Our Lady, Mother of the Church – Parish Pastoral Council
Minutes of Meeting held 4th February 2025 in the Church Hall
Present – Fr Francis, Val Lawrie, Normal Mitchell, Audrey Parfinowska, Blanca Nieto, Kevin Higgins, Gerry Higgins
Apologies – Angela Allan, Andy Cooper
Introduction – Fr Francis opened the meeting with a prayer
Status of Matters Arising from previous meeting on 8th October 2024
100 Club – No volunteers came forward after an appeal from Fr Francis and via the newsletter. It was agreed to close down the account which has a balance of approx. £100
Card Reader – Audrey to contact Finance at the Cathedral to understand which system they use and how it works. Action – Audrey
No other outstanding issues arising and the previous minutes accepted and seconded. Val and Norma.
PPC 4th February 2025
Finance
Parish Accounts/Finance Committee – Audrey has submitted the Church tax return, and the Parish accounts should be finalised by the end of February. Audrey will arrange a meeting with Anthony – the other member on the Finance Committee – to address any outstanding issues.
Action – Audrey
Fabric and Maintenance
Church modifications – update from Kevin after meeting with Chris Prentice (CP) from the Adams Napier Partnership, re the revised brief for the church modifications. Cost of the new report will be £1200-£1500 + VAT. CP will report back by end Feb with costs and options for revised scope of work.
CP advised we are overdue an Asbestos survey – CP will nominate a contractor to do this as part of his report.
Kevin proposes another extraordinary PPC meeting to which CP would be invited. Action – Kevin
Apex Roofing – repairs to gutters and downpipes, felt room and flashing over front door have been completed, payment due will be £400 + VAT.
Apex Roofing – have not yet submitted their invoice for the ‘retention payment’ for the work done last year, (this was quoted as £1889.19 in their Sept 23 certificate of payment).
4 High Level Halogen lights fitted behind the altar – Electrician arranged by Tony Allen, cost pending from the electrician.
Emergency lighting around the church – this was found to have defective batteries (they are required to stay on for 3 hours without mains). Awaiting estimate for the cost of replacement batteries from electrician.
Storm damage to church fence and debris blown in – Kevin has arranged repairs to the fence and removal of the debris. Cost £110
Repair to the side gate – completed. Tony has contacted Colin Barr (Fabrications specialist); cost £180 + VAT – invoice pending.
Budget for Church Projects – Fr Francis suggested setting an annual budget for large/medium projects as we go forward. This will enable us to prioritise those most in need. The PPC was in agreement. Action – Fr Francis to confirm next steps
Health and Safety
Gillis Centre – further detailed submission requested by Tanya Kneller (re Worknest Health and Safety assessment conducted in July 2024). Action – Kevin and Tony compiling this documentation for submission by end Feb.
Decision to install steps down grassy slope from side emergency gate to the car park – best quotation Paramount Contractors, £3500 including VAT. Action – Fr Francis
Decision to widen by 2 feet the path at the side of the church – this will facilitate parishioners and funeral parties – best quotation Paramount Contractors £1250 including VAT. Action – Fr Francis
Church Car Park signage – as advised by Scott Mackenzie (Gillis Centre) and Val, the new sign to advise pedestrians to be aware of moving vehicles is to be installed this coming Friday.
Annual Fire Evacuation Exercise – scheduled for Sunday 6th April – more volunteers required. Pre-meeting to be arranged for second half of March. Action – Kevin
Fire Appliance Checks – have been conducted monthly since last September. Rob Meek identified that the emergency side door was sticking and this will be rectified as a priority issue. Action – Rob Meek and Tony Allen
First Aid Box – requires to be checked every 3 months – per H&S guidance. Action – Val to follow up with Pat Gill and ensure Pat knows where the forms are and where to sign off. Kevin has provided the required form to Val.
Safeguarding
PVG Forms now on-line – we are unable to complete these forms online in the Church due to the lack of internet provision. They can still be completed manually and sent on in the usual way, however going forward we may need to look at obtaining internet services for the church. This may also enable better delivery of the newsletter.
Volunteers – Val informed the PPC that all volunteers, irrespective of whether they are involved with young people or vulnerable adults, are required to complete a form which includes references. This is a new ruling and it is not retrospective.
Parish Media Team/new parish website
Web-site designers – Since the last meeting of Our Lady’s PPC, there have been 2 meetings with Carla and Rick, a married couple from St Cuthbert’s parish, who are website designers, and who are driving the development of a new website specifically dedicated to Our Lady’s Parish. There is a draft website on-line which Fr Francis and the PPC have been invited to seek out and comment on. Carla proposes to attend one of our Sunday masses and take photos of the congregation for the website. These will be taken from the back of the Church, and there will be no children photographed. Action – Fr Francis or Kevin/Angela to inform parishioners in advance that these photographs will be taken.
Invitation to parishioners – to provide archive material/photographs for the possible inclusion on the website. Kevin and Angela have identified potential material in the Sacristy, but need Fr Francis input.
AOB
New Keyholders/exchanges – Jim Vasey (for Eddie McShane), and Roy Cook (for David Scott).
Smart Meters – this issue has been raised previously during 2024. PPC to evaluate whether smart meters need wi-fi which we don’t currently have in the church. Action; For consideration by PPC members and response to Tony Allen who currently submits manual meter energy readings on behalf of Our Lady’s church.
Music Stands – These have been donated by one of our parishioners. Action – Val
Parish Youth Sponsorship for Lourdes – reminder from Angela that the cut-off date for applications is 14th February. Action – Fr Francis to announce this at the end of Mass on Sunday and to put a notice in the newsletter.
Parish Administrator for Fr Francis – due to his increased workload Fr Francis is seeking a Parish Administrator to assist him between his two parishes, and his other responsibilities.
Action – Kevin and Audrey to draft a Job Description for review by Fr Francis.
Next meeting – Fr Francis would like to discuss the various Pastoral and Social events happening in the Parish over the coming year, eg Confirmation (May), Communion (June), Healing Mass, etc.
Date for Extraordinary meeting – for discussion of church modifications sometime in March. Action – Kevin to send out invitations.
Next PPC meeting will be at Our Lady’s church at 7pm on 3rd June 2025
END
