CHAPLAINCY OF AQUITAINE DRONNE VALLEY CHURCH COMMITTEE MEETING 12-08-2015 1.15pm for 1.30 pm Start 1. Present Mike Duncan, Brian Davies, Ian Jameson, Geoff Cogger, Sue Gamon, Elizabeth Faulkner, Cilla Pickett, Glenys Bogardis, Janis Adams, Ann Knight and Mary Eldon. Opening Prayer Mike opened the meeting with Prayer. Apologies for absence Apologies were received from David Jackson. 2. Approval of minutes of meeting held on 08-07-2015. The minutes were approved. 3. Matters Arising (not covered on Agenda) Heating. The need to provide heating to the area around the chancel and the choir was discussed. All agreed the need and also expressed some of the difficulties in producing an effective answer. It was agreed that a firm proposal should be produced complete with costing to be discussed at the next meeting. This will include fixing draft-proofing to side doors. This item has been put to one side until September. Mike is in discussion with the Electrician. Action: M.D Sacristan: Mike re-iterated that we still need a second Sacristan trained. Peter Robinson has agreed to take on the role of 2nd Sacristan when he is in France. The silver ware needs to be put in a secure place in the Upper Room. Tony will put the silverware in the cupboard with a lock on it, and also place a copy of the procedure with it. Tony has discussed this with Brian, and it is usually kept in the Vestry. Peter has discussed the role of the Sacristan with Brian, and has written a new procedure. The requirement for a full time 2 nd Sacristan will be discussed at the next Worship Leaders meeting. Action: J.A Tony was asked to send a copy of the job description for the Sacristan to Janis, for the Worship Leaders to review. It was agreed that another 30 Songs of Fellowship Hymn books need to be bought. Jenny Royal is willing to put an advert in the Baptist Times. Janis will contact her. 40 copies of book 3 have been received from Jenny; Mike will write a letter to thank her. Mike has also received a donation, and he has also written to thank the donator. Action: M.D Janis mentioned that Accidental damage had been made to the wall. Roger will rebuild the gates, but would like to make them slightly higher. Mike contacted the owners, who were not overly concerned, so Roger will be asked to re-build the wall. This will take place sometime in August. Action: R.A BB Anniversary. Mary mentioned to the meeting that Janis had said that next year is the 10 th Anniversary for Bertric Burée. It was agreed that a Special Service should be held on the 2 nd Sunday in July 2016. A special banner should be made, and we should
invite people from the Chaplaincy. Also from within the French community: the Maire etc. The craft group will make a banner for it. Action: C.P An item needs to go into the Newsletter. (In September) Action: J.A Paul s Induction. Mike stated that he was very interested in going to Paul s Licensing and Induction Service in Brussels on the 19 th September. Tony will consolidate the number of people who wish to attend. Everyone will need to make their own travel arrangements. Tony will liaise with Paul on the number of tickets that are available. Bertric Burée has been invited by Chancelade to join them in a Songs of Praise Service, followed by a picnic in the park, on the 30 th August 2015. After much discussion it was agreed that a Service must be held at Bertric Burée at 10.30am as usual. The Services are advertised on the DVN and other sites, and we do not want anyone to arrive at the Church and it shut. Brian will liaise with Chancelade members. The feed back was given by Brian to the Chancelade members, and they understood completely. Could the Christmas Service at Riberac be moved to Wednesday 9 th December? Brian, will liaise with Sheila. After a good discussion, it was decided to leave the Service at Friday 11 th December. Brian will liaise with Sheila. Action: B.D It was agreed that the Wednesday BCP Service should be reviewed at the next Worship Leader s meeting in September. It could be a short said BCP without music, or stay as it is. Action: J.A Cathy sent in an excellent report, outlining the difficulties and options for child care and Sunday school. Sue proposed that a Crèche be set up immediately with the people who have already volunteered, and then to look for some-one to help with the Sunday school. Sue will write to Cathy, to invite her to set up a meeting with Dan, Kirsty and people interested in helping, to find a solution. Janis will follow this up. Action: J.A Unfortunately we have not seen Susanne and her family for several weeks, so Brian is going to visit them. Brian has been unable to contact Susanne, but he is continuing to follow up. Susanne is very happy to return, and will do so as soon as possible. Brian will send the contact details of Bordeaux to Elizabeth Faulkner. The question was asked if the 5 th Sunday in August could be a Praise and Worship Service. Brian suggested that one of the Home Groups could take the Service. Janis will contact the Home Groups. Gwyneth s Group will lead the Service. The next special Service will be Harvest Festival. Geoff asked if we could combine the Environmental theme with the Harvest. Cilla wants people to pick and freeze items from their gardens, the hedgerows etc. to share at the Harvest lunch. Cilla will put an item in the Newsletter. The article was missed from July s edition, and will now be added to the August Newsletter. Action: C.P Mary asked Geoff if he could send her the figures raised for each Charity, so it can be put in the minutes. These have now been received.
It has been proposed to have a separate E-Mail address for the Upper Room promotions. Janis would prefer the word info to be included as PR on its own means nothing. Cilla and Janis will work on a new E-mail address together and also if a Face book page would be feasible. A new address was proposed and accepted. Tony said that Jill was very happy with all the help she received after the Bring & Share lunch on Sunday. All future Bring & Share lunches will be held at the Upper Room, with volunteers running them there rather than at their own homes. Jill will buy the bread, wine and soft drinks as usual. It was suggested that the committee could possibly help with the setting up and the clearing away. Tony will compile an article for the Newsletter. This all happened on Sunday at the Bring & Share lunch, where people were asked to set up the tables and chairs. Jill will continue to ask for help. The Colin Pratt library needs to be moved into the Upper Room as soon as possible, as it is still in Paul s garage. Janis will ring Paul to check if there are any bookshelves. The books and shelving have now been received. Our thanks go to Steve and Jenny Long who are currently cataloguing them. Janis Adams and Brian Cook have also volunteered to help with the running of the library. Steve has suggested a computer to keep all the records. Mike has received a letter from Madeleine, asking if we could give the Church at Negrondes 20 Bibles. It was agreed we will give 20 Good News Bibles. Madeleine wrote back requesting 20 of the Red NIV version of the Bible. This was agreed and Mike will e-mail Madeleine that she can collect them the next time she is in Church. Action: M.D 4. Report from Chaplaincy Council Meeting No meeting has been held. 5. Report from Worship Leaders Meeting There will not be another meeting until September. 6. Services a) Regular services It was confirmed that Brian and Pam will be away the 27 th September, and Patrick Sturges will take the Harvest Family Service. Brian will take the Eucharist Service on the 20 th September. There were over 100 people at the Service on Sunday, also lots of children, and the singing was wonderful. b) Sunday School As there were so many children in Church on Sunday, it became evident that we need resolve the Crèche issue. We need to know who is willing to support, and they would also need to be safeguarded. There is also a need for another person to help Dan and
Kirsty with the Sunday School. Janis asked for all the committee to pray and also to ask people if they are willing to support. c) Special services It was agreed that Bertric Burée would have a Carol Service on the 20 th December. It was asked if it could also be a Christingle Service. This will need to be confirmed at the Worship Leaders meeting. Action: J.A We also agreed that it is too busy this year to decorate the Christmas Trees, so it was decided to make it a bi-annual event. 7. Finance a) Budget, General Account and Giving. The Upper Room spreadsheet contained some formula errors, which David has been asked to correct. This has now been rectified. There is a large amount of money in Bertric Burée s bank account which needs to be transferred to the Chaplaincy. There should only be a small amount in the account to cover expenses. David was given the mandate to pay back 2000 of the Chaplaincy loan, which he has actioned. Also he has requested that the monies in the Bank Account been sent to Chaplaincy. Unfortunately as of this morning this has not happened. Action: D.J Mike suggested another way of presenting the figures to the committee to make it easier to understand, which was agreed. We have now raised 6,500 from the 10,000 originally borrowed. We need to pay back the extra 1,500 as soon as possible. Action: D.J The question was raised as to what happens if we raise more money that the budgeted figure? Janis explained that the money went into the Chaplaincy Reserved Account, which could then be used to help with additional expenses, or for other Sectors who needed help. This was the case with Bertric Burée, where we borrowed 10,000. The Reserved Account is monitored regularly. Budget 2015 The accounts of funds to date and in particular up to the end of June 2015 were presented. The figures, and that we should achieve our target of 28,000 by the end of 2015, were agreed by all those present. Following the agreement of the committee, the Treasurer was authorised to submit the account forecast to the Chaplaincy Treasurer. b) Chap-Aid The figures were received from Geoff for the year so far: Vanuatu Appeal 247 To Shelter Box Bishops Lent Appeal 265 Greek children s home
Water-Aid 319 Nepal Appeal 384 To Shelter Box Total 1,215 Sue s sale on Saturday has realised 120 for A Rocha. The collection for Paul s leaving gift has raised 840, which will go into the Chap- Aid general fund, for when there is another urgent disaster. Geoff was asked to send Cilla a list of the Charities that we have agreed to support this year. Action: G.C 8. Pastoral Care Geoff asked if we could accommodate people overnight in the Upper Room, such as visiting clergy or a battered wife or homeless person. It was suggested that we set up a register of people who would be willing to take in such a person if the need arises. Elizabeth and her team have looked at the possibility of setting up a Register of people who are able to assist anyone who is in a crisis situation. It was agreed that this would not be possible. However, they have decided to draw up a list of organisations that would help out in any case of emergences. Elizabeth has sourced a vast amount of information on the Internet on organisations, agencies etc. which she is working through. The elderly lady that Elizabeth has been visiting has sadly died, before Tony had a chance to meet her. Elizabeth has been in touch with Bordeaux, and they are very happy to visit anyone who is in hospital there. Elizabeth will send a list of the people on her team to Janis, for her to verify if they are Safeguarded. Action: E.F/J.A Our thanks go to Elizabeth for all the excellent work that is being done. 9. Home Groups. 10. Outreach The talk that was given by the couple from Jerusalem was well attended. They also went to Mike s home group. There was some anxiety on the message that they gave. Brian is reflecting upon it, and will send Mike an email tomorrow. If anyone is still feeling anxious, Brian will sit down with them to talk it through. Ann s home group are en vacance. Brian is planning to start the course Christianity Explained in mid September. It is a 7 week course with 8 or 9 people attending. It is a refresher course and the people
attending will be asked to bring along a friend from their social group to introduce them to Christianity. The format of the course is books and CD s, so there will be a need for a DVD player and some-one to organise it. Brian would like to run the course in the morning so everyone attending could share in a soup and bread and cheese lunch afterwards. Brian will write a piece in the Newsletter and for the notices, and on the 23 rd August Brian will explain the course in Church. Action: B.D It was agreed to buy enough CD s and books for 18 people at a cost of 65 (usual price 81.87). Action J.A 11. Communications Keith is on the ball and doing an excellent job. Janis suggested perhaps a calendar could be included to show what is coming up and when. Our thanks go to Janis and Keith for their continued dedication. 12. Safeguarding Elizabeth is to send a list of people on her Pastoral care team to check if they have all been safeguarded. 13. Electoral Roll There was nothing to report. 14. Stewardship Sue said that it would be her last Committee meeting as the house sale is now going through. The renewal of Stewardship is at the end of the year, and she asked if some of the sermons could reflect our Praise and Thankfulness to God for all his goodness to us. Ann quoted from the book of Malachi. We all thanked Sue for everything that she has contributed, for being so proactive and energetic. She will be sorely missed. 15. Environmental Plans. The proceeds from the Music and Picnic on Sunday 23 rd August and the Harvest Festival in September will go to A Rocha, an Environmental Charity. The bins in the kitchen in the Upper Room are being misused, Ann will write a piece for the Newsletter and put up some signs. Action: A.K Mike had a good meeting with the new neighbours, but they were worried about the weeds going into her garden, and the ivy growing over her wall. Action: M.D 16. Upper Room
Ann circulated her excellent report of her meeting of the Upper Room committee. Both Ian and Mike have bookcases for the Upper Room. Ann will ask Steve Long if they are needed. Action: A.K Ann gave a big Thankyou Sue for all her guidance and help. Ann will buy supplies for the Upper Room when required and if necessary put a claim into David. Later on, a petty cash system may be requested. Ann said there were still coat rails left, and no-one knew who they belonged to. It was suggested, that they could be put in the barn or basement. Mike had an excellent meeting with Père Body, and showed him the Upper Room, and explained what it is used for. He was blown away by the idea. Mike said that relationships with the French were definitely improving. A date was discussed for Sue and Lionel s leaving do. It will be held on the same day as the official opening of the Upper Room. Ann with the help of others will organise the event. It was decided to invite the members of the Ecumenical Group, Père Body and the Maire. It was suggested to ask the local Restaurateur to provide the food. Action: A.K Ann and Janis will work together on whether to have a Church Service. Action: A.K/J.A The question was asked if the Upper Room could sometimes be opened for coffee and cake, or for a chat /read a book etc. Prayer Ministry is often difficult on a Sunday during Communion, perhaps it could be held in the library or the Vestry or both? Sue said that she held it in the Vestry and it worked very well. Brian is following up on the possibility of the Prayer Team members wearing a pin to identify them. Action: B.D It was suggested that a Gift Day could be held this year to complete the funding for the Upper Room. Mike has now received the signed contract for the Upper Room. Mike suggested that we will need Contents Insurance, as more expensive items are put into the house. Action: The Committee It became evident on Sunday that accessibility is required, as a lady in a wheelchair had to be lifted up the stairs by the men of the Church. 17. Social and Fundraising On Saturday the 15 th August there will be a Summer Book Sale, with the proceeds going to Emmaus. Food and coffee will be available all day, with the money going
18. AOB to the Upper Room. The books will be put on tables in the barn. Cilla has 2 pop up gazebos if required. Cilla has planned a Music and Picnic afternoon, for Sunday 23rd August after the Service. There will be a BBQ in the evening. The proceeds will go to the Charity A Rocha. Geoff has received material and leaflets from A Rocha for circulation. Cilla has met another lady musician, who wants to take part, and is also good on Fundraising. Geoff needs to pick up the BBQ from Glenys, and Cilla also requires another BBQ. Help will be required on the Saturday morning with tables and bunting etc. The Barn dance will probably be in September in Cilla s barn. Elizabeth has given a program for a piano recital to Cilla, which she would like to perform in aid of Cancer Support France. The craft group are meeting on the 20 th August to discuss preparations for a Christmas fair. There could also be a table in the Upper Room to sell items. Our sincere thanks go to Cilla for all the work she does, we are all very grateful to her. We are grateful to Jaki Moorhouse for organising the coffee rota, from which she is now resigning. We now need a new volunteer to take over. The Grace was shared at the end of the meeting. The next meeting will be held in the Upper Room on Wednesday 9 th September 2015. It will chaired by Tony Stephens and start at 1.30pm.