Minutes of meetings since the December 2024 AGM.
Minutes are added only after they have been approved (and, if necessary, amended) at the following meeting.
Shortcuts:
22 January 2025 | 25 February 2025 | 8 April 2025 |
Previous year:
2023 – 2024 minutes
Vestry Meeting, Tuesday 25th February 2025
A. Opening Prayer
B. Apologies – None
C. Participants
Revd. Andi Hofbauer (AH) (Chair), John Ogilvie (Buildings Convenor) (JO), Graeme Ritchie (Treasurer) (GR), Edward Martin (EM), Pat Driver (Lay Representative) (PD), Stephen McLachlan (SM).
D. Minutes of meeting Wednesday 22nd January 2025:
Accepted as a true record (proposed GM, seconded PD). Accepted by all.
AH will ask Paul Beck to add them to the ‘Box’ & website
1 Safeguarding
1.1 PVG – Nothing to report. AH observed that info is expected from the Diocese about future renewals of PVGs every 3-5 years
1.2 Health and Safety – Nothing to report
1.3 Data Protection – Susan Macdonald has been set up in an updating role and will check and distribute all emails passing through the church account.
2 Worship and faith formation
2.1 Business arising from minutes, correspondence, etc
It was proposed by EM, seconded by GR that AH liaise with Paul Beck about his note on music licences and agree a decision. Accepted by All
2.2 Services
Joint Service Sunday 2 March 2025, hosted at St John’s.
Ash Wednesday Eucharist, 5 March 2025, 12.30pm.
World Day of Prayer Service on Friday 7 March 2025 at 10.30am at RC Church.
Holy Week 2025: Tuesday (15.04.) Said Eucharist at 10am; Maundy Thursday (17.04.) Joint Service with Parish Church at Kenmore Hall time to be confirmed; Good Friday (18.04.) Service at 2pm; Holy Saturday (19.04.) Vigil at 7pm.
‘Big Day’ (at St Mary’s Cathedral) on Saturday 10.05.2025 – each congregation is asked to produce a poster (max size A2) showcasing: how the congregation has been blessed and is a blessing to others. Include details on the service sheet.
Joint Service on Sunday 27.07.2025 with Bishop John prior to his retirement. It was agreed Hawick is probably the better location. Costs of refreshments to be split. Final Decision to be taken in June
Sunday 24.08.2025 afternoon, Farewell Service for Bishop John at St Mary’s Cathedral
Establishing a regular Peace Vigil? Vestry’s initial response. It was agreed in principle with further thought to be given by all on dates and timings. Thoughts on ‘Come and do something’ rather than ‘come and join us’.
2.3 Faith formation
Lent course Thursdays at 11.00am, starting on 6 March 2025 for six weeks: Embracing Justice, by Isabelle Hamley. To be hosted in church with tea and coffee. AH suggested the Diocesan course could be run in the summer
3 Outreach and ministry
3.1 Business arising from minutes, correspondence, etc – Nothing to report
3.2 Pastoral care
Next Home Communion with afternoon tea on 13.03.2025 2pm at Liz Kiteley’s
3.3 Community Engagement
Messy Church with CofS late March 2025, date to be confirmed
Youth event film, faith and pizza, date to be confirmed
Facebook/website update
Suggestions for future years included a children’s event to paint eggs and a possible Easter egg hunt or other event along the lines of the millennium one hosted by EM at Lanton.
4 Leadership and governance
4.1 Business arising from minutes, correspondence, etc
Appoint a third named Vestry members on the Register of Controlling Interests in Land (in place of PB alongside JO & AH). GR was proposed by AH, seconded by SM. Accepted by all.
The Diocese is offering two training events for Vestry members in 2025: one in March (Edinburgh) and one in September (Haddington). Link to booking information.
SPAB Scotland training day on ‘Maintaining Scottish Churches’ at St Peter’s Galashiels on Tuesday 1 April 2025 9.30am-3.45pm.
Booking link: https://www.spab.org.uk/civicrm/event/info?id=1147&reset=1
Renewal of CCLI (or other) by end of March 2025
4.2 Reports from Diocesan Synod and Area Council meeting
Diocesan Synod – 15.02.2025 PD Is the representative and reported that Neil Rawlins is willing to help form filling to access grants. AH had given a presentation about St John’s. It is felt that synod is Edinburgh-centric and doesn’t understand the challenges facing rural charges. AH was appointed to the preparatory committee for the new Bishop. Each charge is invited to submit an A4 sheet about our profile of St John’s
Area Council meeting – 18.02.2025 –AH & Rev Philip Blackledge (Melrose) will give a presentation to enable Area Council to make an additional submission on behalf of the Borders. Online Prayer meeting for the appointment process of a new bishop via Zoom will be held monthly, coordinated by Rev Lesley Penny (Gala & Selkirk)
4.3 Secretarial functions
Attached document – job description from PB – We have to find someone to take on Paul Beck’s duties and be prepared to invest in someone £50-60 per month. PD will put out feelers to see if anyone local is interested.
5 Stewardship –Nothing to report
5.1 Business arising from minutes, correspondence, etc
5.2 Financials
Post service coffees are paid for by Isobel and Jeremy. Any cash collected is donated by them to St John’s. SM will produce a wooden bowl for donations. A sheet is to be produced for the congregation suggesting donations of biscuits .. but not too many!
a. Advent /Lent Appeal
Continue with Aberlour and Hawick. AH will ask Paul Beck about envelopes.
b. Treasurer’s report GR
Just about keeping our head above water, Draft letter tabled for all to comment on after the meeting.
c. Old School – financial aspects and future (GR and JO)
Outstanding: December rent, annual insurance (75%), December electricity bill
5.3 Buildings
a. Church
Progress on ramps-ready for installation and trees- completed
Toilets and hospitality area – deferred.
b. Rectory
Rear windows – plans submitted. Historic Environment Scotland OK with them, Jedburgh Civic Trust are not. Wait for cogs to grind.
c. Old School
A Teams meeting with Dean Francis and others from Diocese is scheduled for 4 March. GR will send an agenda beforehand.
d. Flat
Nothing to report
6 Declarations of interest
None
7 Other business
Various events and webinars:
Thursday 27 March. Historic Envt. Scotland on Solar Panels and other retrofit measures in listed churches
Friday 14 March – Open Day at Aberfoyle Rectory EPC A Rated
27 March 1-2pm Business Energy Scotland – Energy Audit Reports and Funding Opportunities
Tuesday 1 April – SPAB course at St Peter’s Galashiels
Thanks to PD for hosting the meeting
8 Next meeting
4 pm on 8th April at Edward Martin’s, Lanton
Vestry Meeting, Wednesday 22nd January 2025
A. Opening Prayer
B. Apologies NIL
C. Participants
Revd. Andi Hofbauer (AH) (Chair), John Ogilvie (Buildings Convenor) (JO), Graeme Ritchie (Treasurer) (GR), Edward Martin (EM), Pat Driver (Lay Representative) (PD), Steve McLachlan (SM).
D. Welcome. AH Welcomed PD as the Lay Rep.
E. Thanks AH gave a vote of thanks to Paul Beck (PB) for his dedicated service to Vestry and St John’s. Also Thanks to ABP and GH who stood down from Vestry at the AGM.
Action Point. AH to send a card and appropriate gift to PB, ABP, GH
F. Minutes of meeting 27th November 2024:
SM was a participant at the meeting, this omission was noted. With nothing else raised the minutes were accepted as a true record (proposed EM, seconded GR, Unanimous show of hands).
1 SAFEGUARDING
1.1 PVG NIL
1.2 HEALTH AND SAFETY NIL
1.3 DATA PROTECTION NIL
2 WORSHIP AND FAITH FORMATION
2.1 Business Arising from minutes, correspondence, etc
AH had notification of World day of prayer on 7th March, at the Catholic Church. Details to follow.
2.2 Services
AH recapped on services and activities since the last meeting, they included:
a, Christmas Tree Festival, St John’s had a tree and AH was a steward for a few sessions.
b, Advent Study Course
c, Messy Church at the Parish Church.
d, Carol Service with Rotary Club.
e, Joint Service with St Cuthbert (Hawick) 5th Jan
Advance notice included:
a, Next joint service (at Jedburgh) 30th March
b, Lent begins 5th March (will be a lent Course – details to follow)
c, Synod 15th February
2.3 Faith Formation NIL
3 OUTREACH AND MINISTRY
3.1 Business Arising from minutes, correspondence, etc
Calligraphy: the person who last updated the memorial book is out of the country until May. Vestry decided to wait until they are back before updating.
3.2 Pastoral Care
Bi-Monthly Communion and afternoon tea to be held at Joan Bennett’s house on 25th January.
3.3 Community Engagement
a, AH is working on submitting article/Interview for the JedEye.
b, Christmas Tree Festival. December 24.
4 LEADERSHIP AND GOVERNANCE
4.1 Business arising from minutes, correspondence, etc
AH has had a discussion with PB. He has opted to remain on the service rota and not be co-opted again as Administrator. However, he will keep some background administrative tasks as necessary:
a, Website.
b, Cloud storage. (Box duties)
c, Pew sheet
d, Emails, but will continue until AH gets back from Germany.
PB will not undertake:
a, General Admin Duties
b, Email administration (see 4.1,d above)
c, correspondence.
d, being named on the Register of Controlling Interest in Land
PB has a wealth of knowledge of the administrative function and will still be available to assist in the smooth running, if required.
4.2 Secretarial Functions
The discussion was ranging however, options thrown out included:
a, Recruiting a volunteer to take minutes of vestry meetings.
b, Recruit and offer payment for administrative duties.
c, Have day time meetings to accommodate (a, b above)
Action Point. AH to ask PB for a “Job Description”
4.3 End of Year Returns
We have uploaded our annual return to OSCR, and sent congregational statistics and the financial schedule to the Diocese.
5 STEWARDSHIP
5.1 Business arising from minutes, correspondence, etc
a, The refund of the January 2024 stipend overpayment £1395.50 was received from the Diocese in December.
b, We still have not received room hire invoices from the Cheviot Youth treasurer. Not including this meeting, we appear to owe them for 16 hours @ £10.50 an hour. We need to be scrupulous in all financial dealings with Cheviot Youth.
Action Point: AH to liaise with GR to request an invoice from Cheviot Youth for room hire.
5.2 Financials
5.2.1 Advent Appeal The amount given was £270
5.2.2 Ralph Nagel Donation. Mr Nagel is happy for the donation of £100 to top up Advent appeal. He would like to know the outcome. Action required
5.2.3 Carol Service Collection The retiring collection came to £93, to be shared between St. John’s and Rotary for our respective charities. We will send Rotary £58.12, including 50% of the small donations gift aid we will claim. Action Required
5.2.4 Treasurer’s Report
a, The bank balance at the end of December was £110,293.
b, GR is estimating the daily running costs of £100. (£36500)
c. GR is working a ‘Gift Aid’ letter to send to church Members Feb/Mar.
d, Coffee and biscuits after the service was discussed. Ultimately they have to be paid for. It was unclear about who pays for them currently, and donation policy. A notice to be added in the pew sheet to provide some clarity and a poster. Action Point
5.2.5 Old School
a, In the current environment the ‘old School’ is a liability.
b, It would appear that Cheviot Youth have not paid Dec 24 rent and that they may have washed their hand of it. If this is the case St John’s would have to accommodate:
- Insurance liability
- Electricity liability
c, GR has had a meeting with Diocesan Representative Paul Goode and started to explore the procedure for the Diocese to take over responsibility, because this is an issue bigger than vestry can manage without professional resources.
d, It was the general consensus that legal intervention is required. Pippa Snell (Diocesan Registrar) to be approached for legal advice and support.
Action Point: AH, GR to contact and seek support and Guidance from Diocese
5.3 Buildings
5.3.1 Church
a, SM reported that George Waugh Engineers have made a site visit to take detailed measurements. It is anticipated building the ramps will be imminent.
b, JO reported the tree surgeon has been unwell but work will commence shortly
c, Work on a toilet was put on hold.
d, Pew Removal. The next step is to apply for Canon 35 to remove the pews to make a usable space for activities.
Action Point: JO to start application process.
5.3.2 Old School (see 5.2.5)
5.3.3 Rectory
a, Drains have been cleared
b, JO to chase up on the window Action required
c. Old School
(5.2.d above)
d. Flat NIL
6 Declarations of Interest NIL
7 Other Business
a, A former member of St. John’s congregation, Ian Robertson, has offered to commission an icon of St. John from Catherine Lomas as a gift to the church.
b, The Diocese is offering two training events for Vestry members in 2025: one in March (Edinburgh) and one in September (Haddington).
c, AH had a supervisory meeting/visit from the Dean. This was useful in highlighting the practical difficulties of ministry in the Borders.
d, AH has the opportunity to stand for election to the preparatory committee which plays a crucial role in recruiting the next Bishop.
e, We have been offered 20 chairs. However we have declined this kind offer.
8 Next Meeting
25th February @ 19.00. Venue to be confirmed.