Minutes of the Vestry Meeting 15 February 2023 held in the Parish Centre of the Church of the Ascension Parish Centre at 7pm

Present: Vicar, Alistair McKerchar, Janet Christie-Anderson, Vanda McKerchar

Apologies: Allan Stack, Hayley Wylie, Pat Owen, Viki Brinkman

1 The Vicar opened the meeting in prayer

2 Vicar’s Report

• The Vicar spoke to his paper on the formation of a radio station for the parish. His reasons were to offer a community facing FM station that could be adapted to include different parts of the community, (eg) business community, educational community and a community notice-board. As well, the Station would allow the broadcasting of services, worship information and church activities in the parish area. The initiative was tabled for further consideration.

• The Vicar wishes to appoint 2 Planning groups. One from within the parish to manage the transfer from CoA to St Mary’s and the other one to engage with the local community to determine where we might best place our resources. The second committee will be made up of local community peoples and the Vicar is to set the objectives with the Wardens.

• AGM. Committee reports to be with the Vicar by 4 March for collating and distribution. Nomination close on 12 March

Moved that the Vicars report be accepted. Agreed

3 Wardens Report

• Alastair McKerchar has compiled the annual stats and forwarded to the Diocese.

Average worship attendance 30

Giving list 23

Parish Roll 70

• Ross Anderson and Alistair McKerchar has cleared the hedge at St Mary’s to give access to the footpath. These chaps are maintaining the CoA site

• Alastair attended the Wardens Zoom meeting on 7 February

• Vicar was appointed the parish safety officer

• Storm-water drainage issue at CoA has been identified. This is currently being investigated and work is continuing.

Moved that the Warden’s report be accepted. Agreed

4 Mt Pleasant Sale

• Surveyor has sent information to the Council. No further work completed

5 Minutes of the Previous meeting

Moved that they be accepted as a true and correct record of that meeting. Agreed

6 Matters arising from the minutes

• Vicar to write to Jill Straker re the successful Christmas pageant

7 Finance Report

Moved that the monthly report be accepted. Agreed

Moved that accounts be passed for payment. Agreed

8 General Business

• Dates and times of next year’s meetings be determined by the new vestry

• Janet Christie Anderson appointed as the Parish Life Co-Coordinator

9 Meeting Closed with the Grace at 2000hrs

Minutes of the Vestry Meeting 27 March 2023 held in the Parish Lounge of the Church of St Mary, Heathcote at 7pm

Present: Vicar, Alistair McKerchar, Janet Christie-Anderson, Vanda McKerchar, Pat Owen, Viki Brinkman, (by Video link for item 5) Allan Stack

Apologies: Hayley Wylie,

1: The Vicar opened the meeting in prayer

2: Wardens’ Report

• The Diocesan manager has scheduled a Wardens Training and Networking session on 4 April to outline the Diocese and the Church Property Trustees.

• P. Owen in an email raised the issue of liability for damage when a parish lounge is let out. Warden to see if P. Murray has previous terms of letting.

• Email from Liam O’Donoghue (Aikido) seeking a catch-up meeting to review future plans. Suggested meeting time is Friday at 9 am and the Vicar agreed to attend.

• Received an email from Ross Seager of the Diocese advising of community science talks on a major earthquake due to the alpine fault movement. This is a major risk for the Diocese because few churches now have natural disaster insurance coverage. Details at https://af8.org.nz/explore-the-science/af8-roadshow

• Diocese declaration form was circulated and signed by those present.

Moved: that the Warden’s report be accepted. Agreed

3: Future initiatives

Each Vestry member outlined their suggestions for expanding the role of the church within the local communities. The Vicar indicated that he would prepare a summary of the suggestions and this is included as an addendum to these minutes.

4: Vicar’s report

• Christine Kirkland is resigning from the role of Parish Recorder (after 27 years) and Pauline Smith has agreed to take up this responsibility. Chris’s long service needs to be acknowledged. And also the Laidlaw’s work on the Mt Pleasant property.

Moved: That we accept Pauline Smith’s offer to take on the role of Parish Recorder Agreed

Moved: that we explore with Christine and the Laidlaws presenting them with gifts as tokens of appreciation. Agreed

Janet generously offered to host a social function to make presentations to them. Suggested date is Friday 28 April.

• Mark expressed his dismay that in the recent media coverage of the opening of the stabilized cathedral: it was local politicians, rather than the bishop and clergy, who featured in media reports. He proposed sending a letter to the bishop.

5: Minutes of Vestry meeting 15 Feb 2023

Moved: that the minutes of the Vestry meeting on 15 February be approved as a true and correct record. Agreed

6: Minutes of Parish Annual General Meeting, 19 March 2023

Moved: that the minutes of the AGM on 19 March 2023 be approved as a true and correct record. Agreed

No matters arising

7 Finance Report

Pat noted that the CPT’s Balanced Growth fund had reported a loss of about $20,000 on the parish’s investments.

Moved: that the accounts be approved for payment. Agreed

Pat has circulated the 2023 budget. Individual Vestry members need to signal their approval to her as soon as possible.

8: General Business

Janet noted that the location of the stormwater drain, necessary for the surveying work at Mt Pleasant, is progressing.

9: Next meeting: 7 pm on Monday 17 April at Church of St Mary.

10: Meeting closed with the Grace at 2030 hrs

 

Minutes of the Vestry Meeting 17 April 2023 held in the Parish Lounge of the Church of the Ascension, Mt Pleasant at 7pm

Present: Vicar, Alistair McKerchar, Janet Christie-Anderson, Vanda McKerchar, Pat Owen, Viki Brinkman, Hayley Wylie, Norman Tolra, (by Video link) Allan Stack

1: The Vicar opened the meeting in prayer

2: Motion for the use of funds

Moved: that Standing Committee and Church Property Trustees be asked to approve the use of Church of Ascension Insurance Surplus Allocation funds to meet the cost of preparing the Church of the Ascension site for sale and associated sales and marketing costs.

Agreed

An explanation was given to the background to this motion.

3: Finance

Moved: that the Wardens are empowered to approve monthly payments of expected operational expenses until ratified by the Vestry Committee at it subsequent meeting. (This is to ensure that planned payments are made on time.)

Agreed

4: Wardens’ Report

• The Diocesan manager has scheduled a series of Wardens Training and Networking sessions. The next is on 6 June at 7 pm on “Vestry Meetings”.

• The Vicarage lease is ending on 17 April. Harcourts agent (Claire Farrelly) will be undertaking an inspection on 18 April and a arranging a Healthy Homes inspection. She is advertising it for periodic rental at $660 per week.

• Charities Commission annual returns submitted.

• Hayley confirmed that an agreement is signed by parties using the church lounges.

5: Minutes of Vestry meeting 15 Feb 2023

Moved: that the minutes of the Vestry meeting on 15 February be approved as a true and correct record.

Agreed

6 Matters arising from the previous meeting

• Strategic plan review: A review subcommittee is comprise the Vicar, Norman Tolra, Vanda McKerchar and Clive Straker (if agreeable). There followed a discussion about goal setting and the paper by Revd Mark Chamberlain (dated 10 March 2023) was circulated and referred to.

• Planning for the Coronation Event at 5.30 pm on 6 May is underway.

• Parish recorder: Pauline Smith is taking up this role, with guidance from Chris Kirkland.

• Events to acknowledge the contributions by the Laidlaws and Chris Kirkland:

- For Chris Kirkland: Vicar is arranging flowers from Aromaunga for presentation next Sunday.

- For the Laidlaws: A function at Janet’s home on Friday 28 April, 5.30-7.30 pm for Vestry and partners.

• Property matters.

- Signoff on the Truscotts Rd purchase is anticipated on 12 June. It is expected to be available for rental by the last week of June.

- Mt Pleasant property: work is progressing.

- There is a concern about the stability of Mortons Lane due to construction of a driveway on a new house below the church.

• Vicar didn’t send letter to Bishop due to Dean’s resignation.

7: Next meeting: 6 pm on Monday 15 May at Church of St Mary.

Meeting closed with the Grace at 2010 hrs

Signed as a true and correct record of that meeting

 

Minutes of the Vestry Meeting 15 May 2023 held in the Church of St Mary, Heathcote at 6 pm

Present: Vicar, Alistair McKerchar, Janet Christie-Anderson, Vanda McKerchar, Viki Brinkman, Hayley Wylie, Norman Tolra, Allan Stack

1 & 2: The Vicar welcomed those present and opened the meeting in prayer

3: Apology

Pat Owen

4: No agenda items without notification

5: Mt Pleasant land sale

5.1: Remedial work at Church of St Mary (CSM): Janet outlined plans for renovating the layout of this church as per the Appendix.

5.2: Boundary adjustment for lots at Mt Pleasant: this is proceeding with the plan at the CCC for approval. It then has to go to the Land Transfer Court. Two progress payments have been made. Work to date to be forwarded to CPT, (attn Celia Quinnell).

5.3: Budget for work at CSM: the first step is to prepare briefs of work to undertake the tasks listed in below as “Appendix 2: Transition to St Marys”. The Vicar is to prepare a document of briefs for comparative quotes.

Moved: that the document “Transition to St Marys” be adopted.

Agreed

6: Purchase of property at Heathcote

The developer (Lee Sampson) is offering the parish the opportunity to purchase a 4 bedroom unit in the Truscotts Rd development priced at $850k - $875k. The CPT is prepared to make available bridging finance for this purchase if the parish can provide a 20% deposit.It will need a comparative valuation. This purchase would be covered by the sale of the vicarage at Mt Pleasant. An inspection of the unit is to be arranged for Monday evening 22 May at 6 pm. The Vicar is to write to the Bishop applying for bridging finance.

Moved: that the parish purchase a 4 bedroom unit in the Truscotts Rd development.

Agreed

7: Approval of Strategic Plan

Moved: that the precirculated Strategic Plan be adopted

Agreed

The Vicar thanked Vanda McKerchar, Norman Tolra and Clive Straker for their work in updating this document.

8: General business

• “Right Royal Occasion” arranged by Janet on Coronation Day was a great success. Thanks were tendered to Janet & Judy Stack.

• A questionnaire prepared by Vanda & Jill Straker has been distributed. Responses are sought by the Sunday 11 June.

• The final service at the Church of the Ascension will be on Sunday 12 November. Bishop Peter will be attending. We discussed holding a social occasion to mark the closing.

• Disposal of church equipment: this item was deferred.

• Liturgy arrangements: future plans are for four family services a year. Norman Tolra will assist the Vicar on planning services. There will be reference to the Liturgy Committee for further input.

9: Minutes of Vestry meeting 17 April 2023

Moved: that the minutes of the Vestry meeting on 17 April be approved as a true and correct record.

Agreed

10: Finance

There was no schedule of payments as it was too early in the month. The Wardens will see details when they become available.

11 Matters arising from the previous meeting

A glazier will be replacing a cracked pane of glass that held a cat door at the Vicarage and advising on fixing window seals where there are draughts.

12: Correspondence

None

13: Next meeting: 6 pm on Monday 19 June at COA.

The Vicar noted the considerable amount of work completed during the meeting. He thanked everyone for their preparations before the meeting and the good discussions that led to us making important strategic decisions.

Meeting closed with the Grace at 1940 hrs

~~~~~~~~

Signed as a true and correct record of that meeting

Chair Date

Appendix 1: Vestry absences

Late in the year, Vestry members will be absent as follows:

A. Stack 4 July – 6 Aug.

V. Brinkman 25 June – 5 Aug.

V. & A. McKerchar 29 Jul – 6 Aug, 13 Aug – 12 Oct.

J. Christie-Anderson 7 Oct – 8 Nov.

Appendix 2: Transition to St Marys

Following the request of the Vestry, the Vicar, Janet Christie-Anderson and Judy Stack met to consider how we might upgrade thee St Mary’s site for the move. Following this, we make the following recommendations.

Church Maintenance

• Stain the interior of the church

• Paint the sanctuary

• Stain or consider paint for the Vestry to lighten it

• Sand and polyurethane the floors

• Rewire the building, remove heaters and install second heat pump

• Install cabling necessary for internet/livestreaming etc and permanent sound system wiring

• Create a ramp or better step access into church and replace rails along the path

Reconfiguration of church following maintenance

• Shift current altar to the back wall of the sanctuary to be high altar, install altar from CoA in front of sanctuary to be used for worship

• Remove at least one row of pews from front of church to allow room at the front

• Remove all pews on both sides of church from the entrance door back. Replace with chairs so a flexible space at the back is created and build a discreet storage for chairs across the back so when not required the space can be used.

• Turn the organ 90 degrees to face the front and shift to where the sound system is currently

• Shift the pulpit to where the organ and rostrum are currently

• Install a second heat pump at the rear of the church

• Install 2 TV screens on either side of the transepts, these to be on flexible arms so can be stored out of sight if not in use

• Install a small monitor near the organ so person presiding has view of screen

• Shift Baptistry to NW corner of church away from entrance and adjust carpet to suit

• Shift organ speakers to the rear of church or run organ through the smaller speakers already in place

• Replace crochet squabs

• Donate ensign back to TSS Cornwall sea cadets

• Replace desk in vestry with smaller one, install a wardrobe for vestments, install a purpose built shelf/cupboard for sacrament requirements. Remove unwanted shelf

Hall Maintenance

• Build partition wall in Centennial Room to create office space. Build shelving, cupboards etc to house IT equipment for internet, printer, copier etc

• Paint Centennial room, kitchen and toilets

• Current office for use as chair storage

• Replace or cover soundproofing panels

• Shift sound system from Aikido area into office or sell if not required

• All cupboards to be cleared for parish use

Following Maintenance

• Decide if building is fit for purpose for all regular users – Guides?

• Transfer some kitchen equipment from CoA (JCA & JS will purge the current kitchen on May 08 in readiness)

Outside

• Remove the hedge

• Remove rotten trees and camellias impeding view of the church.

• Evaluate signage and update

• Install floodlighting for the church and signage

 

Minutes of the special Vestry Meeting 4 June 2023 held in the Church of St Mary, Heathcote at 11.15 am

Present: Vicar, Alistair McKerchar, Janet Christie-Anderson, Vanda McKerchar, Pat Owen, Viki Brinkman, Allan Stack

Apology: Norman Tolra

Rental of the new property in the Truscotts Rd development

Allan Stack explained that he had assessed rental rates for properties in the Heathcote area from review of Trade Me advertisements and other sources and that rentals for 2-bedroom units were in the range $460 - $480 per week. The Harcourts agent had reviewed the property and suggested up to $520 per week.

There was discussion.

 

Moved: that we set a rental of $485 for a 12 month term. Agreed

The meeting then considered using an independent person as the Property Manager, with the 7% management fee being aggregated into a separate account. This would be subject to the approval of the CPT.

Allan is to prepare a plan of how we might proceed on managing our own properties. This will be circulated for Vestry to consider at the next meeting.

The meeting closed at 11.30 am.