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 | 20 May 2025 | 8 July 2025 | 26 August 2025 | 7 October 2025
Previous year:
2023 – 2024 minutes
Vestry Meeting, Tuesday 26 August
- Opening Prayer
- Apologies
None - Participants
Revd. Andi Hofbauer (AH) (Chair), John Ogilvie (Buildings Convenor) (JO), Graeme Ritchie (Treasurer) (GR), Edward Martin (EM)Stephen McLachlan (SM) Pat Driver (Lay Representative) (PD) - Minutes of Meeting 8 July 2025:
Accepted as a true record proposed: EM; seconded: SM; agreed by all. - Matters arising not covered by the agenda
None
1 Safeguarding
1.1 PVG
The applications for everyone who needs a PVG are in hand.
1.2 Health and Safety
Nothing to report
1.3 Data Protection
Nothing to report
2 Worship and faith formation
2.1 Business arising from minutes, correspondence, etc
Church security: Susan Macdonald will now be doing the pew sheet. It may be that the printer will need to be kept in church in the future. It would have to be kept on the side in the vestry and this would need to be made secure with the addition of a door to the vestry. There was a short discussion about what this might involve for example, a concertina metal door/grille.
Action: JO to start enquiries re-the door. EM to make enquiries about someone to look after the website.
Icon update: AH has been in touch with the iconographer regarding specifics of the icon (we would prefer a forward facing as opposed to sideways facing figure and we are waiting for the donor’s response)
2.2 Services
Joint Service on 27 July 2025 with Bishop John at St John’s was a very successful occasion
Joint Service on 7 September 2025 at St Cuthbert’s – with outside speaker Canon Kathryn Fitzsimmons, to speak about her recent experience as an Ecumenical accompanier in Palestine.
2.3 Faith formation
A date has yet to be set for the next group. Once AH is more aware of her commitments for the preparatory committee (after 6th Sept) another study course will be put into the diary.
3 Outreach and ministry
3.1 Business arising from minutes, correspondence, etc
Nothing to report
3.2 Pastoral care
Following accidents and illnesses JB, AB and CW continue to be held in prayer
3.3 Community Engagement
Messy Church with Parish Church – 23 August 2025. As part of the Kirk’s 150th Anniversary celebrations 20 children and 10 adults attended. It was very successful and the children were able to contribute to the decoration of the Kirk and take part in the activities provided.
Social Media continues to be important and feedback is very positive.
4 Leadership and governance
4.1 Business arising from minutes, correspondence, etc
Nothing to report
4.2 Process of Appointment of New Bishop
Nothing to report
5 Stewardship
5.1 Business arising from minutes, correspondence, etc
Nothing to report that is not covered under treasurer’s report
5.2 Financials
Treasurer’s report
St John’s continues to break even. Donations are down but this is probably due to seasonal holidays. We will not be ordering more stewardship envelopes.
Old School: The Old School building is still full of furniture and other items belonging to CY.
The treasurer requested a minute:
St John’s Vestry is disappointed that despite continually chasing Cheviot Youth (CY) for outstanding rent excuses are still being made and the rent is not forthcoming. Currently there is an outstanding balance of c £1200.
Pilates: GR is in discussions with the Pilates teacher about staying after Cheviot Youth leave. The treasurer proposed that St John’s set up a hire agreement with Marina of Pilates whereby she undertakes to take on the electricity ac and pay £100 a month for the weekly/hourly use of the room
GR proposed; EM seconded; unanimously accepted subject to approval by Ken Ramage.
Old School is proving difficult to move forward due to lack of engagement from Sanderson’s (agent) although they have confirmed that the dilapidations report will be completed by them and paid for by CY.
JO to check if there is a Leak & Trace clause in insurance for tracing the water ingress in the Old School.
A stewardship campaign
Nothing new to report
5.3 Buildings
a. Church
The Canon 35 Application has been successful. JO was thanked for his work on this.
Wilton carpets have quoted for carpeting the area and a wool mix in a good matching colour was selected. Olivers are being asked for a timescale for the work to remove pews and install a platform as soon as possible.
b. Rectory
JO, AH and Neil Rawlins met at the rectory recently to discuss Net Zero and the process for replacing the windows. Thermoglaze have visited and will provide a quote. JO is looking for a second quote but it is proving difficult.
c. Old School
See above
d. Flat
PAT testing needs to be done and JO is setting this up.
6 Declarations of interest
None
7 Other business
Jed Eye – GR suggests that we get church service times into Jed Eye and on Jedburgh website.
To consider a social event to open the refurbished area and to advertise this in the JedEye.
A short discussion was held about future possible landmark social events. Potentially a musical event?
8 Next meeting
7 October 2025, 2pm, to he held at Ancrum (PD)
Vestry Meeting, Tuesday 8 July 2025
- Opening Prayer
- Apologies
Pat Driver (Lay Representative)
- Participants
Revd. Andi Hofbauer (AH) (Chair), John Ogilvie (Buildings Convenor) (JO), Graeme Ritchie (Treasurer) (GR), Edward Martin (EM), Stephen McLachlan (SM)
- Minutes of Meeting 20 May 2025:
Accepted as a true record proposed: EM, seconded: JO, agreed by all
- Matters Arising not covered by the agenda.
None
1 Safeguarding
1.1 PVG
The applications for everyone who needs a PVG are in hand.
1.2 Health and Safety
Nothing to report
1.3 Data Protection
Nothing to report
2 Worship and faith formation
2.1 Business arising from minutes, correspondence, etc
Icon update: AH is in correspondence with the icon writer about the possible locations for the icon.
2.2 Services
Kirkin’ of the Callant – Service led by Sarah Cook and AH. Well attended and many positive responses. Messy Churches gifts for the principals were well received.
Joint Service on 27 July 2025 with Bishop John at St John’s – Refreshments are being organised. Ask for numbers through the weekly email. Flowers and gin proposed by Hawick and agreed by vestry. A donation of £100 will also be given from the vestry to the diocesan retirement fund.
Proposed: GR, seconded: EM, agreed by all.
Joint Service on 7 September 2025 at St Cuthbert’s – with outside speaker Canon Kathryn Fitzsimmons, to speak about her recent experience as an Ecumenical accompanier in Palestine.
A joint vestry will held at another time (tba).
2.3 Faith formation
A date has yet to be set for the next group.
3 Outreach and ministry
3.1 Business arising from minutes, correspondence, etc
Nothing to report
3.2 Pastoral care
Ann Beck is making a good recovery from recent surgery. JO was welcomed back after his recent surgery.
3.3 Community Engagement
Messy Church with Parish Church – last one 30th June – theme of Festivals and many horse-based activities for 20 children and their accompanying adults. There will be hopefully be another session in the autumn (we are waiting on an appointment at the Kirk).
Social Media – Going well. Trying to engage with the community and slowly building a following. We have featured in some recent diocesan posts.
Diocesan Children and Youth newsletter – attached. Messy Church features with photos and write-up.
4 Leadership and governance
4.1 Business arising from minutes, correspondence, etc
The OSCR process is in hand – GR is managing it under the guidance of Paul Beck.
4.2 Process of Appointment of New Bishop
AH gave an update. The profile document of St John’s has been submitted to the diocese (attached). Nothing else to report at present. Committee work will start in September.
5 Stewardship
5.1 Business arising from minutes, correspondence, etc
5.2 Financials
Treasurer’s report
Retirement gift for the Bishop (see 2.2)
Portaloo: has been purchased and delivered. Still needs to be levelled in current position. Cleaning -hose and car pressure washer needed- and tap changed (estimate cost £150).
Proposed: AH seconded: JO, approved by all.
TB actioned by GR.
Instructions needed for how to use it plus ‘bags for bits’.
Vestry recorded its thanks to Stephen McLachlan for his work in getting the Portaloo purchased and installed (under budget).
St John’s School: agent has visited – finally. He thinks it would let but it would be at a much lower rent than currently. Awaiting this confirmation in writing. GR will approach another agent for comparison.
Envelopes: GR not ordering the stewardship envelopes as they are too expensive. We can claim gift aid on any contributions made through the much cheaper green (gift aid ) envelopes.
Accounts: Still breaking even (with the help from the diocese).
A stewardship campaign?
GR was asked to consider how a stewardship campaign might work for next Vestry. For example getting a promotion in the JedEye, having an Open day after reordering completed and producing an A5 information pamphlet/booklet.
5.3 Buildings
a. Church
Canon 35 Application for reordering has been submitted and will be considered by to Diocesan committee early August. Assuming permission, once area is levelled it will need recarpeting.
b. Rectory
Windows quote – £19K but grants available and final cost to Vestry expected to be £5K. A whole process to go through which JO is managing.
c. Old School
See above
d. Flat
GR in general conversation with Sally but possibility of ending lease not discussed.
6 Declarations of interest
None
7 Other business
None
8 Next meeting
Next meeting: 26 August from 2pm at Edward’s
Vestry Meeting, Tuesday 20 May 2025
- Opening Prayer
- Apologies
Stephen McLachlan (SM) - Participants
Pat Driver (Lay Representative) (PD) Revd. Andi Hofbauer (AH) (Chair), John Ogilvie (Buildings Convenor) (JO), Graeme Ritchie (Treasurer) (GR), Edward Martin (EM) - Minutes of Meeting 8 April 2025:
Accepted as a true record proposed GR, seconded EM. Accepted by all. - Matters Arising not covered by the agenda.
Peace Vigil still in the conception and preparation stage.
1 Safeguarding
1.1 PVG
AH has checked with the diocese and for Messy Church only leaders need to have PVG.
AH to check if people taking services and taking communion to the sick need PVG (i.e. Liz, Susan and Paul)
1.2 Health and Safety
The flaking on the wall at the back at church has been checked and it is paint and not plaster.
1.3 Data Protection
OSCR return. Paul Beck to be removed and GR, EM and JO to be added.
Proposed AH seconded PD.
Actioned by GR.
2 Worship and faith formation
2.1 Business arising from minutes, correspondence, etc
Icon – The icon writer wants to know where the it will be hung. Vestry to look at this individually and report back
2.2 Services
Holy Week/Easter
Good Friday Walk of Witness with CofS & JedEye ending with refreshments at St John’s very successful.
Good numbers overall for Holy Week services, but attendance of St John’s congregation was poor. We need to reflect on this as we can only grow through embracing and supporting events and services and inviting and welcoming visitors and newcomers and showing up ourselves.
‘Big Day’ (at St Mary’s Cathedral) on Saturday 10.05.2025.
A very useful and joyful day but very long with having to travel from the Borders (has been fed back to the organisers).
Joint Service on 27 July 2025 – with Bishop John – to be held at St John’s Jedburgh – discussion around refreshments, toilet facilities, coordination, gazebo etc.
2.3 Faith formation
Lent course successful; 10-12 at each session , (+Hawick 1, C of Scotland 1-3) Final session after Easter followed by lunch at Border Meringue for 12.
Summer Study Course proposed 5 weeks June/July Based on the prayer of St Theresa of Avila.
3 Outreach and ministry
3.1 Business arising from minutes, correspondence, etc
Thank you note for donations from Aberlour Childcare Trust.
3.2 Pastoral care
Nothing to minute
3.3 Community Engagement
- Messy Church with Parish Church: 24 May 2025; 28 June 2025 (linked to Callant’s Festival). If Sarah Cook (C of S probationer) stays in Jedburgh these may become monthly. When West End has been reordered there is the possibility of hosting Messy Church at St John’s, too.
- Youth event film, faith and pizza, in the autumn.
- Facebook/website continue to be updated. Service videos are watched, and there continues to be good engagement with posts, including the Diocese sharing some of our posts.
- Callant’s Festival- we discussed the possibility of refreshments for Leading rein rideout, but feel it’s too late for this year.
4 Leadership and governance
4.1 Business arising from minutes, correspondence, etc
Letter from Edward McNeish enquiring if we could display family regalia previously displayed in British Legion. Vestry felt it was not practicable and that we would not be the most appropriate custodians. Mr McNeish should be directed to the museum at the Castle Jail, the JedEye or Historical Society.
4.2 Process of Appointment of New Bishop
To prepare parish profile for diocese which needs to be completed by charge by 27 June 2025. Vestry needs to complete a profile following a proforma after the briefing by the Dean at the Area Council Meeting on 1 June 2025. Proposed extraordinary meeting to complete the proforma on Monday 2June at 2.30pm at Edward’s.
5 Stewardship
5.1 Business arising from minutes, correspondence, etc
Nil
5.2 Financials
Treasurer’s report
We continue to break even in income and expenditure.
We have £109K in capital – good.
Easter Day £150 in the plate – very good.
5.3 Buildings
a. Church
Refreshment area at back church – Canon 35 application form is being prepared. To submit, we need a refreshed quotation from Oliver, photos and a formal consultation of the congregation, as well as permissions from various bodies. The consultation is planned for AH’s next Sunday in Jed’. Action JO.
Toilets: vestry confirmed the go ahead and asks SM toplace the order for purchase of an accessible toilet, and have it serviced.
There has been a request by Ann Beck for a heavy duty covering of the outside ramp. JO supplied sample, cost £90. Vestry queries this request as the ramp is non-slip JO to pursue with AB.
b. Rectory
A second quotation is needed for the rectory windows in order to apply for net zero grants. This is under way.
c. Old School
Cheviot Youth not taking option to come out of lease now but will leave at end of September. GR to send acknowledging email and remind of payment obligation for monthly rent.
Cheviot Youth are paying electricity and insurance.
GR to communicate with our diocesan ‘financial buddy’ Kenneth Ramage.
There is no contract between Pilates class and Cheviot Youth so we could pick up that rental.
Considering modifications of cutting off water etc in September.
Vestry authorises GR to negotiate with Scottish Borders Council to return land they used as a playground . Only charge to us would be £350 plus VAT for legal costs and any other disbursements.
Proposed AH seconded EM.
d. Flat
No rent increase proposed.
Sally found a ‘leak’. JO and GR have looked at it and think it just needs drain clearing.
6 Declarations of interest
None
7 Other business
PD raised the idea of a children’s choir as a way to get children across the threshold.
8 Next meeting
Extraordinary meeting: Monday 2 June 2.30pm.
Next meeting: Tuesday 8 July 2pm at Edward’s.
Vestry Meeting, Tuesday 8th April 2025
A. Opening Prayers
B. Apologies – Pat Driver (Lay Representative) (PD)
C. Participants
Revd. Andi Hofbauer (AH) (Chair), John Ogilvie (Buildings Convenor) (JO), Graeme Ritchie (Treasurer) (GR), Edward Martin (EM), Stephen McLachlan (SM)
D. Minutes of Meeting 25th February 2025:
Accepted as a true record proposed GM, seconded EM. Accepted by all.
E. Matters Arising not Covered by the Agenda.
- Renewal of CCLI actioned by Paul Beck (PB) after consultation with AH. Did not renew the concert licence.
- Peace Vigil still in the “Thought Stage”
1 Safeguarding
1.1 PVG
Nil
1.2 Health and Safety
Ramps have been installed. GR advised payment has been made.
1.3 Data Protection
Nil
2 Worship and Faith Formation
2.1 Services
Maundy Thursday (17 April) Joint Service with Parish Church and Ale and Teviot at Kenmore Hall will take place at 7.00pm.
‘Big Day’ (at St Mary’s Cathedral) on Saturday (10 May). Discussion on this item can be found at 7.1. below.
2.2 Faith Formation
Lent course – has been well attended. Regularly having 15 attendants, including Hawick and Parish Church participation.
3 Outreach and Ministry
3.1 Business Arising
Nil
3.2 Pastoral Care
LK will be incapacitated for a period. Group meeting will be put on ‘wait’ in the mean time.
3.3 Community Engagement
Messy Church with Parish Church 22 March 2025 10.30am-12 noon in Kenmore Hall; about 30 children attended. Next one planned for May 2025, AH to meet with Sarah Cook on 11 April 2025 for further planning.
Youth event film, faith and pizza, date to be confirmed.
Facebook/website. There has been good engagement and the Diocesan has ‘shared’ some posts.
AH’s Q&A in JedEye has been well received.
4 Leadership and Governance
4.1 Process of Appointment of New Bishop
A profile (example supplied by Diocese) to be completed and submitted by St John’s by 27 June 2025
4.2 Reports from Extraordinary Area Council Meeting
AH fed back the outline of the meeting AH and PD attended on 17 March 2025, emphasis was on the appointment of a new Bishop and emphasising the rural nature of the Border charges.
4.3 Secretarial Functions
AH reaffirmed the requirement for secretarial support (including minute taking). AH is exploring an option that might identify a candidate.
5 Stewardship
5.1 Financials Cheviot Youth
5.1.1 Cheviot Youth have stopped paying rent but continue to pay electricity.
5.1.2 GR advised a letter ‘without prejudice’ needs to be sent to Cheviot Youth to form an ‘an agreement for early termination of lease’. The letter should include:
- When they leave it is giving St John’s full vacant possession.
- A clear and agreeable time line of action and intent.
- Teviot Youth have to deal with the Pilates group (subletting situation) to enable vacant possession.
- Empty room and ‘no further access’ clause
- A full and final payment amount c£2000.
5.1.3 GR explained the current lease agreement renders taking Cheviot Youth to court very difficult and the above outlined letter the best option for both parties.
5.1.4 GR expressed disappointment on the meeting with Diocese on 4 March 2025. The clarity of the outcome was unclear and no report was drafted to capture the outcomes of the meeting. The diocese wants St John’s to retain custodial oversight and upkeep of the Old School for a year when some grants may or not become available.
5.1.4 GR suggested we consolidate St John’s understanding of the meeting in a letter. The main point being the implication of their resistance to take over responsibility and management of the Old School, but they would support St John’s financially and with administrative and legal support.
5.1.5 GR would with assistance from JO and AH would draft the letters to the Diocese and Cheviot Youth. The letter to Diocese to be under joint signature.
Proposed by EM, seconded by SM, agreed by all.
5.2 Financials General
5.2.1 GR said that we are still currently breaking even. Included is income from the half share in the Hawick Rectory rent and the Old School flat rent
5.3 Buildings
5.3.1 Toilet and Hospitality
SM updated on disabled Portaloo rental. Bordaloo said there is a general shortage of disabled toilets. They could supply until mid May 2025. £50 delivery, £50 a week rent, £50 removal. They suggested a better option would be if we owned the toilet ‘waste removal’ would be £35 each time we required it.
Bordaloo, strongly implied, that if we had a good condition toilet, they might purchase it from us when we no longer needed it.
SM was asked to identified actual costs of procurement for the next
5.3.2 Church
The renovation and extension of the break out space at the back of the church needs to be progresses to facilitate the growing numbers attending the study sessions.
GR, noted the cost in the region of £3000. This can be met from current funds. However, their could be some Diocese grants to help, if we are lucky.
JO was asked to start Canon 35 approval for the work with the Buildings Committee.
5.3.3 Rectory
Windows. The SBC are insisting on conservation level window replacement in the Rectory, even though they are at the back. Current costs are £11500. The secondary glazing to the rectory is £7000. JO to confirm actual costs ASP, but working assumption of £20000. JO believes that there are some ‘Green’ funding grants available and if successful would offset the sum by up to £10000.
5.3.4 Old School
see 5.1 for update.
5.3.5 GR is liaising with SBC regarding the strip of adjoining land the old school boundary.
5.3.6 Flat
It was decided, in the current climate (Cheviot Youth and Diocesan negotiations) not to increase the flat rent for this year.
Proposed, GR, Seconded AH, all approved.
6 Declarations of Interest
NIL
7 Other Business
7.1 Big Day Out (11 May) Each congregation is asked to produce a poster (max size A2) showcasing: how the congregation has been blessed and is a blessing to others. EM may have a creative person in mind to help design it, if required.
The poster could also be used to publicise the event.
7.2 St John’s Edinburgh Choir. AH has received an email from the choir stating they would like to join with our choir on 27 April. They are already liaising with PB.
7.3 A donation of religious books has been made. AH will sift through them.
7.4 AH advised she has been in contact with the individual commissioning the ICON for St John’s. Due to a mix up and misunderstanding, the original ICON has been gifted elsewhere, however, a new one will be commissioned for us.
8 Next Meeting
May 20th at 14.00hrs Location EM house (Lanton)
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.