Minutes from Parish meetings   Our Lady of Lourdes, Sawston UK
		On this page you will find the latest approved minutes from the Sawston Pastoral Council and Fabric Committee meetings (click here to go straight to latest Fabric Committee minutes) and the most recent AGM (click here to go straight to the 2008 AGM minutes). SPC meeting Minutes of Sawston Pastoral Council Meeting Date: 4^th March 2009 Present: Mo, Raf, Julie, Claudia, Peter E, Peter L, Nick, Marie, Ruth, Kate and Bernie Apologies: Helen and Jenny Opening Prayer Claudia Quiz Night Bernie had joined the meeting to discuss. Due to the forthcoming building issues, it was felt wise to put this off until September. Bernie will return in July to discuss plans again. Several suggestions were made, relating to alternatives to the ‘horn’ and the possibility of using powerpoint. Bernie left the meeting. Minutes of Last Meeting 9^th January 2009 Minutes were agreed. Arising from this: a. The cheque for the O.W.L. has now been raised and will be delivered to OWL. It was clarified that the Council will always decide what to do with excess monies raised in the Sawston parish for the Parish. b. Gifts to servers have been given annually and also to the musicians. There was discussion regarding what would be appropriate in recognition of their contribution. c. Suggestions – A social event eg: Bowling, treated by the Parish or Book Tokens. Age limits were discussed eg: for outings 11- 16. A Christmas party for infant/juniors annually. An outing to be arranged after Easter to include the 10 confirmation young people. Claudia to lead on this. The DPP Review It was suggested that a separate meeting be held to assist Mo with this document. It was agreed to meet at 7pm on Monday 16^th March 2009. Site Development Results of the questionnaire were shared. Phase 1. Already agreed Phase 2. 73 for project, none against, 3 didn’t know Phase 3. 72 for project, 1 against, 3 didn’t know Phase 4. 70 for project, none against, 4 didn’t know, 2 no answer Phase 5. 55 for project, 2 against, 17 didn’t know, 2 no answer The results allow projects to go ahead. Possible cost £120,000. We have enough funds. Hopefully all completed by the end of the Summer. The contract is already signed and the firm has already applied for Planning Permission. On the issue of a Co-ordinator – Raf has fount out that we do not need one and has a letter from the Health and Safety Exec stating this. A copy of this letter will be passed to Nick and Norman Beaton. Performance Bond – Raf feels this is not needed. The agreement with the firm is that no payments will be made until jobs are completed. No completion – No pay. Future Events Nick suggested a visit to Colchester Zoo for families. This could be open to OLEM as well. Nick and Claudia will discuss this and bring back ideas to the next meeting. Theatre visits – perhaps a musical or play. London was felt to be too expensive. It might be better to look at Milton Keynes. The Bishop has asked us to be more active in cutting the carbon. We need to consider what we could start in our church. Ruth will organise a ½ day which might tie in with (c) as the speaker could be from CAFOD, Dr Michael Edwards is an environmentalist. John Malley has offered to attend to talk about the ‘Live Simply Campaign’. AOB Mo said she will be stepping down at the AGM. She asked Nick if he would think about taking over the Chair. There is a need for new guidelines since the change from PAC to SPC. The AGM will be held on the 13^th May 2009 at 7.30pm. Marie raised the issue of icy ground making walking into church dangerous. Raf assured the meeting that Paul had tried hard to move the snow and make it safer but the snow was exceptional this year and the area very large. Ruth asked that if our meetings were to be cancelled for other reasons eg: the consultation evening, it would have been a courtesy to ring everyone to tell them especially if they don’t have e-mail. Peter E mentioned that Tony Rogers has suggested that a font might be needed. Raf believes this is not necessary. Claudia asked about Liturgy for children over the Easter period. It was agreed that it would be good for the children to be part of the procession and mass. Kate floated the idea of car sharing as being a green idea to fulfil the request from the Bishop. Raf is trying to get all the people, who volunteered for the last building phase, together again. He felt a bring and share supper would be appropriate. Next Meeting 1^st April 2009 at 7.30pm Closing Prayer Raf Our Lady of Lourdes Fabric Committee meeting Minutes of meeting held on Wednesday, 18^th March 2009 at 7.30 pm Present: Bro Raf, David Evans (Chair), Colin Ball, Colette Sharrock, John Tudor 1. Apologies Apologies received from Bob Brookes, Bernie Flood, Richard Hunt, Paddy Keane, Kevin McMullen and Mo Tsentides 2. Agreement of Notes and Matters arising Minutes of meeting 18^th February agreed DE to produce notes 3. Outstanding Work required on site Gas cylinder enclosure to be moved to garage (CB) Timber from second garage cleared. Highways Dept at CCC contacted re removal of sycamore trees at front of site. Future site development Phase 3 · Quotation for new gas fired hot water heating system and hot/cold water supplies to toilets and kitchenette received from Roland Amey at £5260 +VAT · Quotation to upgrade light fittings and if need be power provisions received at £780 plus materials · Quotation to convert the old toilet / servers room to a toilet for the disabled and create a toilet within and to the right of the existing porch and convert the old Sacristy to a kitchenette received from Roland Amey at £ 8192 + VAT · New gas connection required NB to be contacted re contact with National Gas (DE) Maintenance (Not Phase 4 development) · Rebuilding of Drains and Fencing OMEGA to quote · Repaint garages and rebuild walls – volunteers. · New Phase 4 New Entrance Lobby Shrine Seek Parish Approval for Phases 3, 4 and 5 Richard Hunt to prepare submission to Diocese What work can be put in hand in the next few months? Schedule 5. Building Maintenance · Review of proposed Internal Maintenance Schedules still to be completed. · Conversion of outside light to PIR.- after canopy completed 6. A.O.B. None raised Date of Next meeting Agreed for Wednesday 22^nd April Volunteers Bring and Share Supper – Thursday 23^rd April AGM Minutes of Our Lady of Lourdes, Sawston AGM 2008 22^nd April 2008 7.30pm Chaired by Mo Tsentides (PAC Chairman) The chairman welcomed and thanked everyone for attending the AGM Mo reported that she had a written a report and that this was circulated around the room, that further copies would be available and that the report would be put on the website (click here to go to chairman’s report). Mo outlined the Agenda for the meeting. Parish Financial Report including ONC Richard Hunt gave a brief summary of the current status of the parish finances, which are attached to these minutes. The Parish Fund at year-end, 31^st Dec 2007, stands at £58,000. We also have DIT’S (Diocesan Investment Bonds) valued at £33,000, paying good interest. Total Parish fund at year-end stands at £91,000. All of the expenditure associated with the conversion of the hall to our New Church has occurred after 31^st Dec 2007 and will be taken out of these funds. Expenditure on the conversion is well under budget and all accounts should be settled soon. The total Our New Church fund collected to end of 2007 amounted to £234,950 and, after expenditure associated with the project, now stands at £162,057. This residual figure includes a large donation; by way of someone not claiming incurred expenditure. It was confirmed that all expenses associated with ONC had now been paid and that no expenditure had incurred since April 2007 and that no further expenses will be incurred on this account. It was confirmed that the ONC fund has since then been ring-fenced. Following discussion concerning the planned merger of OLOL with OLEM it was confirmed that all the ring-fenced ONC funds would be allocated for the benefit of the Sawston community. Bro. Raf said that after further consideration the merger of the Parishes, in terms of administration and finances would now take place on 01.01.2009. New Church Bro. Raf thanked those who helped in the conversion of Our New Church and said he was delighted with the result and warm atmosphere it created. There was general acclaim from the meeting at the end result. Bro. Raf said that such activity cemented the community together and based on these efforts he was confident we had the skills and capacity to do similar work in the future. 2^nd Phase of Site Development Bro. Raf stated no decisions would be taken this evening on the detail of any possibilities outlined and that in any event we would need Diocesan agreement before undertaking any development. To progress matters, a questionnaire would be produced in two weeks time asking Parishioners to views on the following. a) Formally giving up the idea of building a new church off site. b) Recognising the conversion of Hall as our New Church. c) The release of ONC Fund for further development on current site. d) Offer to those who contributed to the now abandoned ONC project the refund of their contributions (minus the proportion of expenses incurred by the ONC fund) and asking those wanting to do so, to transfer their standing orders to the general Parish fund. e) Delegate to F&F Committee future development, including the possibilities outlined in newsletter dated 20th April 2008. Any action on the result of the questionnaire would require a substantial majority of the Parish to support the same otherwise the matter would be revisited until there was consensus. Bro. Raf said that a ‘social space’ is required to foster the community because in the New Church religious and social activities can not exist at the same time. Question from the Floor a. There was a request to have a copy of the Parish accounts. Richard Hunt said that he had the accounts with him and that after the meeting these could be viewed. b. Bearing in mind the possible housing development just to the south of the village and the Bishop’s comment that we may need to accommodate 1000 parishioners, was this a throw away comment or one that needs consideration? It was agreed that our current consideration would not include such numbers, but if they happened we would embrace the situation. c. For any future development what accountability and controls will we have in place to avoid wasting money on future development, as we have done on ONC? It was pointed out that at previous AGM’s full accountability on costs and progress had been given. The F& F Committee will be very carefully monitoring and controlling such expenditure and processes. d. Who is the Finance and Fabric Committee? Norman gave the names of those involved as said that the names of the committee would be published in the Newsletter to aid lobbying of ideas / comments. e. Will the Stations of the Cross be transferred from the old Church? The existing Crucifix gives us the Stations of the Cross and more so to transfer them would be duplication. However they will not be forgotten and will be given pride of place elsewhere. f. Can we have white lines in the car park? Norman advised against this, as his experience was that fewer cars will be accommodated on site and it was better if everyone was considerate and flexible. g. Discussion of parking difficulties followed with the suggestions that we may need stewards and that demolition of the bungalow may ease matters considerably. Norman said that we would need planning permission to demolish the bungalow, but that his informal conversation with SCDC some time ago led him to believe that this would be granted. h. Will we be inviting Fr O’Toole and Fr David back to the Parish to see our New Church? Bro. Raf said that had been discussed, as well as having an” open morning” one Saturday, to invite our neighbours, and members of the other Churches in Sawston, to see what we have done,. Bro. Raf said that he had received a positive response from those neighbours that he had met and responded to his initiatives. PAC Membership Several people had volunteered to come on the PAC Committee, including David Ma, Peter Lawson, Peter Ede, Kate Farrington, Julie Beaton and possibly Nick Ash. 6. AOB a. Bro. Raf was asked if he would still be our Administrator after 31^st Dec 2008? Both Bro. Raf and Mgr. Tony Rogers said that in that regard nothing would change. b. Mo thanked members of the PAC, FFG and everyone for all their help through the year. Further she said that as we prepare for the merge that the two communities of OLOL and OLEM should now continue to have reciprocal events and support each other. c. Bro. Raf said he had enjoyed his first year, including our building project and said that he had seen the Parish growing together and becoming a strong community. He thanked everyone. Chairman’s Report I would like to start by saying thank you to you all for taking the time to come and attend our parish AGM. Just under a year ago on 25th June 2007 we had our last AGM, we had already said good-bye to Fr David and Bro Raf had taken over here as our parish administrator. With him came a fresh pair of eyes and we embraced the ideas that he brought and moved on. We decided that it was possible to refurbish our existing hall and make that our new church, so we organised and re grouped. The Finance and Fabric Group set about specifically dealing with the refurbishing of the hall. Over the following months a number of meetings took place with decisions being taken at various stages of the project. After all the preliminary works had been done, PAC and FFG jointly agreed to set up teams of people from our parish community to undertake the various tasks of decorating, painting, carpentry, joinery, plumbing, tea making etc. The list is non exhaustive. Bro Raf was keen for us to be in our new church by Christmas, but due to contractor delays and other constraints it was not possible to achieve his wishes. He had to push the goal posts; after consultation with the FFG and PAC he accepted that we should perhaps consider the move into the hall for Easter. Again not being a yesterday man, he set the challenge that we go for Maundy Thursday. Over the following months work progressed, with a lot of people from our parish community putting in a lot of their time and effort. On Maundy Thursday we had moved in. The story does not end here, there is a lot that we can achieve and I hope that as we listen to the discussion around possibilities of the next stage of the site development, that will do this in the knowledge and belief that we are a committed community and together there is not much we cannot do. We also need to be aware that the merger between OLOL and OLEM is due to take place by the end of this year. It is important again that we are all part of this process. I am appealing to you all to follow the discussions around this merger and again get involved as much as you can in the new community. I would also like to encourage reciprocal participations in the events held here and OLEM. Thank you for all the people that helped with the activities of the year, such as the over 60s Christmas lunch and the Christmas Bazaar. Both these activities have proved to be a success in past years and again this is because of the effort always put in by a number of people. In relation to the Christmas lunch, we had this at the Owl Café, and a good meal and good company was had by all. This year we would like to bring back the family BBQ and any such family events. The quiz is yet to take place over the next coming months. I would also like to hear about other event ideas, please speak to me or any other members of the PAC. I would like to take this opportunity to say a personal thank you to all the members of the PAC and FFG for all their commitment and also a personal thank you to all our community for staying on board with us and making the church hall project a reality. It is the sheer commitment by all that has made this possible indeed. Thank you Mo Tsentides LL.B Hons (Chairman)