6) of the Incumbents (Vacation of Benefices) Measure [1997] Without prejudice to the above, a person shall be disqualified from being chosen for the office of churchwarden when that person has served as a churchwarden of the same parish for six successive periods of office until the annual meeting of the parishioners to elect churchwardens in the next year but one following the date on which that person vacated office at the end of the last such period: Provided that a meeting of the parishioners may by resolution decide that this section shall not apply in relation to the parish concerned. Note A person is disqualified from being a charity trustee under the Charities Act if they have been convicted of an offence involving deception or dishonesty (unless any such conviction is legally regarded as spent), if they are an undischarged bankrupt, have made compositions or arrangements with any creditors from which they have not been discharged or have been removed from serving as a charity trustee, or been stopped from acting in a management position within a charity. Record Keeping After the APCM, this form should be kept by the parish for one year, and destroyed before the next APCM. You do not need to send it to anyone else.

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15 PARISH OF We (insert names) of (insert addresses) NOMINATION FOR ELECTION TO THE DEANERY SYNOD Proposer being members of the electoral roll of this parish, hereby nominate of (insert address) Seconder as a candidate for election to the Deanery Synod at the annual meeting on Proposer Seconder Signed I declare that I am communicant of 16 years or over and not disqualified, and that if elected, I consent to serve. Signed: Nominee D2 DISQUALIFICATION (Church Representation Rules s46a and 46B) A person shall be disqualified from being nominated, chosen or elected or from serving as a member of a parochial church council, a district church council or any synod under these rules if the person: is disqualified from being a charity trustee under section 72(1) of the Charities Act 1993 and the disqualification is not for the time being subject to a waiver by the Charity Commissioners. is included in a barred list (within the meaning of the Safeguarding Vulnerable Groups Act 2006) has been convicted of an offence mentioned in Schedule 1 to the Children and Young Persons Act 1933 (unless the person's disqualification under this sub-section has been waived in writing by the bishop of the diocese in question.) has been so disqualified from holding office under section 10(6) of the Incumbents (Vacation of Benefices) Measure [1997] Note A person is disqualified from being a charity trustee under the Charities Act if they have been convicted of an offence involving deception or dishonesty (unless any such conviction is legally regarded as spent), if they are an undischarged bankrupt, have made compositions or arrangements with any creditors from which they have not been discharged or have been removed from serving as a charity trustee, or been stopped from acting in a management position within a charity. Nominees must be: at least sixteen years of age; actual communicants; on the Electoral Roll of this Parish for at least six months Proposers and seconders must be on the Electoral Roll of this Parish No person shall be nominated unless they have signified their consent to serve, or there is in the opinion of the meeting sufficient evidence thereof. No person shall be nominated if they are disqualified from serving by the Church Representation Rules. (See right for details) Record Keeping This form is to be kept in the parish. It should be destroyed before the next election of Deanery Synod Members. You do not need to send it to anyone else.

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17 PARISH OF E1 REVISION OF CHURCH ELECTORAL ROLL * The Revision must be completed not less than 15 days or more than 28 days before the Annual Parochial Church Meeting. Notice is hereby given that the Church Electoral Roll of the above parish will be revised by the Parochial Church Council*, beginning on the day of 20, and ending on the day of 20. After such Revision, a copy of the Roll will be exhibited for not less than 14 days on, or near to, the principal door of the Parish Church for inspection. Under the Church Representation Rules any persons are entitled to have their names entered on the roll if they (i) (ii) (iii) (iv) are baptised and aged 16 or over; have signed a form of application for enrolment; and either are members of the Church of England or of any Church in communion with the Church of England being resident in the parish or (not being resident in the parish) having habitually attended public worship in the parish during the six months prior to the application for enrolment; or: are members in good standing of a Church (not in communion with the Church of England) which subscribes to the doctrine of the Holy Trinity declaring themselves also to be members of the Church of England and having habitually attended public worship in the parish during the period of six months prior to enrolment. Forms of application for enrolment can be obtained from the undersigned. In order to be entitled to attend the annual parochial church meeting and to take part in its proceedings, forms of application for enrolment must be returned by the date shown above for the ending of the revision of the Electoral Roll by the Parochial Church Council. Any error discovered in the roll should at once be reported to the undersigned. Dated this day of 20 Signed Address Church Electoral Roll Officer Record Keeping You can destroy this form after revision is complete. You do not need to send it to anyone.

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19 PARISH OF E2 Full name Preferred title (if any) Full address Postcode 1: I declare that (please tick only one box from options A or B) 1A 1B I am baptised and am aged 16 or over I am baptised and become 16* on *Those who become 16 in the next twelve months may complete the form and become eligible to be entered on the roll on their sixteenth birthday. 2: I declare that (please tick only one box from options A, B or C) 2A APPLICATION FOR ENROLMENT ON THE CHURCH ELECTORAL ROLL I am a member of the Church of England (or of a Church in communion with the Church of England) and am a resident in the parish. Notes 1. The only churches at present in communion with the Church of England are other Anglican Churches and certain foreign Churches. 2. Membership of the Electoral Roll is also open to members in good standing of a Church not in communion with the Church of England which subscribes to the doctrine of the Holy Trinity where those members are also prepared to declare themselves to be members of the Church of England. 3. Every six years a new roll is prepared and those on the previous roll are informed so that they can re-apply. If you are not resident in the parish but were on the roll as an habitual worshipper and have been prevented by sickness or absence or other essential reason from worshipping for the past six months, you may write would before have habitually attended on the form and add but was prevented from doing so because and then state the reason. 4. If you have any problems over this form, please approach the clergy or lay people responsible for the parish, who will be pleased to help you. 5. In this form, parish means ecclesiastical parish. 2B 2 C I am a member of the Church of England (or a Church in communion with the Church of England) and, not being resident in the parish, I have habitually attended public worship in the parish during the period of six months prior to enrolment. I am a member in good standing of a Church (not in communion with the Church of England) which subscribes to the doctrine of the Holy Trinity and also declare myself to be a member of the Church of England and I have habitually attended public worship in the parish during the period of six months prior to enrolment. I declare that the above answers are true and I apply for inclusion on the church electoral roll of the parish. Signed: Date: Record Keeping This form should be stored securely in the parish. It should be destroyed before the next re-compilation of the electoral roll in 2019, 2025 etc. You do not need to send it to anyone else.

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21 E3 Synodical Government Measure 1969 CHURCH ELECTORAL ROLL CERTIFICATE Parish of... in the deanery of... and the diocese of OXFORD I hereby certify that the number of names entered upon the church electoral roll of the above parish, as revised in preparation for the Annual Parochial Church Meeting held in the year, was. Date... Signed... Chair / Vice-Chair / Secretary / Electoral Roll Officer (delete as appropriate) Notes 1. Under rule 4 of the Church Representation Rules, this certificate is to be signed by the chair, vice-chair, secretary or church electoral roll officer of the parochial church council. 2. A copy of the signed certificate must be affixed, for a period of not less than 14 days, on or near the principal door of every church and building licensed for public worship in the parish. 3. Send a copy of this certificate to your deanery secretary. 4. Enter this figure on line at or send a copy of the form to Church House Oxford.

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23 PARISH OF M1 THE ANNUAL PAROCHIAL CHURCH MEETING will be held in on day of at Include reference to Deanery Synod Representatives where applicable. For the election of Parochial representatives of the laity as follows: To the Parochial Church Council representatives. To the Deanery Synod representatives. For the appointment of Sidesmen and the Independent Examiner or Auditor. For the consideration of: (a) A Report on changes in the roll since the annual parochial church meeting; (b) An Annual Report of the proceedings of the parochial church council and the activities of the parish generally; (c) The Financial Statements of the Council for the year ending on the 31st December immediately preceding the meeting audited or independently examined; (d) A Report on the fabric, goods and ornaments of the church or churches of the parish; (e) A Report on the proceedings of the Deanery Synod and other matters of parochial or general Church interest. Ecclesiastical charity has the same meaning as that assigned to that expression in the Local Government Act This paragraph should be deleted if no resolution for postal voting is in operation in the parish. **Or Vice-Chairman of the Parochial Church Council as the case may be (see rule 7(3)). NOTE In this notice parish means an ecclesiastical parish. NOTES 1. All persons whose names are entered upon the Church Electoral Roll of the parish (and such persons only) are entitled to vote at the election of parochial representatives of the laity. 2. Subject to the provisions of rule 12(2)(c), a person is qualified to be elected a parochial representative of the laity if a) his or her name is entered on the church electoral roll of the parish and, unless that person is under the age of eighteen years at the date of the election, has been so entered for at least the preceding period of six months; b) he or she is an actual communicant which means that he or she has received Communion according to the use of the Church of England or of a Church in communion with the Church of England at least three times during the twelve months preceding the date of the election and; c) he or she is sixteen years or upwards d) He or she is not disqualified as referred to in paragraph 3 of these notes. 3a) A person shall be disqualified from being nominated, chosen or elected from serving as a churchwarden, a member of a parochial church council, a district church council or any synod under these rules if he or she is disqualified from being a charity trustee under section 72(1) of the Charities Act 1993 and the disqualification is not for the time being subject to a general waiver by the Charity Commissioners under subsection (4) of that section or to a waiver by them under that subsection in respect of all ecclesiastical charities established for purposes relating to the parish concerned. (aa) A person shall be disqualified from being nominated, chosen or elected or from serving as a churchwarden or member of a parochial church council, a district church council or any synod under these rules if the person is included in a barred list (within the meaning of the Safeguarding Vulnerable Groups Act 2006). (ab) A person shall be disqualified from being nominated, chosen or elected or from serving as a churchwarden or member of a parochial church council, a district church council or any synod under these rules if the person has been convicted of an offence mentioned in Schedule 1 to the Children and Young Persons Act (ac) A person's disqualification under paragraph (ab) may be waived by the bishop of the diocese in question giving the person notice in writing. b) A person shall also be disqualified from being nominated, chosen or elected from serving as a churchwarden or member of a parochial church council if he or she has been so disqualified from holding office under section 10(6) of the Incumbents (Vacation of Benefice) Measure 1977., a member of a parochial church council, a district church council or any synod under these rules if he or she is disqualified from being a charity trustee under section 178 of the Charities Act 2011 and the disqualification is not for the time being subject to a general waiver by the Charity Commissioners under subsection 4 of that section or to a waiver by them under that subsection in respect of all ecclesiastical charities established for purposes relating to the parish concerned. 4. Any person whose name is on the electoral roll may be appointed as a sidesman. 5. A resolution is in operation in this parish which provides that any person entitled to vote in the elections of parochial representatives of the laity to the parochial church council or to the deanery synod or to both that council and that synod may make application on the appropriate form to the undersigned for a postal vote. The completed form must be received before the commencement of the Annual Parochial Church Meeting.

24 Signed Record Keeping You can destroy this form after the meeting. You do not need to send it to anyone. **Minister of the parish

25 M2 ANNUAL PAROCHIAL CHURCH MEETINGS: SOME NOTES FOR PCC SECRETARIES Numbers of elected lay representatives on PCCs In addition to the various categories of ex-officio members specified in rule 14(1)(a) (f) of the Church Representation Rules ( CRR ), a certain number of representatives of the laity must be elected to the PCC each year, and it is important to ensure that the correct numbers are used. Total numbers of elected lay representatives are by default laid down in CRR rule 14(1)(g), by reference to the size of the church electoral roll of the parish, as follows: Electoral roll size* up to and above 15 No. of elected lay representatives It is not permissible for parishes to amend the electoral roll bands, however it is possible under rule 14(1)(g) for the numbers of lay representatives to be elected for the various bands to be varied, by a resolution passed at the annual parochial church meeting; such a resolution will take effect at the following year s meeting. Qualifications for election to PCCs and deanery synods Under CRR rule 10(1), no one may be elected as a lay representative to a parochial church council or deanery synod unless his or her name is on the church electoral roll of the parish and he or she is at least sixteen years old and an actual communicant (i.e. having received communion according to the use of the Church of England or of a Church in communion with the Church of England at least three times in the preceding twelve months). Except in the case of those under 18, the names of those standing for election must in addition have been entered on the church electoral roll for a period of six months preceding the election. Nomination of candidates for election Candidates for election to the parochial church council or deanery synod must be nominated and seconded by persons whose names are on the church electoral roll, either before the meeting in writing (the form available at may be used for this purpose if found helpful) or at the meeting. Term of office of elected lay representatives on PCCs Under CRR rule 16(1), the default term of office of lay representatives elected to the PCC is three years, running from the conclusion of the annual meeting at which they are elected to the conclusion of the third annual meeting thereafter, a third to retire each year. This means, for example, that the PCC of a parish with an electoral roll of 80 will have 9 elected lay representatives in total, 3 of whom will retire (to be re-elected or replaced) each year. Under CRR rule 16(3), the term of office of three years may be varied only by the annual meeting deciding that all elected lay representatives should serve for one year at a time; such a decision will not affect the term of office of existing representatives, and it must be reviewed by the annual meeting at least once every six years. Unless the annual meeting decides otherwise (under CRR rule 17), there is no limit to the number of terms elected lay representatives may serve on the PCC.

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27 M3 PARISH OF We (insert names) of (insert addresses) NOMINATION FOR ELECTION TO THE PAROCHIAL CHURCH COUNCIL Proposer being members of the electoral roll of this parish, hereby nominate of (insert address) Seconder as a candidate for election to the parochial church council at the annual meeting on Proposer Seconder Signed I declare that I am communicant of 16 years or over and not disqualified, and that if elected, I consent to serve. Signed: Nominee DISQUALIFICATION (Church Representation Rules s46a and 46B) A person shall be disqualified from being nominated, chosen or elected or from serving as a member of a parochial church council, a district church council or any synod under these rules if the person: is disqualified from being a charity trustee under section 72(1) of the Charities Act 1993 and the disqualification is not for the time being subject to a waiver by the Charity Commissioners. is included in a barred list (within the meaning of the Safeguarding Vulnerable Groups Act 2006) has been convicted of an offence mentioned in Schedule 1 to the Children and Young Persons Act 1933 (unless the person's disqualification under this sub-section has been waived in writing by the bishop of the diocese in question.) has been so disqualified from holding office under section 10(6) of the Incumbents (Vacation of Benefices) Measure [1997] Note A person is disqualified from being a charity trustee under the Charities Act if they have been convicted of an offence involving deception or dishonesty (unless any such conviction is legally regarded as spent), if they are an undischarged bankrupt, have made compositions or arrangements with any creditors from which they have not been discharged or have been removed from serving as a charity trustee, or been stopped from acting in a management position within a charity. Nominees must be: at least sixteen years of age; actual communicants; on the Electoral Roll of this Parish for at least six months Proposers and seconders must be on the Electoral Roll of this Parish No person shall be nominated unless they have signified their consent to serve, or there is in the opinion of the meeting sufficient evidence thereof. No person shall be nominated if they are disqualified from serving by the Church Representation Rules. (See right for details) Record keeping This form should be stored in the parish until the next APCM. You do not need to send it to anyone else.

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29 Privacy Notice We are grateful for the support of all those who serve the Diocese. It helps the diocese to help you if we have all your contact details from the start. It will ensure that you receive appropriate diocesan information and mailings. 1 What is personal data? Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the GDPR ). 2. Who are we? Oxford Diocesan Board of Finance (ODBF) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes. 3. How do we process your personal data? ODBF complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. 3 We use your personal data for the following purposes To serve you with legal notices related to your parish office e.g. as PCC secretary To contact you with news, events, guidance, training opportunities 4 What is the legal basis for processing your personal data? Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: - the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent. Legitimate Processing We hold this information so that we can contact you. We are legally required to write to some office holders in some circumstances, for example legal notices, paperwork for diocesan synod elections, and we hold this information in order to carry out this duty. Processing with Consent In other cases, we will write to you with information that may be useful to help you perform your role, for example advice notes, training courses, other events in the diocese; and we need you to consent to do this. We shall take it that your permission is given for as long as you hold this or any other office in the Diocese, or until you withdraw that permission (whichever is the shorter period). If you withdraw your permission, wholly or for certain types of use, we will change the various entries, but we shall not be able to modify printed documents already in circulation. 5. Sharing your personal data We will share this information with the Bishops Offices, National Church Institutions (such as the Church Commissioners) and the Diocesan Registrar for similar purposes. They have undertaken to adhere to the Diocesan Data Protection Policy when using this data. 6. How long do we keep your personal data? We keep your data for as long as you hold office, or for longer in order to comply with safeguarding obligations. 7. Your rights and your personal data Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: - The right to request a copy of your personal data which the ODBF holds about you; The right to request that ODBF corrects any personal data if it is found to be inaccurate or out of date; The right to request your personal data is erased where it is no longer necessary for the ODBF to retain such data; The right to withdraw your consent to the processing at any time The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; The right to lodge a complaint with the Information Commissioners Office. 8. Further processing If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. 9. Contact Details To exercise all relevant rights, queries of complaints please in the first instance contact the Diocesan Secretary Canon Rosemary Pearce. (Phone , diosec@oxford.anglican.org or at Church House Oxford, Langford Locks, Kidlington, Oxford OX5 1GF) You can contact the Information Commissioners Office on or via or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. Privacy Notice 1 Jan 2018

30 M4 Parish Office Holders Data Collection Form Surname Initials First Name Preferred contact address Title (eg Rev/ Mrs/Canon) Post Code address Please note that it is a significant cost and time saving to the diocese, as well as enabling you to hear from us more promptly, if we can send the majority of correspondence by rather than post. Phone number (indicate home/work) Mobile number Parish Office held: PCC Secretary, Treasurer, Deanery Synod Rep Parish Start date Name of previous office-holder if known I understand that the Oxford Diocesan Board of Finance will store this information, and share it with Bishops Offices, the Registry, and National Church Institutions to use for legitimate purposes connected with my parish office. I give permission for this data to be held by Oxford Diocesan Board of Finance and used by them to contact me from time to time with information that may be useful. We would like to publish your details in the Diocesan Directory. This is an on-line directory which is password protected and only available to people who have an entry in the directory. We ask you to think very carefully before refusing permission for this, as others would be unable to contact you. Initial: Date: Signed: Date: I give permission for my details to be published in the Diocesan Directory Signed: Date: This form can be found on the diocesan website; search for Office Holders Data Protection Form. Please return this form to The Data Protection Officer, Oxford Diocesan Board of Finance, Church House Oxford, Langford Locks, Kidlington, Oxford OX5 1GF

31 M5 Declaration that Parish Officers comply with the Fit and Proper Persons legislation (To be signed by all members of the PCC on their election or, where a member serves ex officio or by virtue of membership of a relevant synod, from the date on which their time in office commences) Name of PCC.. Name of individual I, the undersigned, declare that: I am not disqualified from acting as a charity trustee. (see note overleaf) I have not knowingly been involved in tax fraud. (Those responsible for spending money:) I will at all times seek to ensure the PCC s funds, and charity tax reliefs received by the PCC, for which I am responsible are used only for charitable purposes. (Those responsible for claiming Gift Aid relief on behalf of the PCC:) I will seek to ensure that the PCC claims only the Gift Aid relief to which it is entitled. Signed. Date. Home address Postcode Previous address if moved in past 12 months. Postcode Record Keeping This form should be kept in the parish as long as the person it refers to is on the PCC. You do not need to send it to anyone else.

32 Under the Charities Act 2011 (as amended), you are disqualified from serving as a charity trustee in the following circumstances (unless there is a relevant waiver in place): You have been convicted of an offence involving deception or dishonesty (unless any such conviction is legally regarded as spent). You are an undischarged bankrupt. You have made compositions or arrangements with any creditors from which you have not been discharged. You have been disqualified from serving as a company director. You have been disqualified as a charity trustee by order of the Charity Commission (unless the order is limited to specific charities or a class of charities which does not include the PCC named above, or is spent). You have been removed as a trustee, charity trustee, officer, agent or employee by an order of the Charity Commission. You have been suspended by the Charity Commission. You have been found in contempt under the Civil Procedure Rules for having made a false disclosure statement or for having made a false statement which was confirmed by a statement of truth (unless any such conviction is legally regarded as spent). You have been convicted of a relevant offence (or a related offence such as attempting to commit, or aiding and abetting or procuring the commission of, such an offence): (i) under certain antiterrorism legislation, (ii) of money laundering, (iii) under the Bribery Act 2010, (iv) of disobeying or contravening an order of the Charity Commission, (v) of misconduct in public office, (vi) of perjury or, (vii) of perverting the course of justice. You are subject to a notification requirement under Part II of the Sexual Offences Act You are a designated person for the purpose of Part I of the Terrorist Asset-Freezing etc Act 2010 or the Al-Qaida (Asset-Freezing) Regulations If you are in any doubt as to whether any of the above conditions applies you should seek clarification from your Diocesan Registrar.