Minutes of meetings since the December 2023 AGM.
Minutes are added only after they have been approved (and, if necessary, amended) at the following meeting.
Shortcuts:
20 December 2023 | 24 January 2024 | 28 February 2024 | 2 April 2024
Previous year:
2022 – 2023 minutes
Minutes – Wednesday 28th Feb. 2024 in the Old School
A. Opening Prayer
B. Apologies
ABP
C. Participants
Revd. Andi Hofbauer (Chair)(AH), Adam Bolam-Peel (ABP), Gerard Henry (GH), Steve McLachlan (SM), Edward Martin (EM), John Ogilvie (JO) (Buildings Convenor), Paul Beck (PB)(Administrator).
D. Minutes of meeting Wednesday 24th January 2024.
Proposed PB, Seconded JO – all in agreement
- Safeguarding
Nil
1.1 PVG
AH has received from the Bishop a number of Licences to continue to provide service for St Johns.
Action AH to distribute to recipients.
1.2 Health and Safety
Nil
1.3 Data Protection
AH has been in communication with a family, that could be potential new members.
2 Worship and faith formation
AH has received a YEEK poster for the July/August youth gathering. The cost for participants is £500, St Johns will fund £250 and a participants cost of £250. It is AH’s aspiration to identify potential participants. AH has made contact with Cheviot Youth and will follow this up with further meetings.
2.1 Business arising from minutes, correspondence, etc
AH has received correspondence on the Diocese ‘Great day out’ on 11th May 2024 at St Mary’s Cathedral. The day will focus on Prayer.
2.2 Services
1st March – World Day of Prayer service is to be held at St. John’s.
24th March – Palm Sunday, 10.00 Eucharist with Blessing of Palms
25th March – 11.30 Chrism Eucharist at St. Mary’s Cathedral, Edinburgh
26th March – 10.00 Said Eucharist
28th March – Maundy Thursday, 19.00 Eucharist of the Last Supper, followed by the Watch (until 22.00)
29th March – Good Friday, 13.00 Walk of Witness
14.00 Holy Hour and Liturgy of Good Friday
30th March – 19.00 Easter Vigil
(clocks change to summer time)
31st March – Easter Day, 10.00 Easter Day Eucharist
2.3 Study Course
AH reported the Lent course is going well with a small numbers but enthusiastic participants.
Action. PB is to produce c20 further copies for the booklet being used and give to AH
3 Outreach and Ministry
3.1 Business Arising from minutes, correspondence, etc
AH reminded Vestry that a Mission Action Plan (MAP) will be required shortly, As their appears to be no formal template for a MAP it was suggested to look at previous MAPs and model best practice from them.
AH suggested that items from the MAP could become permanent agenda points to keep Vestry on track in future meetings.
Action. PB to locate and hand over to AH previous examples of MAPs
PB suggested a subscription to MS 365 (family) would resolve some access problems to shared documents that MS 365 (individual) is exhibiting. PB will explore costings. Vestry authorised PB to upgrade service as applicable.
Proposed EM, seconded JO, all present in agreement.
Action. PB to upgrade MS 365 service provision as deemed appropriate.
3.2 Pastoral Care
Home communion 29th February 2014
4 Leadership and Governance
4.1 Business Arising from minutes, correspondence, etc
AH, JO, PB have supplied their names for the Register of Controlling Interests after reassurance on liabilities was received from Diocesan Registrar Pippa Snell.
AH reported that there is a £500 cost for each registered building. Diocesan will offset the cost by £250 per building and St Johns funding the other £250 per building.
PB has sent the Bishop a letter requesting the suspension of presentation under Canon 13.9.
AH reported attending Diocesan Synod where they voted on new Canons that they discussed.
AH reported attending the Area Council meeting where they discussed:
- Shared issues and successes
- Look at the change of Canons.
- The sharing of ministry with other Denomination faith leaders, and limitations.
- Lay people safeguarding.
The next Area Council meeting will be in Eyemouth on 4th July.
AH reaffirmed the requirement to appoint a Lay Rep.
5 Stewardship
5.1 Business Arising from minutes, correspondence, etc
The shared arrangement for meeting AH’s mileage and other expenses has started, St. Cuthbert’s Vestry paying in the first instance and St. John’s being billed for 50%.
There is now a smart meter in the vestry, installed on 21st February.
5.2 Financials
a. Reports
The bank balance at the end of January was £90130 (down from £94405 at the end of December).
PB drew Vestry’s attention to two large overpayments for December electricity consumption, based on (a) British Gas incorrect estimates and (b) British Gas ignoring our opening readings for 1 December, when the contract started. PB is pursuing a complaint with British Gas.
A letter has been received from Hastings (Solicitors), acting for Helen Tyler’s estate, they advise Helen has left St. John’s a legacy of £10,000. AH said that Vestry need to discuss at the next Vestry meeting on how we manage the bequest, (ring fence or put into the general account).
5.3 Buildings
a. Church
AH and JO reviewed the Quinquennial report, in situ. It was felt that this exercise should also be undertaken by Vestry. A date was set for 12th May after the 10.30 service. It is believed this will take no more than an hour.
JO will contact the building contractors to look at and cost all the high level work, (finials, slates, flashings etc).
JO to contact Rev Bob King (St Andrews, Kelso) to discuss the secondary glazing they have had installed with a view to implement at St Johns.
b. Rectory
JO looking into enhanced glazing provision for the Rectory sash windows in a conservation area.
AH that some trees in the Rectory Garden need to be thinned/removed. JO will have a look; it might be a job that could be undertaken from the congregation.
c. Old School
The lease to Cheviot Youth signed 3 Oct 2021 is halfway through and AH felt that it would be appropriate to review the contract.
AH wants to explore with Cheviot Youth access to the ground-floor room, be that permanent or on a ‘as and when’ basis.
d. Flat
Nil
6 Declarations of Interest
None.
7 Other Business
PB advised the CCLI copyright licences (mainly choir requirement) will run out at the end of March. Vestry agreed to authorise PB to renew the licences.
Action. PB to renew the licences and certificates.
Proposed EM, seconded JO, all agreed
AH to attend Vestry Training Day 16th March Galashiels.
PB noted Bishop John’s letter 20/2 mentioning the “Investing in the Future” programme (of which we are beneficiaries).
AH and PB have contacted the Diocesan requesting they updated the Diocesan website.
8 Date of next meeting
2nd April (Tuesday)
8th May (Wednesday)
The meeting ended with Grace at 2050hrs
MINUTES – Wednesday 24th January 2024 in the Old School
A. Opening Prayer
Opening prayer was led by rev Andi Hofbauer (Chair)
B. Apologies
Gerard Henry
C. Participants
Revd. Andi Hofbauer (Chair), Adam Bolam-Peel, Steve McLachlan, Edward Martin, John Ogilvie (Buildings Convenor), Paul Beck
D. Minutes of meeting Wednesday 24th December 2023.
We accepted the minutes without modification, proposed by John, seconded by Steve, unanimously agreed.
1 Safeguarding
1.1 PVG
Andi has returned the application for the extension for the bishop’s licence for Paul, Liz and Margaret, a formality only.
1.2 Health and Safety
No issues to report.
1.3 Data Protection
The congregational contact list has been reviewed and updated.
2 Worship and faith formation
2.1 Business arising from minutes, correspondence, etc
Joint services: March June, September and December will have 5 Sundays and we had suggested joint services. March is Easter Sunday, so we will plan joint services on the last Sunday June and September.
2.2 Services
Mid-week services have started in St John’s on Thursday, there will be an additional service on Wednesday 14th Feb to commemorate Ash Wednesday.
Andi has found suitable material for a lent course, based on John’s Gospel with a daily devotional, to be made available to the congregation. There will be 5 zoom sessions starting w/c 19th February, day to be confirmed. This will likely be offered as a joint course with Hawick and repeated face to face in Hawick.
Nothing has been confirmed for Holy Week but Andi is open for input. Stations of the cross was suggested and recorded reflections.
3 Outreach and ministry
3.1 Business arising from minutes, correspondence, etc
2 foodbank referrals have been processed.
3.2 Pastoral care
No pastoral care issues to report.
4 Leadership and governance
4.1 Business arising from minutes, correspondence, etc
The St John’s Zoom account renewal has been renewed but we will look to cancel so that one account can be shared between Hawick and Jedburgh. Andi to pay monthly invoices and expense it and it will be linked to Andi’s email address.
4.2 Canon 13.9
The Vestry of the incumbency of St. John the Evangelist, Jedburgh requests the College of Bishops, under Canon 13.9, to suspend presentation to the incumbency for a period of three years.
Proposed by Paul, Seconded by Edward, passed unanimously.
4.3 Register of controlling interests in land
An email was received from Simon Filsell on 19/1 advising that we need to supply 3 contacts for a register of controlling interests for land owned by St Johns.
We agreed that Andi, Paul and John would be named subject to they receive assurances from the Diocesan Registrar that there are no personal liability issues.
Prosed by Steve, Seconded by Edward, agreed unanimously.
5 Stewardship
5.1 Business arising from minutes, correspondence, etc
None arising.
5.2 Financials
a. Reports
The bank balance at the end of December was £94405 (up from £89328 at the end of November).
Items to note in the December bank statement:
RECEIVED – the first monthly payment from Hawick for lost rental income on the Rectory, the first “Pastoral Support” payment from the Diocese, and the 50% grant towards Rectory refurbishment from the Provincial Buildings Committee.
PAID – the first of ten Quota instalments, and the final payments to Scottish Power.
b. Stipend and Pension contributions
Monthly standing orders for both Stipend and SEC Pension Scheme are now set up for the end of February payroll, a cheque has been sent for January. For December, we await the bill for the manual part-month payment; the Pension payment has been made. St. John’s employer’s UTR having expired after two years’ non-use, we had to apply for a new one.
c. Shared expenses
Andi will submit monthly expenses, copies to send to Sue Bennet (with receipts) and to a contact in Hawick and Jedburgh (Paul) who need to authorise. We will propose to Hawick vestry that Hawick pay the expenses and Jedburgh reimburse them 50% and that contact point from either vestry can authorise the expenses.
Proposed by Adam, seconded by Paul agreed unanimously.
d. Advent appeal
Vestry formally agreed to round up the Advent Appeal proceeds and send cheques for £250 to both SIM (UK) and Aberlour Options (Borders). Cheques sent.
5.3 Buildings
a. Church
The British Gas electricity contract began 1 December. There is a problem with manual readings and bills. We are “in the queue for smart meter assessment”.
Next steps in Accessibility project. Andi asked John to organise for her a tour of the buildings to get familiar with the issues we face.
b. Rectory
John to chase about a council tax refund for the period the rectory was empty.
Andi is arranging to get the doorbell fixed.
An arborist friend of Andi pointed out that there are 2 sycamores which could be causing structural problems. John will approach Stuart Lees for advice.
John to approach a company in Yetholm to look at secondary glazing for the rectory.
c. Old School
Nothing to report.
d. Flat
Both the flat and rectory will be tested for legionella.
6 Declarations of interest
None.
7 Other business
We will add Andi to the board of incumbents now rather than at the end of her tenure.
We need to discuss items arising from the memorandum of understanding between the vestries and a have mission action plan within 6 months of Andi’s appointment.
8 Date of next meetings Wednesday 21st February, Steve to take minutes.
MINUTES – Wednesday 20th Dec. 2023 in the Old School
A. Opening Prayer
B. Apologies
Ruth Johnson
C. Participants
Revd. Andi Hofbauer (Chair), Adam Bolam-Peel, Gerard Henry, Steve McLachlan, Edward Martin, John Ogilvie (Buildings Convenor), Paul Beck
D. Minutes of meeting Tuesday 21st November 2023.
The minutes of the meeting of 21st November were accepted as a true record (proposed by John, seconded by Gerard).
Members agreed to concentrate mainly on essential post-AGM business and reports back, with weightier matters to be held over for the January meeting.
1 Safeguarding
1.1 PVG – nothing to report to Vestry
1.2 Health and Safety – nothing to report to Vestry
1.3 Data Protection – nothing to report to Vestry
2 Worship and faith formation
2.1 Business arising from minutes, correspondence, etc
We noted that the Zoom Advent Study Group took place very successfully on Tuesday 19th December, though with small numbers.
2.2 Services
We agreed to move St. John’s midweek services back to Thursday from the beginning of 2024.
We celebrated the success of the Collation service at Hawick and the joint Eucharist at Jedburgh the following Sunday, and agreed to discuss holding further joint services – perhaps on 5th Sundays.
3 Outreach and ministry
3.1 Business arising from minutes, correspondence, etc
None
3.2 Pastoral care
We noted with great sadness the recent death of Revd. Richard Pedersen.
4 Leadership and governance
4.1 Business arising from minutes, correspondence, etc
None
4.2 Annual returns
Annual reporting to the Diocese is complete (Diocesan Finance Schedule, Congregational statistics – thanks to Susan Macdonald for help in gathering the latter) and following the adoption of the Accounts at the AGM, these will be uploaded to OSCR. The Diocesan Schedules (to record personnel changes) have not yet been sent out.
4.2 Vestry membership and functions
We accepted with great regret Ruth Johnson’s resignation from Vestry on health grounds and thanked her for her participation.
Christine McLachlan decided not to stand again for Vestry at the AGM in view of family responsibilities. We thanked her for many years of service in various capacities.
There being no candidate for the post of Secretary, we agreed to co-opt Paul Beck as Administrator (proposed Edward, seconded Steve). The task of taking minutes would be rotated amongst any willing members (Adam for the January meeting). Edward proposed a vote of thanks to Paul for his work during the vacancy.
Having attended the Diocesan Vestry training day in Edinburgh in September 2023, Paul recommended that members attend the local session being offered in March 2024. He said that the September meeting had raised interesting issues about trustee liability, indemnity insurance and SCIO status, all of which deserved further consideration.
Gerard questioned whether Vestry needs to meet every month.
5 Stewardship
5.1 Business arising from minutes, correspondence, etc
None
5.2 Financials
a. Reports
The bank balance at the end of November was £89328 (down from £98241 at the end of October). Paul noted that two known receipts were yet to appear – the monthly support payments from the Diocese and the 50% grant from the Provincial Buildings Committee towards the Rectory refurbishment.
b. Stipend and Pension contributions
Each charge has now paid separately into the SEC Pension Scheme for the part-month of December and set up monthly S/O payments from January onwards. The Diocesan Treasurer has agreed to bill us for the actual Payroll cost for December and to advise the S/O amounts for January onwards when the accountants’ new charges are known.
c. Shared expenses
Sue Bennett – who is now keeping the books for both Jedburgh and Hawick – will write to each Vestry to outline the practical issues to be decided about claims and reimbursement. Andi, Paul and Sue Crozier will discuss the options.
d. Advent appeal
As in previous years, we agreed to divide the Carol Service retiring collection between Church and Rotary charities, and to add our 50% to the Advent Appeal.
Ralph Nagle has asked us to donate £100 on his behalf to our chosen charities instead of paying or gifting for his churchyard maintenance – we agreed to add this amount to the Advent Appeal. Andi will write to thank him for the work he does.
5.2 Buildings
a. Church
Johnhas accepted estimates from GutterPro (recommended to us by Bob King) for gutter inspection and clearing, and for cleaning the parts of the church interior we cannot safely reach.
b. Rectory
There is decorating work still to be completed. Minor electrical repairs are needed.
c. Old School
GutterPro will inspect and clear the gutters. John has reminded Cheviot Youth about the need for low level background heating to avoid another water pipe burst.
d. Flat
Information about temporary secondary glazing has been passed to our tenant.
6 Declarations of interest
None.
7 Other business
7.1 Signing
Andi signed a copy of St. John’s current Constitution. In the absence of a Vestry Chair, we nominated Gerard (proposed Paul, seconded, John) to countersign the copy and also to sign the Hawick-Jedburgh MOU. Both documents will be returned to Bishop John.
7.2 Accessibility
We agreed to follow up the planned accessibility works with urgency in 2024.
7.3 Thanks
Andi will make contact with all the Borders clergy who have taken services during the vacancy.
8 Date of next meetings
Wednesday 24th January.