Church Council

ST MICHAELS ANGLICAN CONGREGATION IN THE GARD

 CHURCH COUNCIL MEETING

 FRIDAY 15th JUNE 2018

 at the home of Jim and Gill Pearce. Thanks to them both for their hospitality.

 

Present: Eddy Hurst, Rob Franklin, Jim Pearce, John Smith, Phil Witting, Jacqui Witting, Clive Almond, Carole Fogg.

 

  1. Apologies for absence – Pauline Cowell.
  1. Minutes of previous meeting held on 23rd March 2018 were approved and signed.
  1. Next steps

          The AGM was held as planned and was well received.

          Proposed gifts to helpers at St. Theodorit have been given.

          The Fleur de Thym has been booked for our Harvest Festival.

          Electoral Roll numbers have been advised to diocesan office.

          Data Protection forms received are to be copied to Clive, Rob and Phil.

 

  1. Correspondence

       Data Protection forms received are to be covered separately.

 

  1. Appointment of Council roles

          Eddy Hurst was appointed as chairman, Jim Pearce as treasurer and Carole Fogg as secretary.

          We have our maximum of 6 council members, plus 2 church wardens plus Jim co- opted in as Synod representetive.

 

  1. Finance and debt report

          We currently have a surplus on our current account and monies on deposit.

          We have no debt.

          We are insured for Public Liability and the council is covered for legal representation.

          Receipts from planned giving are the same. There has been no major change since the AGM.

          Rental for each of our premises is 600E p.a.

          Keith Bretel will receive a fee for his expenses in covering the July service.

          Funds are to be built up should a priest be found to replace Stafford.

          Realistically, 40,000E p.a. would be needed to fund a priest.

 

  1. Auction review and distribution of funds

          Our thanks go to everyone who so generously donated gifts and to those who bid for them. The total receipts were 1700E.

 

          Distribution of the amount received was discussed. Small local charities were preferred, where a small sum of  money would make a greater impact.

          It was agreed to retain 500E from the auction and give 1200E to local charities.     Rob agreed to write to Pastor Jas for his suggestions.

 

  1. Review of AGM

          Our objectives were met, and our thanks go to Eddy for bringing clarity to the situation of a replacement priest.

          The 2019 AGM will take place at Uzes on Sunday 17th March 2019.

          The Archdeacon may be able to attend next year as it will be held before the deadline.

          Jacqui is to undertake the 6-year revision of the church directory by January 2019. Notices are to go up in both venues.

          Timing suggests it will not be possible to combine the preparation of this list with the completion of data protection forms, but John is to check with Diocesan office.

 

  1. Vacancy papers

          We are ready to submit these papers as prepared by Roger Neal.

 

  1. Future plans

          The Harvest service will be on 7th October. Clive French will lead the service  with Roger Neal as LWA.

          The Remembrance service will be on 11th November. Jim and Clive will organise.

          The Carol service will be on 15th December and will be led by Clive French. It  may be held at Uzes. Rob to check dates with Pastor Jas. To be discussed at our next meeting.

          Phil to prepare the readings for next year.

 

  1. Choir event

          The choir is booked for Friday 10th August. The charge will be 10E per head.

          Jim to organise flyers and programmes – Pauline Cowell may be available to help.Eddy to look at using the eventbrite website so booking and payment can be made online.

          The cost of the church and the choir will each be 350E. We are hoping to sell 300 tickets.

 

  1. General Data Protection Regulations. (GDPR)

          St. Michael’s website to show the meeting minutes and treasurers report.

          It was decided not to buy a copy of MS Office for the Lay Worship Assistants.

 

 

  1. Safeguarding

          John has received his certificate and passed it to Joanna Dejardin.

          Jim has been asked for proof of honourable discharge, which he will obtain.

 

  1. Pastoral Care.

       Pastoral care was discussed.

 

  1. AOB

          It was agreed to purchase 2 more boxes of hymn books. The opportunity to   sponsor a hymn book will be publicised.

 

  1. Next meeting

          The next meeting will be at 10:00 on Friday 14th September at the home of Rob and Mary Franklin. John will chair the meeting as Eddy will be away.

 

Next Steps

 

Action

Accountable

Date

Distribute council meeting minutes

CF

14th August 2018

Data Protection forms to Rob, Phil and Clive

JS

20th June 2018

Write to Pastor Jas for advice on local charities

RF

30th June 2018

Update on 6-year revision of Church Directory

JW

14th September 2018

Church Directory notices to go up in both venues

JW

End July 2018

Clarify timing of GDPR with Diocesan office

JS

End July 2018

Submit vacancy papers

EH/JS

20th June 2018

Remembrance service

JP/CA

End August 2018

Carol service – Uzes?

JP

End August 2018

Prepare the readings for next year.

PW

End October 2018

Choir event flyers

JP

20th June 2018

Choir event tickets – eventbrite?

EH

20th June 2018

St. Michael’s website to show the meeting minutes and treasurers report.

JS

End July 2018

Purchase 2 more boxes of hymn books

JP

End July 2018

   

 

Electoral Roll Privacy Notice

 


ELECTORAL ROLL PRIVACY NOTICE

Who are we?

The PCC of St Michael’s in the Gard is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes. 

 

Why do we process your personal data?

We use the personal data you provide on the electoral roll application form to enable us to manage, maintain and publish the electoral roll in accordance with Church Representation Rules (CRR) to:

  • determine eligibility for attendance and participation at the Annual Parochial Church Meeting and for election to the Parochial Church Council, deanery, diocesan and general synods where applicable;
  • calculate the number of representatives who may be elected to each of these synods in the following year;
  • undertake a review and revision of the electoral roll as necessary; and
  • publish your name and address, by exhibiting the roll in the parish church or the church website.

 

What is the lawful basis for processing your personal data?

  1. Processing for the purpose of determining eligibility, creating the electoral roll and use of the roll to calculate numbers for election to synod is necessary for compliance with a legal obligation. The processing is a statutory requirement imposed by the Church Representation Rules, which means that you must give us this information if you want to be included on the electoral roll.
  2. Processing for the purpose of determining eligibility and creating or revising the electoral roll is carried out in the course of our legitimate activities, as this relates solely to members the Church of England in connection with its purposes.
  3. Processing for the purpose of publishing the electoral roll relates to personal data which are manifestly made public by the data subject. When you apply to have your name added to the church electoral roll, the automatic legal consequence as stated in the CRR, (Part I Formation of the Roll 1(8) and Revision of Roll and Preparation of New Roll 2(1), 2(3) and 2(7)) is that your name and address will be published, and by submitting your application form you are making that data public.

 

Sharing your personal data

Your personal data will be shared within the institutional Church of England and with the general public.

 

How long do we keep your personal data?

We keep your personal data for 6 years after a complete review of the electoral roll.

 

Your rights and your personal data 

Unless subject to an exemption you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data be erased where it is no longer necessary for us to retain such data;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction is placed on further processing;
  • The right to object to the processing of your personal data for direct marketing and to have that processing stopped;
  • The right to lodge a complaint with the Information Commissioners Office.

 

Contact Details

 

 John Smith at stmichaelsinthegard@ooutlook.com

 

 

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF