SOUTHEND & LEIGH CIRCUIT

SOUTHEND & LEIGH CIRCUIT POLICY HANDBOOK A member of the Bedfordshire, Essex and Hertfordshire District 1

Contents Foreword 1. The Basics 1.1 Our Circuit 1.2 Our Mission 1.3 Our Vision 1.4 Mapping Our Stories themes 2. Policies 2.1 Circuit Leadership Team - constitution, meeting frequency 2.2 Circuit Ministerial Staff meeting frequency and purpose; holidays 2.3 Circuit Stewards - job description, responsibilities & person specification 2.4 Circuit Invitation Committee - constitution 2.5 Circuit Meeting constitution, meeting frequency 2.6 Annual directory questionnaire 2.7 Circuit Assessment formula 2.8 Grants for Circuit funding process, financial limits and application form 2.9 Reserves policy 2.10 Plan making software, officers 2.11 Web site provider, updating, content 2.12 Local Preacher and Worship Leader development, including Worship Academy. 2.13 Safeguarding 3. Activities 3.1 Circuit Prayer Breakfast 3.2 Circuit Bible study and small group initiatives 3.3 Town Centre Ministry 3.4 Mission With Youth Forum 3.5 Nightshelter 3.6 Southend Debt Counselling Service 3.7 Churches and Individuals Activities 4. Management Groups 4.1 Circuit Administrator including job description and terms 4.2 Ministerial co-worker including job description and terms 4.3 Youth Worker including job description and terms 5. Support Groups 5.1 Town Centre Ministry 5.2 Worship Development Group 5.3 Sabbatical Support Groups 2

Appendices 1. Annual questionnaire 2. Circuit Steward Person specification 3. Circuit Grant funding application form 4. Circuit Administrator s Job Description 5. Circuit Ministerial Co-worker s Job Description 6. Circuit Youth Worker s Job Description 7. Sabbatical Support Group Meeting template 8. Circuit Stewards Church Council allocation 9. Circuit Safeguarding Policy 10. Circuit Safeguarding Statement of Principle. 3

Foreword This document has been produced to make available, in one place, information regarding the policies and processes agreed by the Circuit Meeting for use in the Southend & Leigh Circuit. It in no way replaces or removes any responsibilities or requirements in the Constitutional Practice & Discipline of the Methodist Church (CPD), its Standing Orders or any aspect of the Deed of Union. 1. The Basics 1.1 Our Circuit We are a grouping of 15 Methodist Church fellowships, including one Zimbabwean fellowship, situated in the south east corner of Essex. Our circuit also incorporates 'Westerley', a Christian care home. Our churches provide traditional services alongside an increasing number of contemporary and family-friendly expressions of worship. We have a growing sense of service and mission to our communities, with a desire to love our Lord, and our neighbours. 1.2 Our Mission Through prayer and worship; the reading and study of the Bible; mutual support and fellowship; we seek God's empowering through the Holy Spirit to be HIs missionary people. We seek in Christian love and service, to reach out to communities in which we are planted, and live the Good News of Jesus Christ. 'Through our lives and by our prayers - Your Kingdom come' 1.3 Our Vision - help God build his kingdom in this area through love & service Vision and Priorities - What is the circuit? It is us, it is all of us Methodists in the area of Southend & Leigh, it s us as individuals, it s us as churches working together. The circuit is the sum of its individual parts, people, fellowships and churches. Why are we circuit? We exist to do together things we can t really do on our own. We exist to be a bigger voice, and a co-ordinated movement in the area. We exist to organise, resource and finance our ministries together. What is our vision? To help God build his kingdom in this area through love and service. How do we do this? By encouraging the individual parts to be the best they can in building the kingdom o By supporting } the vision o By facilitating } of each church o By encouraging } to further the o By challenging } Kingdom of God By reminding each other of the importance in Methodism of Our Calling to:- o Prayer o Worship o Studying the Bible o Meeting in fellowship o Serving the poor and needy. 4

By setting out to do together some of the things we can t do on our own:- o Funding and resourcing area wide ministry and mission. o Worship Academy and other training o Prayer Breakfast and circuit wide worship By setting out to be church in a different way:- o Town Centre Mission o Night Shelter o Food Banks o Street Pastors o Bar N Bus o CAP Debt Counselling What are our priorities? To make and nurture disciples of Christ To create a dynamic supportive Circuit Leadership team. To encourage, support and resource the mission we are doing in our churches. To encourage, support and resource mission in the City Centre. To recognise the skills and diversity we have in our circuit and seek to work out how we use invest in and use the talents God has given us. To set up a Mission Fund. To have one CLT meeting a year with all Senior Church Stewards present. To gather the visions of each of our constituent churches to answer the question What is your vision of the kingdom in this place in one, three and five years?. To look at how we move forward with 17 buildings, less than 1,000 members and a hospitality based model. To keep our vision alive by updating it regularly and removing jargon and ambiguity where we can What are our initial policies to achieve our vision and support our priorities? To increase the ratio of ministers to churches from 1:3 to 1:2 releasing staff for more mission focussed activity rather than maintenance. From Sept 2017 the staff numbers will increase by 1. To move to deploying ministers on the basis of matching their gifts with the needs of the churches, rather than on a geographical basis. To continue the expansion of Youth work across the circuit building on and learning from the experiment begun with Jonathan Logan at Wesley, Benfleet and Hadleigh. To develop opportunities for small group and Bible study initiatives across the circuit, perhaps using a Worship Academy format. 5

1.4 Mapping our Stories - Themes This exercise was carried out spring 2016 by all the churches to identify resources and support the churches would appreciate from the Circuit and to allow further development of the Circuit s Vision statement. The findings indicated to the June Circuit Meeting that the majority of churches shared the same weaknesses and strengths and there a number of key dream themes emerged:- Youth Work Outreach and evangelism Alternative worship (eg cafe, messy and art church) Building improvements (all but 3 churches believe the building fit for purpose) Study opportunities Bible, discipleship, nurturing faith. Circuit Leadership Team (CLT) stated at June 2016 CM that it was in the process of identifying ways to resource and prioritise the dreams, agree a vision and establish a plan to move us forward to commence delivery from 1 st September 2017. The September 2016 CM agreed the following would form part of that delivery:- To increase the ratio of ministers to churches from 1:3 to 1:2 releasing staff for more mission focussed activity rather than maintenance. From Sept 2017 the staff numbers will increase by 1. This to be funded via the sale of the Elm Road manse, proceeds of which will be used 50% for stipends and 50% to purchase a smaller (to standard) manse elsewhere in the circuit. To move to deploying ministers on the basis of matching their gifts with the needs of the churches, rather than on a geographical basis. To continue the expansion of Youth work across the circuit building on and learning from the experiment begun with Jonathan Logan at Wesley, Benfleet and Hadleigh. To develop opportunities for small group and Bible study initiatives across the circuit, perhaps using a Worship Academy format. These items now form part of the Circuit Vision at 1.3 above. 6

2. Policies 2.1 Circuit Leadership Team The Circuit Leadership team is constituted of: o Presbyters in the active ministry o Circuit Administrator o Circuit Stewards o Circuit Treasurer The CLT meets approximately 6 weekly, of which 4 are 4 weeks prior to each CM, to cover strategy and planning activities. It also meets occasionally for away days and socially. 2.2 Circuit Ministerial Staff The circuit aims to achieve a ratio of 1 presbyter to 2 churches by September 2017. Presbyters are to be deployed to churches on the basis of their gifts and talents and the needs of the churches, moving away from a pure geographical/local authority base. The Circuit staff meet twice a month, together with the Circuit Administrator, for fellowship and business. Staff are expected to take their day off (albeit flexibly), their quarter days and their annual holiday entitlement. Holidays need to be notified to the Superintendent in advance and, when necessary, staggered, to ensure adequate presbyteral cover at all times adequate being defined as not less than 3 staff available. The staff may establish partnering amongst themselves to ensure cover. 2.3 Circuit Stewards The work of a Circuit Steward is varied and vital, it s about sharing the leadership of the Circuit, supporting ministers (presbyters, deacons, lay pastoral and youth employees) and resourcing mission. A Circuit Steward does not need to be able to do everything but may well be asked to do a lot! Quote: When I became a Circuit Steward, I wish I d known where I could find some guidance on the wide range of situations in which I become involved. (Well there is a Handbook which will be of help to many http://www.behdistrict.org.uk/groups/203865/beh_district/district_life/circuit_stewards/what_do_circ uit/what_do_circuit.aspx WHAT IS A CIRCUIT STEWARD? Circuit Stewards love God, the Church, the world and especially those fellow workers committed to their care. They rely on both the grace of God and the expertise they have developed in other fields to carry them through this task. The role of a Circuit Steward is both a practical and strategic job enabling individuals to find fulfilment in Christian service and as such each Circuit Steward will discover different and personal ways to respond to God s call. The Circuit Stewards are responsible, with the Superintendent and Presbyters, Deacons and Probationers appointed to the Circuit, for the spiritual and material well-being of the Circuit, and for upholding and acting upon the decisions of the Circuit Meeting. Standing Order (SO)531 (1) (Standing Orders can be found in Volume 2 of The Constitutional Practice and Discipline of the Methodist Church (CPD) see page 22 for details of CPD). Circuit Stewards share collective responsibility for leadership as members of the Circuit Leadership Team along with the Superintendent and Circuit Ministers and in that role have specific duties. 7

From that general responsibility it follows that the Circuit Stewards should: 1. Exercise a general pastoral care for the Circuit staff and their families 2. Meet as a Leadership Team at least twice a year, before the Circuit Meeting 3. Keep themselves informed of the activities of each local church 4. Be aware of District and Connexional policies affecting the Circuit and its churches 5. Be sensitive to the needs of the Circuit and its officers and staff 6. Inform themselves of developing movements in Methodism and the Church generally, eg by attending District Circuit Stewards meetings (two per year in March & October) 7. Be alert to and take advice on the legal consequences of their office and its responsibilities, eg lay employment, finance, property 8. Develop vision and plan for mission within the Circuit, ensuring appropriate consultation... and arrange in a manner suitable to the Circuit how these responsibilities are exercised. A Person specification for Circuit Stewards is at Appendix 2. SPECIFIC DUTIES FINANCES & THE CIRCUIT FUND: Circuit Stewards are treasurers of the Circuit Fund. SO 532 MANSES: Circuit Stewards are responsible for interior repair, decoration and furnishing of the manses: SO 533. INVITATIONS AND APPOINTMENTS: Circuit Stewards are responsible for proposals for invitations to Ministers (Presbyters and Deacons) to serve in the Circuit and for negotiating with Ministers over appointments to the Circuit and to a chaplaincy, the pastoral oversight of youth and community work and to a team ministry: SO 534 and 540(1). MEETINGS: CHURCH COUNCILS, CIRCUIT MEETINGS AND DISTRICT SYNOD: One Circuit Steward is to be appointed to each Church Council and at least one to the District Synod. (See Appendix 8 for current CC coverage.) 2.4 Circuit Invitation Committee (CIC) The CIC is a sub-committee of the Circuit Meeting (CM) and reports to it. CM usually delegates to CIC the power to invite a minister where a match proves successful, due to the time constraints in the Stationing timetable. The CIC is constituted of the Superintendent (Chair), the Circuit Stewards, a staff representative, a representative of each church for which one of the ministers whose appointment is being reviewed has pastoral oversight and representation from other sections of the Circuit. The representatives from the impacted churches are usually the Senior or Co-ordinating stewards for each church. For the reps from other parts of the Circuit these too are usually church stewards, preferably with recent experience of the stationing process. The CIC will meet at least 4 times - initially to outline the process and agree timings and dates of Circuit Stewards meetings with ministers whose appointments are for review to determine their thinking about the next stage of their ministry; again to prepare a consultation questionnaire if a minister wishes an extension. This is hand distributed by the church rep to relevant officers within the church for confidential completion and collation of findings. CIC will meet to review these findings and decide what recommendation, including a reasoned statement, to make to the September Circuit Meeting. 8

For ministers who decide to leave CIC will draft and agree, in consultation with the District Chair and the District Lay Stationing rep, a profile for each appointment we seek to fill. In mid October, assuming a minister is being sought, profiles for all available ministers will be received - CIC members will review these, meet and agree a short list and then meet with the District Chair to agree the preferred list for the Chair to take into the Stationing meetings in early November. If there is a match CIC will arrange visits to the circuit (1st or 2nd week end in November) for a potential minster and then meet within 2 hours of that visit to consider whether a match is appropriate. If yes on both sides that match is secure. If not, then there is a 2nd Stationing round, together with visits in December and failing that a 3rd round in January. 2.5 Circuit Meeting (CM) CM meets quarterly, moving through the week (Monday to Thursday) and around the church premises. Constitution Ministers - Superintendent Minister, all presbyters, deacons etc. in the active ministry. Supernumerary ministers - who have indicated a desire to serve. Laity one church steward, the treasurer and one lay rep (elected by Church Council) for every 100 members (or part thereof). Each lay rep may have a named substitute who may speak at CM, but not vote. LAY APPOINTMENTS (made or confirmed by the Circuit Meeting) Circuit appointed lay workers in the active ministry. Circuit Stewards Ex Senior Circuit Steward (1 year ex officio) Circuit Treasurer Circuit Meeting Secretary Property Co-ordinator Manses Co-ordinator Connexional Funds Treasurer MHA Secretary Circuit Equality and Diversity Officer Archivist Circuit Safeguarding Officer Action for Children Secretary Synod representatives elected for one year - one lay rep per minister with pastoral charge plus one Circuit Steward and the Treasurer) LAY APPOINTMENTS ARE MADE BY OTHER BODIES. All have a seat on the Circuit Meeting LP Meeting Secretary Local Preachers & Worship Leaders Meeting reps agreed June 2015 CM 3 LPs and 2 WLs Mission with Youth Forum rep Young Persons Rep 2.6 Annual Directory questionnaire To allow creation of the annual Circuit Directory and to update Circuit Meeting membership for local and Charity Commission purposes, the Circuit Meeting Secretary and the Circuit Administrator issue an annual Circuit Questionnaire for completion by Church Council secretaries. For the current questionnaire template see Appendix 1. 9

2.7 Circuit Assessment Calculation The assessment is based as to half on the number of members each church has, and half on the offerings (including Gift Aid) and investment income or interest. There are two exceptions to this, Trinity where we have traditionally subsidised the activity, and recently New Road to reflect the reduced number of services held. Lettings income is excluded because generally where churches have high lettings income they also have high outgoings on the property, and other income is also excluded since this relates to many things such as fund raising, donations, legacies, grants and many other sources of income not directly related to the ministry. The Circuit provides the Ministry for the churches in the Circuit through the ministers and those costs should be met from the offerings. Most churches manage to do this which is good and where this is not the case the churches raise the balance of the funds needed to meet their assessment. Churches should look at the membership numbers, especially where it is known that there is no financial support from members. However, this not really a financial matter, but is a pastoral one and churches should work with their ministers to consider this. Nobody should be denied or excluded from membership on financial grounds but part of the responsibility of membership does include a financial commitment. Churches should review the level of charges they make to the users of the premises to ensure that there is a realistic level of income being achieved against the costs of maintaining the premises. Clearly internal organisations fall into a different category to those that are simply using the premises and the contribution to the life of the Church from each group must be recognised. 2.8 Grants for Circuit funding CM November 2013 agreed that, as very little money is available in Circuit funds for non-repayable grants if a church wishes to apply for such a grant an application should be completed using a template. This goes via the Circuit Administrator, to CLT for review and then to Circuit Meeting (CM) with a recommendation from CLT, for final decision. For the application form see Appendix 3. As funds are limited grants are capped at 10% of project costs or 3,000 whichever is the lesser. 2.9 Reserves policy The Circuit s reserves policy is reviewed annually. It is currently to ensure that it has sufficient reserves to: Fund general expenditure incurred during day to day running of the Circuit, including the payment of stipends and the maintenance of the manses. Enable grants to be made to Methodist Churches within the Circuit for worship activities, youth work, outreach and maintenance and improvements to those churches. Provide interest-free loans to Methodist Churches. When appropriate and approved, to acquire new Churches and Manses. 2.10 Plan making CM agreed the following in March 2013. a. Plan Making a. 1 member of staff and 1 local preacher to join the Superintendent in Plan making giving shared ownership to be in place for the next Plan. b. Superintendent to prioritise a review process for LPs via a pastoral conversation with each LP to establish relationship, indicate value and seek more flexibility in terms of availability. c. The term NPA not to be used on the Plan, LA (Local Arrangement) to be used. d. All to use the standard form to return Plan dates and return it on time. 10

b. Churches a. Churches are to be asked to consider where they could join with other churches in their sector, perhaps once a quarter, for combined worship. b. Churches are to be asked to consider inviting guest preachers from outside the Circuit to preach. c. For evening worship to consider a conversation on regular joining together. The Plan is made using Crestos software which is available to circuit staff for update. 2.11 Circuit Website The circuit website is at www.southendandleigh.org. It is powered by ChurchEdit and managed and updated by the Circuit Administrator. Content and design are agreed by the CLT. It is hoped it will be used appropriately to aid better communication; build awareness across the circuit and support mission. 2.12 Local Preacher and Worship Leader development including Worship Academy CM agreed the following in March 2013. 1. Worship Leaders (WL) a. Believe WLs need challenging to consider a move to On Note ministers will approach, though it is recognised that WLs have many other roles in local churches so this is a complex area. b. Training to be provided for WLs both initial training and continuous development. Potential new WLs need to be identified and encouraged. A Worship Academy will start on 1 st May at 7pm at Benfleet and run on the 1 st Wednesday of each month. The academy will open with a meal and worship, then 2 training streams one for new WLs (a 10 session course designed by Julia Monaghan) and one for existing WLs for continuous development. LPs are welcome to join the continuous development stream. 2. Local Preachers (LP) a. In order to value them and their input a mentoring scheme will be developed and the circuit will run a LP day for all to explore the call to preach and review the 3 available training avenues - Faith & Worship; Guy Chester; Internet via a virtual tutor. CM noted that a fast track LP training system is being piloted in the London District. 2.13 Safeguarding Policy This policy was last reviewed at the Circuit Meeting held on 16 th November 2016, updating changes requested at the June 2015 meeting Include specifically that a child is defined in the law as anyone under the age of 18. Remove the double negative in para 1 so the circuit recognise that all of us... CM further asked that the policy be reviewed after Conference has ruled on the Past Cases Review recommendations and after the 2016 re-write of The Methodist Church Policy & Practice Guidelines 2010 Safeguarding Framework is published to consider, amongst other items:- If the types of abuse mentioned should be extended to include discrimination and/or self neglect. Including further detail on the needs of record keeping Inclusion of details on the appropriate ratio of adults to children though probably best in the training, not a high level policy document. Identifying who is responsible for demonstrating good practice. The policy is to be reviewed annually. See Appendix 9 for the full policy document and Appendix 10 for the Statement of Safeguarding Principles. 11

3. Activities 3.1 Circuit Prayer Breakfast Following the 2013 Circuit Review a monthly Circuit Prayer Breakfast was established. This is led by the Superintendent and meets on the first Saturday of each month at 8.30am at The Elms, London Road, Leighon-Sea. Those who attend (and all are welcome) share breakfast and fellowship together and pray for the circuit and the world whilst being in the world. 3.2 Bible Study and Small Group Initiative An outcome of the 2015/16 Mapping Our stories activity is the recognition of a desire within the circuit for better access to, and greater availability of, Bible study and teaching. CLT is exploring opportunities to make such teaching available across the Circuit, perhaps in a similar format to Worship Academy. Churches are encouraged to notify the Circuit Administrator of existing groups which would be willing for people from other churches to join and share in existing studies. 3.3 Town Centre Ministry The Rev Hannah Bucke is appointed to establish, develop and grow the Town Centre Ministry. She works in the town with the Town Managers, social workers and police teams, in consultation with the Street Pastors and alongside ecumenical colleagues and with the Icons-on-Sea group and in the University Chaplaincy. She is also Chaplain to Adventure Island. This is a part time appointment and the circuit provides a half stipend and she sources other funding, eg from the Avenue Trust. She does not have pastoral oversight of any of the circuit churches. Areas of responsibility Build and develop contacts in local communities and with church user groups and develop the Town Centre ministry. Be responsible in collaboration with others for the pastoral care of town centre and chaplaincy contacts. Develop existing ecumenical links. Guide the circuit in acts of mission, both inreach and outreach. Preach and lead worship in the Circuit. Encourage congregations, groups and individuals in their faith journeys. Explore opportunities to improve inter-faith understanding within the community. Help develop a shared vision, locally ecumenically and within the Circuit. Help churches to identify priorities and focus resources upon them. Exercise her particular distinctive and God-given gifts on a circuit-wide basis and as appropriate beyond the Circuit. This involves: Working collaboratively as a member of the Circuit Staff (and agreeing circuit ministerial responsibilities with ministerial colleagues). Engaging with circuit staff and stewards in pursuit of challenges and opportunities with regard to the future direction and development of circuit-wide issues and policies. Attending social/fellowship events from time to time (e.g. coffee mornings, women s fellowship). 12

3.4 Mission With Youth Forum The forum is a regular meeting of local church people who work with young people and youth within the circuit Sunday schools, youth clubs and fellowships, after school clubs etc. As well as providing opportunities to share experience and knowledge it arranges circuit wide Big Events for young people, eg at Rayleigh Megacentre, plans sleepovers and arranges Worship for all sessions. It also produces a youth newsletter (agreed by CM in June 2015) and oversees circuit wide attendance at 3Generate. 3.5 Nightshelter The circuit supports the ecumenically run Nightshelter which functions within 7 Southend churches from late November to the end of March annually. Each church offers food, an evening meal, breakfast and clean clothing and bathing opportunities for rough sleepers for one night each week working in consultation with HARP (local homeless charity) and Southend Borough Council. In the circuit this was initially hosted at Chalkwell Park, but moved to UMC s Whittingham Avenue site, where the circuit funded the installation of showers in 2015/16. The shelter is open every Saturday evening during the season and is staffed by four multi-church volunteer teams (each taking one evening per month), together with a regular Centre Manager and a deputy manager. Training is provided for volunteers and work is underway to establish a chaplaincy team to support both guests and volunteers. 3.6 Southend Debt Counselling Service The Circuit is a member of the local Christians Against Poverty (CAP) debt counselling group, established in 2014. The centre, which CM agreed funding for, is running with numerous clients. CM agreed the Circuit could sign the Service Level Agreement which requires us to provide funding, volunteers and admin support via a trustee. The trustee role is undertaken by Geoff Fulford from Wesley. 3.7 Church and Individuals Activities Across the Circuit there are several major local activities, some externally led, which are supported by the churches and/or individuals and which the Circuit promotes. These include Southend Street Pastors; the Bar N Bus scheme (youth work); Food Banks (including Southchurch and others). 13

4. Management Groups 4.1 Circuit Administrator The Circuit Administrator is currently contracted for 30 hours per week based at the Circuit Office. A revised job description is under construction (See Appendix 4) and a management group, constituted of the Rev Peter Moorhouse (chair and line manager) and 2 Circuit Stewards (Mrs Pamela Smith and Mr Colin Turner) has been established. 4.2 Ministerial co-worker A lay ministerial co-worker is employed within the Circuit, currently working with one of the part time members of staff in pastoral and property management roles. A copy of the job description is at Appendix 5. The role has been reviewed due to the move of the minister to full time from September 2016 and also the Circuit s planned move to 1 minister to 2 churches - the minister supported will be the only minister with three churches. A management group formed of Rev Julia Monaghan and 2 others, is being established. 4.3 Youth Worker A Youth Worker is currently employed at Wesley and Benfleet churches and this is to be expanded to include work at Hadleigh also. The post is funded by the churches and a District Advance Fund grant. A copy of the job description is at Appendix 6. The existing management group is being expanded to ensure representation of all churches and will include the Rev Peter Moorhouse (Superintendent and Line Manager), Rev Julia Monaghan and Rev Chris Sandy. The outcomes of this work will be reviewed to establish if the circuit should employ other lay workers for input across the churches and develop work with PAYs a group which provides gap year students to undertake Youth work in churches on a voluntary basis. 14

5. Support Groups 5.1 Town Centre Ministry A support group, constituted of the Superintendent, Mrs Anne Briant and Miss Kathy Burrell, is in place to provide support for the Rev Hannah Bucke. Links are also in place to ecumenical colleagues and the Circuit is providing access to professional counsellors to assist with the role as Chaplain to Adventure Island given some specific and complex needs of its staff. 5.2 Worship Development Group A Worship Development group has been formed to mentor and support the Probationer Minister, Rev Christopher Sandy, in his transition to the more frequent preaching his new role will bring. The group is Colin Turner (Circuit Steward & LP), Rev Peter Perowne, Stella Holden (Benfleet Steward) and Sue Howett (Canvey Steward). The group will report annually to Rev Andrew Prout, District Probationers Secretary, for the February/March Probationers Committee meeting. 5.3 Sabbatical Support Groups Ministers are required to have regular sabbaticals during their active ministry. Support Groups are established in the Circuit, preferably some 12 to 18 months prior to the sabbatical, to ensure that plans are in place to meet the needs of the minister, their family and the churches during the sabbatical. This includes allowing the minister to plan a measured wind down pre-sabbatical and a planned resumption of work after the sabbatical, as well as dealing with pastoral cover, handling of communications and notification to the churches. The group is usually constituted of the Minister, a convenor chosen by the Minister and approved by CM, stewards for each church for which the Minister has pastoral oversight and any minister identified to provide support for the church(es) during the sabbatical. A template for use in the meetings is at Appendix 7. 15

Appendix 1 Annual Circuit Questionnaire THE SOUTHEND AND LEIGH CIRCUIT OF THE METHODIST CHURCH 34/10 Registered Charity No. 1134248 Annual Churches Questionnaire 2016 Notes 1. Circuit Meeting Membership Circuit Meeting membership has to be held correctly for both Methodist and Charity law purposes. As Circuit & Church Officers change on 1 st May each year please provide names, addresses, postcodes, telephone numbers and e-mail addresses of your Church representatives to the Circuit Meeting that will be correct from 1 st May 2016. Please type or print clearly. Please notify any changes to your Circuit Meeting representation during the year to Kathy Burrell to allow changes to appear in the records and information to be sent out to the correct parties. 2. Circuit Directory The Circuit Directory is published annually with amendments being shown in the quarterly Circuit Plan. The next Directory will be published in September 2016. 1. As Circuit and Church Officers change on 1 st May each year please provide the names, addresses, postcodes, telephone numbers and e-mail addresses of your Church officials that will be correct from 1 st May 2016. Please type or print clearly. 2. Please notify any changes to any of the appointments on this Questionnaire during the next year to Ruth Lowden to allow changes to appear in the quarterly Circuit Plan. 3. If the information required below is the same as already advised for the current Circuit Directory there is no need to repeat it - please just indicate in the space as printed or similar wording. 4. If any of the groups/organisations do not exist or have changed their name at your Church please amend accordingly. Similarly please insert entries for any new groups/organisations. 5. Thank you very much for your help. Please return your completed form to me as soon as possible after the Church Council Meeting at which the appointments are confirmed, so that the autumn Directory is as up-to-date as possible. The final date for returns is Friday 13 th May 2016 to ensure accurate issue of Circuit Meeting data for the June Circuit Meeting. Kathy Burrell, Circuit Meeting Secretary, Southend and Leigh Methodist Circuit, by e-mail to kathy@burrellkm.plus.com or by post to 17 Oakfield Road, Benfleet, Essex SS7 5NS 16

Circuit Meeting and Directory Questionnaire Name of Church... 1. Circuit Meeting Membership Post Name Address Phone & email Church Steward Named Sub for Church Steward Church Treasurer Named sub for Church Treasurer Church Council Rep 1 (for up to 100 members) Named Sub for CC Rep 1 CC Rep 2 (For 100 + members) Named Sub for CC Rep 2 17

Circuit Meeting and Directory Questionnaire Name of Church... Address of church including post code... Telephone number (if applicable)...... Email/website address... Number of Members. at (insert date)..... 2. Directory Post Name Address Email Senior/Co-ordinating Church Steward Church Treasurer Gift Aid Treasurer Church Council Secretary 18

Post Name Address Email Pastoral Committee Secretary Sunday School Superintendent Finance Committee Secretary Property Co-ordinator Lettings World Mission 19

Post Name Address Email JMA Mission in Britain Social Responsibility Organist or contact Music/Worship Group Preacher Contact (if not Senior Steward) Newsletter/Magazine/Weekly Newsheet MWiB Post Name Address Email 20

Youth Link Safeguarding Officer (Children) Safeguarding Officer (Adults) Independent Safeguarding Officer Any other groups or committees to include in Directory This information is for emergency use only. It will not be printed in the Directory Caretaker/key holder 21

Appendix 2 Person Specification for Circuit Stewards ESSENTIAL A person who: 1. Has a Christian faith and a commitment to serve 2. Is willing to be supportive and affirming of others 3. Has personal credibility, be confident, able to maintain confidentiality, committed and willing to work in a voluntary capacity 4. Has strong communication skills, ideally able to speak at Circuit events and to contribute within services and elsewhere on behalf of the Circuit 5. Has some of the following skills: an administrator, team worker, minute secretary, property administrator and managing trustee 6. Is consultative, with the ability to be analytical and to contribute to the Leadership Team 7. Has a sense of humour 8. Is an agent for change DESIRABLE A person who: 1. Has managerial experience and/or some understanding of employment law, given the Circuit s responsibility for the employment of Lay Employees 2. Has a working knowledge of Methodist church structures and protocols and some experience of Circuit Meetings and events 3. Exercises flexibility 4. Is tenacious 5. Has the ability to ask for help 6. Is supportive of Ministers 7. Has sensitivity 8. Has an understanding family 9. Has a willingness to learn on the job 10. Has some financial understanding 11. Possesses negotiating skills 22

Appendix 3 Application for Grant Support from the Southend & Leigh Circuit About the Application Church About the Correspondent Correspondent name Telephone number Address (including postcode) E-mail About the Grant Is the grant for which you are applying primarily in support of (tick as appropriate) personnel project property scheme training Please give a brief description of the object of the grant application. Please attach any supporting documentation that you feel would be helpful in describing the work, including the latest Church Mission statement /policy What results in terms of mission do you hope to achieve What is the amount for which you are applying? When would you like it to commence? Is it for more than 1 year? If yes, please give details. 23

Why do you think it is appropriate to apply for a Circuit grant? What other Grants have you applied for? Please attach a budget of income and expenditure covering each of the years for which application is being made and a copy of the church or circuit accounts for the last complete year. About the current financial situation Please provide below the current balance in all the accounts held by the church. Declaration NB. All applications need to be approved by the church council. I confirm that the above application has been approved by the church council on.. (Please add dates of relevant meetings) Signature Presbyter Date When completed, the form should be sent to the Circuit Administrator for submission to the Circuit Leadership Team Administrator: Mrs Ruth Lowden, Southend and Leigh Methodist Circuit Office, New Road Methodist Church, Leigh-in-Sea Essex SS9 2EA 01702 715802 southendandleighcircuit@gmail.com 24

Appendix 4 Circuit Administrator - Job Description Document awaited 25

Appendix 5 Ministerial Co-worker - Job Description Ministerial Co-Worker - Job Description for September 2016 Administration Process some administration: Plan making and Chrestos Verify DBS forms Registrar at marriages Yearly tasks such as membership cards; October statistics (Wesley and Highlands Methodist Churches) Other admin. items as and when Attend meetings of the church as required Highlands: Church Council Stewards Meeting Family Committee Pastoral Committee Wesley Leadership Team Report to and carrying out specific tasks of the above meetings. Supervisor for the Property Co-ordinator at Wesley Pastoral Circuit Pastoral visiting when time allows May be asked to carry out administrative items for the circuit. 26

Appendix 6 Circuit Youth Worker - Job Description Document awaited. 27

Appendix 7 Sabbatical Support Group Present: (convenor), Rev, Stewards Sabbatical Support Group Template D/M/YYY 1. Church Business Meeting/Topic Responsible person Notes Church Councils Pastoral meetings Groups run by minister Worship - Sunday Worship midweek communions Pastoral cover Ecumenical Meetings Post to home Emails Out of office message and message forwarding? Telephones (Landline & mobile) Requests for copy marriage certificates Communications eg funeral directors, notice to churches Contacts Message. Code for family calls? 2. Sabbatical Activities Timings, outline plan, what s happening to the family and who is supporting them if presbyter away alone. 3. Pre-sabbatical Review holidays, check diary items for planned wind down 4. Re-entry Plans Review schedule for at least first month back and ensure easier take off - set a de-brief time with presbyters etc providing pastoral cover. 5. Next meeting of this group. 28

Appendix 8. Circuit Stewards Church Council coverage. Kathy Burrell Chalkwell Park; Fishermen s Chapel; Thorpe Bay Colin Turner Benfleet; Highlands; Thundersley Ian Lowe Hadleigh; Trinity Lisa Gowers Rayleigh; Hockley; Wesley Pamela Smith Canvey Island; UMC Anne Briant Belfairs; Rochford As at July 2016 29

Appendix 9 Circuit Safeguarding Policy Southend and Leigh Circuit Of The Methodist Church Safeguarding Children and Vulnerable Adults Policy This policy was agreed at the Circuit Meeting held on Wednesday 16th November 2016. It will be reviewed annually. The Methodist Church, along with the whole Christian community, believes each person has a value and dignity which comes directly from God s creation of male and female in God s own image and likeness. Christians see this as fulfilled by God s re-creation of us in Christ. Among other things, this implies a duty to value all people as bearing the image of God and therefore to protect them from harm. The Circuit recognises that all of us are vulnerable, but that there is a particular care for those whose vulnerability is increased by situations, by disabilities or by reduction in capacities. It is recognised that this increased vulnerability may be temporary or permanent and may be visible or invisible, but that it does not diminish our humanity and seeks to affirm the gifts and graces of all God s people. The Circuit is committed to the safeguarding and protection of all children, young people and vulnerable adults and that the needs of children or of people when they are vulnerable is paramount. This policy addresses the safeguarding of children, young people under the age of 18 and vulnerable adults. It is intended to be a dynamic policy. It is intended to support the Church in being a safe supportive and caring community for children, young people, vulnerable adults, for survivors of abuse, for communities and for those affected by abuse. The Circuit fully agrees with the Connexional statement reiterated in Creating Safer Space 2007: As the people of the Methodist Church we are concerned with the wholeness of each individual within God s purpose for everyone. We seek to safeguard all members of the church community of all ages. The Circuit recognises the serious issue of the abuse of children and vulnerable adults and recognises that this may take the form of physical, emotional, sexual, financial, spiritual or institutional abuse or neglect. It acknowledges the effects these may have on people and their development, including spiritual and religious development. It accepts its responsibility for ensuring that all people are safe in its care and that their dignity and right to be heard is maintained. It accepts its responsibility to support, listen to and work for healing with survivors, offenders, communities and those who care about them. It takes seriously the issues of promotion of welfare so that each of us can reach our full potential in God s grace. The Circuit commits itself to respond without delay to any allegation or cause for concern that a child or vulnerable adult may have been harmed, whether in the Church or in another context. It commits itself to challenge the abuse of power of anyone in a position of trust. It commits itself to providing informed pastoral care to those in need, including the supervision of those who have committed criminal offences. The Circuit commits itself to ensuring the implementation of Connexional Safeguarding Policy; government 30

legislation and guidance and safe practice in the circuit and in the churches. Each church should display its own Safeguarding Policy. The Policy should be given to other groups using the premises, who should sign the declaration (on Form E) that they comply with the policy or supply a copy of their own comparable guidelines. The Circuit commits itself to the provision of support, advice and training for lay and ordained people that will ensure people are clear and confident about their roles and responsibilities in safeguarding and promoting the welfare of children and adults who may be vulnerable. Purpose The purposes of this safeguarding policy are to ensure procedures are in place and people are clear about roles and responsibilities for children and vulnerable adults in our care and using our premises. It is to be read in conjunction with the Methodist Safeguarding Handbook (2010). The Circuit appoints Robert Gray as Safeguarding Officer for Vulnerable Adults and Safeguarding Officer for Children and supports him in his role. a) Roles and responsibilities Superintendent 1. Ensure all churches have appropriate and up-to-date safeguarding policies in place. 2. Support those in pastoral charge in exercising responsibility for the implementation of safeguarding policy and practice. 3. Ensure the provision of pastoral support for those involved in issues of abuse and in management of sex offenders. 4. Ensure training opportunities are in place for all workers with children, vulnerable adults, for staff of the circuit and for members of the local churches in the circuit. 5. Ensure the Circuit Meeting appoints a Safeguarding Adults Officer and a Safeguarding Children Officer and that the details of that person are passed to the District office. 6. Ensure the Circuit Meeting reviews this policy annually. 7. Support the Safeguarding Adults Officer and the Safeguarding Children Officer in their work, providing access to resources to enable them to fulfil their functions. Circuit Stewards Ensure agreed procedures are in place for Circuit and ecumenical events that involve children or vulnerable adults. Circuit Safeguarding Vulnerable Adults Officer and Circuit Safeguarding Children Officer 1. Support and advise the Circuit Superintendent and the Circuit Stewards in fulfilling their roles. 2. Provide a point of reference to advise on safeguarding issues. 3. Liaise with the District Safeguarding Group(s). 4. With the support of the Superintendent ensure that any incidents and allegations are followed up or referred as necessary. 31

b) Procedures for circuit events involving children or vulnerable adults It is essential that circuit events that involve children or vulnerable adults do not slip through the net because they are not owned by one church. c) Responsibility for those planning and leading the event All those involved in leading and running the event must be aware of the procedure. The event should have been planned effectively and attention given to the following issues: Risk assessment and suitability of the activity and the premises. The appointment of a team to take charge of the event, including safeguarding and first aid personnel. Particular health or ability needs should have been taken into account. Numbers of children or vulnerable adults involved. Transportation following good practice guidelines. See the Methodist Children & Youth website link for small events risks assessment forms and planning advice: http://www.childrenandyouth.org.uk/worker/best-practice/organising-events-and-residentialsguidance/ d) Key concepts and definitions Vulnerable Adults: any adult aged 18 or over who, by reason of mental or other disability, age, illness or other situation is permanently or for the time being unable to take care of her or himself, or to protect her or himself from significant harm or exploitation. Safeguarding and protecting children or vulnerable adults under the age of 18 from maltreatment; preventing impairment of their health and ensuring safe and effective care. Adult/child protection is a part of safeguarding and promoting welfare. This refers to the activity which is undertaken to protect children/specific adults who are suffering or are at risk of suffering significant harm, including neglect. Abuse and neglect may occur in a family, in a community and in an institution. It may be perpetrated by a person or persons known to the child or vulnerable adult or by strangers; by an adult or by a child. It may be an infliction of harm or a failure to prevent harm. Dated... Signed... Chair of Circuit Meeting rgg/circuit/safeguarding/november2016 32

Appendix 10 Principles Statement of Safeguarding Statement of Safeguarding Principles Every person has a value and dignity which comes directly from the creation of male and female in God s own image and likeness. Christians see this potential as fulfilled by God s re-creation of us in Christ. Among other things this implies a duty to value all people as bearing the image of God and therefore to protect them from harm. Principles We are committed to: the care and nurture of, and respectful pastoral ministry with, all children, young people and adults the safeguarding and protection of all children, young people and adults when they are vulnerable the establishing of safe, caring communities which provide a loving environment where there is informed vigilance as to the dangers of abuse. We will carefully select and train all those with any responsibility within the Church, in line with Safer Recruitment principles, including the use of criminal records disclosures and registration with 1 the relevant vetting and barring schemes. We will respond without delay to every complaint made which suggests that an adult, child or young person may have been harmed, cooperating with the police and local authority in any investigation. We will seek to work with anyone who has suffered abuse, developing with them an appropriate ministry of informed pastoral care. We will seek to challenge any abuse of power, especially by anyone in a position of trust. We will seek to offer pastoral care and support, including supervision and referral to the proper authorities, to any member of our church community known to have offended against a child, young person or vulnerable adult. In all these principles we will follow legislation, guidance and recognised good practice. rgg/circuit/safeguarding/november2016 33