Minutes of the Co-ordinating Committee Meeting held
online on Wednesday 23 September at 7:30 pm
Purpose of Meeting: A forum for ‘communion’ and communication between PACT churches, PACT organisations and local Christians, to facilitate events aimed at increasing opportunities for joint worship, witness and work between PACT churches.
VENUE: Zoom Conferencing
Chair Carolyn Barton
Attended: Carolyn Barton, Ivan H-T, Josh Thomas, Jenny Ballinger, Christine Tully, John Callaghan, Jennifer _____, Mike Harris, Judith Bee, Vanessa Dowse, Stephen Field, Brian Edwards, Richard Saunders, Tim Concannon, Lindsay Clegg, Amanda Greenlee, Peter Hollins, Madeline King.
- Introduction, Bible reading and prayer
Carolyn opened the committee meeting with a devotion by the Rev Dr Elizabeth Welch (ret’d) and a prayer. The full text of the devotion can be found at this link: https://devotions.urc.org.uk/devotions/2020/09/21/urc-daily-devotion-monday-21st-september-2020-colossians-greetings/
- Apologies for absence
Simon and Helen Mason, Will Hughes, John Studd.
- Welcome to Major Mike Harris of Petersfield Salvation Army
Issue: The Chair formally welcomed Major Mike Harris to the committee.
- Refreshing the PACT Website (continuing progress)
Issue: The PACT website is in need of updating and refreshing, input is needed on establishing a Working Group to that end. It is hoped to get this done in time for January 2021
Open Actions from previous meetings:
April Meeting:
- The target date for completion is 1st January 2021.
OPEN/ONGOING – This is still the target date, however testing and review means that the actual switch-over date from the old website to the new is likely to be Easter/Summer 2021.
June Meeting:
- All churches to nominate someone to work with the WP to populate their church’s content on the new website.
OPEN/ONGOING – Jan Stuart and Steve Field are progressing this action and making contact with all churches; also confirming the website email contacts.
- The annual fee for the current website provider will be paid/renewed in December 2020.
OPEN/ONGOING – Future activity.
- When the new website fully replaces the old website action will be taken to attempt to claim a refund for the remaining unused portion of the year.
OPEN/ONGOING – Future activity.
Decisions:
- The Mission Statement was last reviewed ~12 years ago, is it still fit for purpose?
- Unanimous accepted as still appropriate.
- The difference between “Partners” and “Linked Items”, and the allocation of organisations between these groups were discussed.
- The current allocation was, in part, an artefact of the way they were listed at the last PACT AGM.
- Several options for a third group were discussed, after rejecting some options there was a consensus to create a new group “Useful Links” for organisations with whom our relationship is more distant.
- The allocation of organisations between these three groupings needs to be reviewed and revised, in agreement with those organisations where possible.
- ACTION 1: Carolyn & Ivan to work up an initial draft allocation list and circulate for review
- ACTION 2: Make contact with all organisations to confirm they are happy to be included in our website and happy with their draft group allocation or request us to consider a change.
- The history and images in the ‘Welcome’ section of the website are a little light.
- ACTION 3: Revise and expand this section, any material/ideas to be sent to the Website team.
- Filling roles related to the website/web-presence was postponed until next meeting.
- Easter Cards
Issue: Due to the Virus Lockdown it was not possible to deliver most of this year’s Easter Cards, what should happen to them?
Actions from previous meeting:
- To contact all churches to ask if they have still got their allocations of Easter Cards and, if so, to store them until a final decision is made.
CLOSED/COMPLETE
Decisions:
- The idea of altering this year’s cards so they could be reused next year was discussed.
- St Peter’s and St Mary’s were not in favour, because their large volume of cards would make individual adjustment of each unworkable. All other churches were willing to undertake the alterations if requested.
- It was noted that we might still be under virus constraints next Easter, thus making the issue moot.
- This issue to be debated further next meeting when the virus outlook for next Easter might be clearer.
- Christmas Cards
Issue: In a similar vein to the Easter Cards, the issue of what to do about Christmas Cards this year needs to be resolved.
Decisions:
- It was unanimously agreed that, in light of likely virus restrictions limiting Christmas Services and safety concerns over distribution of cards, it would not be appropriate to print Christmas Cards this year.
- It was unanimously agreed that instead of cards it would be better to use the budget to buy advertising space in the Petersfield Post and publish a Christmas message there – with artwork selected from a local schools competition to design a Christmas Card.
- ACTION 1: Get quotes from the Petersfield Post for various sizes of advertising space (in colour)
- ACTION 2: Run a schools competition, submissions via email (or unloadable space) by 25th October
- ACTION 3: Review/Decide the competition winner at next PACT committee meeting.
- Christmas Lunch:
Issue: An update on the status of planning for the Christmas Lunch was received. The text of this can be found at Annex A (thanks Brian Edwards)
- A key finding that came to light during these activities was that PACT is currently lacking a ‘Wind-Up Clause’ in its constitution and this disqualifies us from being eligible for sponsorship from a number of organisations. This should be fixed.
- ACTION: (Tim & John) to work up new legal wording for the constitution to fix this; and check the legal status of the rest of the constitution at the same time.
- Formal thanks were given to Tim Concannon for bringing his professional skills to bear on this matter.
- A final Go-NoGo decision on the Christmas Lunch will be taken at the next organisation meeting on 23rd October, but currently looking doubtful.
- Treasurer’s Report
Issue: A financial position update was presented.
- The annual subs from PACT members are usually £2700. Our reserves are currently £2466. This is close to being able to fund the proposal to waive the next annual subscription, particularly if savings are made on Easter Cards and Christmas Lunch.
- Lions Club Donations
Issue: The Petersfield Lions club’s have continued their series of very generous donations to PACT. To date a total of £1,250 has been donated, of which £500 has been distributed so far. The remaining £750 needs to be allocated.
Decisions:
- It was noted that:
- Holiday club didn’t happen
- Christmas Lunch might not happen and has funds of its own anyway.
- The Carol Service usually helps Butser Homestart and the Counselling Service but is unlikely to raise any money this year so are potentially good candidates.
- Christmas Carols:
Issue: There is a need to decide how, or if, to do a Christmas Carol Service this year.
Decisions:
- A standard’ish carol service in the Square would not work, even with ideas such as separating the carollers into distanced groups of six around the Square, as there would be limited backup options in the event of bad weather (St Peters is too limited in space under Covid rstrictions).
- Groups of six carollers could go singing in different locations o different dates (i.e. Farmer’s Market, The Square, Tesco, etc).
- Visiting nursing homes was discussed and rejected as shielding restrictions would not allow it.
- It is important that some reminder of Christmas is erected in the Square, even if it is an empty cross (absolutely no holly!).
- AOB & Comments
Issue: Church Leader’s representation at PACT.
- It is important for all church leaders to be represented in decisions made at PACT.
Issue: King’s Arms Foundation Box.
- Items are being collected for a foundation box (or time capsule) to be laid in the foundations of the new facility. Any ideas, please talk to John..
(Repeated from previous meeting for continued awareness) Issue: The virus can strike anyone and rapidly take them out of action.
This should be taken as a timely reminder that it is important for all church/PACT members to consider and make plans for unfortunately being taken out of action (i.e. Business Continuity Plans). This is particularly relevant for people who have sole access to bank accounts, important passwords, etc to ensure there is a back-up to allow essential activities to continue in their (hopefully temporary) absence.
- Next Meetings
- Next committee meeting will be by Zoom again
- Arrangements for the AGM in January are still TBD and will be discussed at the next meeting.
Close
The meeting was concluded by sharing of The Grace.
Annex A – Christmas Lunch Progress Information
CHRISTMAS DAY LUNCH NOTES FOR PACT MEETING WEDNESDAY - 23 SEPTEMBER 2020
- The CDL committee met on Friday 24th July. My thanks to St Laurence church for allowing us to meet in their garden. The following Churches were represented - St Laurence, St Peters, Life, URC, All Saints and the SA.
- The Community Centre is booked and at this time the number of people able to attend is limited. Classing the guests and in some cases volunteers as vulnerable means that, according to information from the Community Centre prior to yesterday’s Covid announcements, we do not have to adhere to the rule of 6. Numbers recommended for the Main Hall is 20 plus organiser. The kitchen is 3. (Cooking and washing up).
Allowing for a person controlling flow into the building, drivers, booking in guests and volunteers serving food and drinks and a first aider the number of guests would be about 10-12. These will be seated at 6ft tables of only 3 per table.
- The next meeting of the CDL committee should be Fri 23rd October, if the situation permits this. At that time the committee will decide if it is possible to go ahead. Should the situation worsen, as seems likely, the event will be cancelled for this year. It is not my intention to replace it with anything else at this time.
If it is able to go ahead the posters, letters etc. which are already prepared and printed off, will be distributed at this meeting for onwards transmission to churches etc.
- I attempted to get a grant from Tesco’s under their ‘Bags of Help’ scheme. This failed because the PACT Constitution has no dissolution clause. This should be rectified if future bids for help can go ahead.