Leeds Methodist Mission Management Committee Leeds (Mission Circuit) Meeting Minutes of the meeting held at Oxford Place Centre 16th July 2012 1. Opening devotions These were led by the Revd Adrian Burdon who showed a video Alleluia: Peace and justice all over the earth followed by a prayer. 2. Welcome and attendance: The Revd Adrian Burdon welcomed everyone to the meeting. Present: Mrs Ann Bailey, the Revd Philip Bee, the Revd Adrian Burdon (Chair), Mr Paul Berry, Dr Robin Carmichael, Miss Marjorie Cossey, the Revd Pat Creamer, the Revd Robert Creamer, Mr John Goacher, Mrs Patricia Goacher, Mrs Irene Hebden, Mrs Gill Jewell, Deacon Jenny Jones, Mr Richard Lowe (District Treasurer), Mr Bernard Neville (Church and Circuit Treasurer), Mr Andy Poole, Mrs Gwen Pridmore, the Revd Caroline Ryder, Mr Kenneth Tait (Secretary), Apologies were received from:mr Felix Kumi-Ampofo, Miss Janet Caswell, Mr Rob Lolley, Mr Trevor Parker (Administrator), the Revd Liz Smith, MrJohn Witt (iii) In attendance: Mr Michael Noble (District Development Enabler), Mr Alan Parker (Deputy District Treasurer) invited to attend because of their involvement in both the Review and the work subsequent to the publishing of the Review Report. (iv) Absent: Ms Jane Aitchison, the Revd Darren Garfield. 3. Minutes of the previous meeting (16th April 2012) These were signed as a correct record. 4. Matters arising from the minutes of the previous meeting 5 (iv) (c) it was made clear that the arrangement for the Nurture Café s use of Room 2 would be reviewed annually. 5. A Way Forward for Mission Conversations with Leeds South Circuit (a) Since the beginning of the year a subgroup of the Leeds Mission Leadership Team had met three times with the Leadership team of the Leeds South Circuit in conversation about the possibility of forming a new circuit. The churches in this new circuit would be the present churches of the Leeds South Circuit and Oxford Place Methodist Church. (b) Prior to the most recent meeting (12th July) the Leeds South Circuit had agreed in principle to work towards the formation of the new circuit. (c) At that meeting on the 12th July the conversation continued under the assumption that Leeds Mission Circuit would come to a similar agreement. This allowed the to teams to agree to the setting up of small groups to consider various aspects of the way forward. The first of these groups would look at Mission and Vision. (d) It was also agreed that we would inform each other of activities and pray for those involved in the conversation and for the two circuits and their people. The following resolution was put to the meeting: That the Leeds (Mission) Circuit embark on formal conversations with the Leeds (South) Circuit with a view to creating a new Circuit from 1 September 2013. [Proposer : The Revd Dr Adrian Burdon; Seconder: The Revd Caroline Ryder] 1/6
(a) There was no discussion. (b) The voting by a show of hands was: 18 for, none against, 1 abstention. (iii) The Leeds (Mission) Circuit representatives in the conversations group was agreed to be: The Revd Adrian Burdon, Miss Marjorie Cossey, the Revd Pat Creamer, Mrs Irene Hebden, Deacon Jenny Jones, Mrs Gwen Pridmore, and Mr Kenneth Tait. (iv) Notes of the meetings of the conversations group. Any member of the Management Committee may request copies from the secretary. 6. Appointment of the Invitations Committee It was agreed that the members of the Invitations Committee be: The Revd Adrian Burdon, Paul Berry, Miss Janet Caswell, Miss Marjorie Cossey, the Revd Pat Creamer, Mrs Irene Hebden, Deacon Jenny Jones, Mrs Gwen Pridmore, and Mr Rob Williams. 7. The Redevelopment of the Management Committee The meeting was presented with a proposal for the structure of a new Management Committee which would (in September 2013) take responsibility for the Oxford Place Centre and the work of mission and ministry that would take place in and from it when the Oxford place Church became part of the proposed new circuit. The September 2012 Synod would appoint the new Management Committee which would be a subcommittee of the District Policy Committee. The Management Committee itself would have two further subcommittees: Resourcing (six members), and Mission and Ministry (six members). (iii) During the connexional year beginning 1 September 2012, while the Leeds (Mission) Circuit continued to exist, the new Management Committee would be augmented by a specified ten members of the present Management Committee [Interim members] to enable the new Version date: 2012-09-28 2/6
Management Committee to act as the Circuit Meeting of the the Leeds (Mission) Circuit as required by Standing Order 512A. (iv) The following resolution was put to the meeting: That the membership of the Leeds Mission Management Committee be redeveloped with a view to the scheme of management for the Leeds Methodist Mission outlined within the Review Process be enabled. That this is done with due consideration of the needs of SO512A but with a view to the formation of a new Circuit in September 2013. The format and membership of this revised Management Committee to be offered to the September Synod of the Leeds Methodist District for immediate appointment.[proposer : The Revd Dr Adrian Burdon. Seconder : The Revd Caroline Ryder] (a) Amendment: The meeting agreed to the insertion of 2012 between September and Synod. (b) Discussion Responsibility for the Children s Centre would come under the new Management Committee along with all other groups working in or from the building. Under the proposed new arrangements the Church Council would continue to be trustees for the Oxford Place Church in the same way as it is under the present structure. (c) The meeting voted on the amended resolution by a show of hands: 18 for, none against, 1 abstention. 8. Update on Finance The annual schedules mention at the meeting held on 12th March 2012 (Item 7 ) had been duly signed by the Revd Philip Bee and submitted to the District Treasurer and to Synod. The deficit at the end of the present connexional year was expected to be 24,000 as against 29,000 given earlier. This change resulted from: (a) monies received in respect of the Pioneer Minister (b) increased sessional and conference income (c) increased income from the supply of refreshments (iii) It had been expected that the VAT on the media display equipment in the Worship Area and Room 1 could be reclaimed. However the classification had been changed by HMRC from that under which the claim had been made. If this decision stood then the payment of 2353 would not be returned and the deficit would increase to around 26,000. (iv) The Nurture Café had made a small profit up to April 2012 and the Mission s share of this was 1000. (v) The decision to move from tenants paying separate rent and service charges to a combined rent which had been made since the last meeting by obtaining approval from those members who could be contacted by email was ratified. The process of moving to tenancy agreements based on this new model was in progress. (vi) It was agreed that rents (which are reviewed annually) would for all tenants be increased by 3% from September 2012. (vii) The Finance and Property Committee had received a recommendation from our surveyor and property consultant, Nigel Tapp that it would be advantageous to erect boards on the outside of the building advertising the availability of office and conferencing space. (a) A concern was raised that this might attract commercial tenants who we might not find acceptable. The meeting was reassured that all tenants were screened. Version date: 2012-09-28 3/6
(b) The meeting was informed that all remaining restrictive covenants on the building would have run out by the end of September 2012. (c) The meeting agreed to the proposal that we act on the recommendation subject to the obtaining of any necessary listed building consents. (18 for, 1 abstention, 0 against). (viii) A connexional grant had been awarded so that together with funding from the District, the District Advance Fund and Methodist International House the Leeds Mission would be freed of any financial responsibility for the Leeds universities Methodist chaplaincy.(see Item 9) (ix) It has been the Mission s practice to charge to the tenant all legal fees arising from a new tenancy agreement. This practice was thought to be no longer tenable. The meeting agreed that the more common practice of each party paying their own legal fees be adopted. (x) Administration and Maintenance Staff (a) A revised staffing model was presented to the meeting. The purpose of the new model was to ensure that there was an employee on the premises from early morning (7.00am) until late evening (9.30pm). In order to achieve this the Conference manger s hours had been increased to 37 so that she/he could be on the premises during normal office hours (8.45am-4.45pm, Monday-Thursday and 8.45am-1.45pm,Friday). The present caretaker would continue to work long mornings (7.00am-2.00pm,Monday-Friday), and a second caretaker would work from late afternoon until late evening (4.30pm-9.30pm,Monday to Thursday).To make this possible the Finance Officer s hours would be reduced to 9 (3 hours for three days each week). (b) It was pointed out that the proposal meant that no one would be available to secure the Chambers on a Friday evening so the model was further modified to allow for the second caretaker being on the premises for an extra two hours (7.30pm-9.30pm). (c) The present janitor (who secures the Chambers, Gallery and Basement in an evening) would become redundant. (d) The redundancy issues and compliance with employment law regarding redeployment of all existing lay employees would be discussed with the District Lay Employment Officer. (e) Supervision of Saturday use of the building would be ad hoc and paid for separately. (f) The cost of the scheme would be around 46,000 which would be a saving in the region of 8000 per annum on the cost in the year 2010-11 that preceded the Review Report. (g) The scheme was an improvement on the earlier one, however, it was limited by the funds available. (h) The proposal with the modification in (b) above was proposed by Adrian Burdon and seconded by Philip Bee and carried without any votes against. In answer to a query, the current situation in respect of tenants was outlined. All the present tenants have agreed to the new rental agreements. However, the situation could get worse as tenants have lost much of their income, particularly those who receive funding from Local Authorities and Primary Care Trusts. There was a significant probability that our present tenants might not all be here in three years. The new Management Committee (see Item 7 above) would have oversight of the situation regarding tenancies. (j) It was noted that income from conferences could be further increased, hence the planned appointment of a Conference Manager. (k) The meeting was reminded that the de-meshing of the interrelated finances of the Leeds Mission and the Oxford Place Methodist Church needs to be clarified. 9. The Universities Methodist Chaplain Version date: 2012-09-28 4/6
10. Close A paper (annexed to these minutes) detailing the change in the nature of the appointment held by the Methodist Chaplain to the Leeds Universities was presented to the meeting. The paper would also be distributed to the people of Oxford Place on the coming Sunday. It was made clear that Leeds Mission and Oxford Place Church would continue to consider the present chaplain, the Revd Caroline Ryder, to be part of the family, offering support in her work and welcoming her as a leader of worship and preacher. The chair thanked all those members who under the proposed new arrangements would no longer serve on the committee The meeting closed with all those present saying the Grace. Meeting Date A meeting had been scheduled for 7.30pm 10th October 2012 at the Oxford Place Centre. It was suggested that members of the Interim Group keep this date in their diaries until the new Management Committee was formed and a schedule of meetings drawn up. Version date: 2012-09-28 5/6
Annex Methodist Chaplaincy to Leeds Universities The District Leadership Team recognises the fact that the Leeds Methodist Mission Circuit has provided and financed the Methodist Chaplain to the Universities in Leeds over many years, and that without that costly commitment from the Mission Circuit, the Methodist contribution to Universities' Chaplaincy in Leeds would not have been able to continue to the present day. From September 2012 the Methodist Chaplain to Leeds Universities will become a whole time appointment, and will be fully financed from a combination of a monies provided by a connexional grant and the District Advance Fund, rather than from Leeds Mission Circuit. The Methodist Conference of 2012 has listed this whole-time Chaplaincy appointment as a "separate station" under the direction of the Chair of District, rather than listing the appointment as part of the Leeds Mission Circuit. It is important to re-affirm and recognise that the current post holder (Rev Caroline Ryder) greatly values the support that she has received from the Leeds Mission Circuit and from the church at Oxford Place, and has no desire to sever her personal links with members of the congregation at Oxford Place, despite the fact that she is no longer being stationed in the Mission Circuit. It has been agreed between the District Treasurer and the Leeds Methodist Mission Treasurer that the Chaplain's stipend and costs will continue to be administered through the Leeds Methodist Mission Circuit for the year 2012-13, by appropriate transfer of grant money and funds specified for this purpose. The DLT is very grateful to the Circuit Stewards of Leeds Methodist Mission who are willing to continue to over-see the manse maintenance issues for the Chaplain's manse for the forthcoming year 2012-13, recognising that the related costs would be borne by the connexional grant and DAF contribution for this post and not by the Leeds Mission Circuit. The pastoral oversight and line management supervision for the Methodist Chaplain to Leeds Universities will become the responsibility of the District, from 1 st September 2012. During the Chair of District's absence, this responsibility has been delegated to the Deputy Chair (Rev Robert Creamer) until the Chair's return to work. District Leadership Team July 2012 Version date: 2012-09-28 6/6