Minutes: meeting held at St Joseph's Hall on Tuesday 15th June 2010 at 7.00pm
Mary Wilkins (Secretary)
Persons Present: Father Stephen, Pauline Toohey, Mary Wilkins, Anne Hall, Deacon Geoffrey Carey, Deacon Wilf Westlake, Alicia Watkins, Judith Boichot, Joe O'Brian, John Jenkins and John Alway
Apologies for absence: Jim Logan and Sister Maria Doherty
Opening Prayers: Fr Stephen opened the meeting with prayers
Welcome of new members: Father Stephen welcomed the new members Judith Boichot, Joe O'Brian, John Jenkins and John Alway to the parish council
Approval Of The Minutes: Approval of the minutes from the Parish Council meeting held on the 4th May 2010. The majority of members acknowledged and approved the minutes the week after the meeting. A copy of the minutes was then displayed in the churches and on the parish web site
1. Matters arising from the minutes of the last meeting:
The Big Marriage Celebration: There had been so far, six interested couples in celebrating the sacrament of marriage at Plymouth Cathedral in November.
The Portland site: There had been two offers - £180,000 and £200,000 both refused.
2. Elections to the Parish Council as per constitution: The following were elected as officers of the Council. Ms Pauline Toohey - Chairperson, Mrs Judith Boichot - Vice Chairperson and Mrs Mary Wilkins - Council Secretary.
3. Emergency Repair team: The parish Health and Safety Adviser is Mr Graham Dewey. There has been growing concern over the body of emergency repair team and who does the repairs. An item of concern needs to be reported to Graham Dewey. A list of the emergency team member's names and telephone numbers will be in each sacristy if required, rather than opening published.
4. Repair work to St. Augustine's hall and church: There are a number of items in hand at present. The main entrance door to the hall needed to be repaired within the week, as it had been 'kicked in'. Also two entrance side gate posts had been taken down and replaced .The one by the garage, at the back lane which had been dropping and there had been difficulty in locking the gates. The gate near the front, the lock was loose and was reluctant to lock due mainly to 'wear and tear'. If unable to lock it was then allowing the corridor at the side of the church/hall accessible to vandals. New toilet seats had been fitted in the ladies toilets. There are to be no big repairs done unless required as a safety measure. There will be a refurbishment at a later date. The two doors will be repaired as a quote for new doors was £5,000. The floor in the hall has to be checked, as the supports and joists are old, before any new floor boards will be laid. Also the main front door of the church needs to be looked at but as listed needs to be restored as original and would therefore need to be removed and the front boarded up while doors restored.
5. Stewardship - a programme: This programme is operating slowly but building on the people of the parish. It needs to be recognised that we are the formation of stewards in the church, and until we accept that we are the stewards then we are bystanders. Developing and taking on board responsibility as Christians - not just looking at what has been done by others in the parish but taking part. Father will bring forward the format of how to implement by starting small, adding members and growth within the parish. Father is reading a book 'Making Stewardship a Way of Life' - proposed by the Diocese on trial from Plymouth, which has been put together by a priest in a parish in the U.S.A - ideas and effects. It is very wordy and comes with a D.V.D, power point presentation, which was very effective in his parish. It increased the income of the parish by 200%- brought the people closer together as linked stewards, working as one - looking at Parish council as a group who decides what is best for the parish.
The parish council will look at this first and decide would the ideas enhance our parish? Maybe David Wells could be invited to come and do a presentation at a later date, when Fr Stephen has completed reading the book.
6. New Lay Representative for the Deanery Forum: The members of the parish council were asked if any of them would like to take up this seat- there were no volunteers. Deacon Geoffrey Carey proposed the members of the parish who were put forward for election, who didn't get elected are asked. He offered to speak to them with Pauline this week as the next meeting on 30th June.
7. Papal Visit: The Queen has invited the Holy Father but the Government is responsible for safety and all security, which will be of very high standards. The venues visited are spread out including Edinburgh, Glasgow, Birmingham and London. The venues are only available to ticket holders. Our parish has had three youths names put forward as for a place to represent the parish at the visit to London. We are still awaiting the programme of the visit and may have large screen/party within the parish on one of the dates. A mass intention will be that weekend.
8. Any other business: The council was asked whether parishioners could write the bidding prayers for mass. After some discussion it was decided that a particular item could be asked to be included in a bidding prayer and parishioners could submit to the parish office any request. Father will then check its suitability for inclusion and if suitable, see that it is included.
9. Other items included: Adverts on parish notice boards and parish constitution, which will be put on the agenda for the next meeting.
10. The date of the next meeting: Tuesday 28th September 2010. 7.00pm at St Joseph's hall.
11. The meeting ended with a prayer
Minutes: meeting held at St Joseph's Hall on Tuesday 4th May 2010 at 7.30pm
Mary Wilkins (Secretary)
Persons Present: Father Stephen, Tony Keane, Pauline Toohey, Mary Wilkins, Jim Logan, Nancy Brook, Anne Hall, Deacon Geoffrey Carey, Deacon Wilf Westlake, and Alicia Watkins
Apologies for absence: Suzanne Newson and Ralph Johnson
Opening Prayers: Fr Stephen opened the meeting with prayers.
Approval Of The Minutes: Approval of the minutes from the Parish Council meeting held on the 9th March 2010. The majority of members acknowledged and approved the minutes the week after the meeting. A copy of the minutes was then displayed in the churches and on the parish web site.
1. Matters arising from the minutes of the last meeting:
Father Stephen had asked Sister Maria Doherty to sit on the parish council, after Sister Maria Cooke had moved away. Sister Maria accepted and will attend her first meeting in June.
Home is A Holy Place - Deacon Geoffrey Carey had been invited to bless four homes of parishioners, since the last meeting.
Pauline Toohey had informed Graham Dewey (the Parish Health and Safety Officer) that he was now responsible for the emergency team for the parish.
Father was asked if he had any dates yet for the Legion of Mary team to visit our parish. Father Stephen would chase this up as no dates at present.
2. Elections to the Parish Council as per constitution:
The Annual general Meeting 11th May. Nine parishioners should make up the Parish Pastoral Council, ideally by election. Four existing members are to stand down - Tony Keane, Nancy Brook, Suzanne Newson and Ralph Johnson.
The remaining members are Pauline Toohey, Anne Hall, Mary Wilkins and Alicia Watkins.
A notice went in the newsletter and there thirty forms have been returned to the parish office with nominated candidates. The names nominated are all registered in the parish.
A voting form will be given to everyone who attends the A.G.M and a cross or tick next to four candidates each parishioner wishes to vote for. Any more marks will invalidate the form. The signature of the voter is required at the bottom of the form to be verified as a registered parish parishioner. Voting forms will be collected by Father to check as registered in the parish and votes counted.
The candidate will then be contacted by Father to ask if they wish to take up this position on the parish council. An announcement will then be made by Father at mass and published in the newsletter.
3. Youth Parish Council:
Deacon Geoffrey Carey had been asked by some of last years Confirmation youths about having a parish council group. The parish council members discussed the idea and said yes in the sense of the idea. There would have to be more interested than at present. It was suggested that they meet and report back at the next parish council meeting whether there was anymore interested youths. Ideally half a dozen required for it to be feasible- if the interest is there, it would go from there.
4. Big Marriage Celebration:
Deacon Geoffrey Carey had read in the Catholic South West newspaper an article on the Big Marriage Celebration and asked as to whether our parish would be interested.
The article read - "In line with the Church of England and Wales, the Diocese of Plymouth will be celebrating the sacrament of Marriage and its importance within the community, by holding a special celebratory Mass in the Cathedral in Plymouth on November 20th 2010. The Diocese is inviting those who have been married for 10, 25, 30, 40, 50, 60 years or indeed any significant anniversary this year, to join other couples from all over the Diocese in this celebration."
It was suggested that a notice would go in the newsletter and any married couple who would like to receive an invitation to attend this celebration should contact the parish office.
5. Any other Business:
A) Jim Logan informed the parish council members of the dates for the finance committee meetings for this year- September 14th, November 16th, January 18th and April 26th.
B) Jim Logan mentioned that the Offertory on a Saturday evening Mass the same parishioners took the gifts up each week. He offered to suggest that different parishioners be asked, without upsetting anyone.
C) Nancy Brook asked if anyone would consider stepping forward to join the Dorset Deanery Forum as a vacancy arises at present and Nancy is stepping down in the near future, after many years of being part of the forum.
D) Father Stephen reminds everyone to regularly check the parish website, as it is updated frequently
E) The Portland site has been put on the market at £250,000.There has been three enquires so far.
F) The new drawings by the architect will go to Historic Churches and then to W.P.B.C. On display in the hall at the A.G.M will be the drawings. Father is determined to keep to the budget .
The parish council would like to thank the members who are standing down for their service on the council. A letter will be sent to Suzanne Newson who is absent from the meeting thanking her.
6. Date of next meeting:Tuesday 15th June 2010 7.00 pm at St Joseph's hall.
7. The meeting ended with a prayer.
Minutes: meeting held at St Joseph's Hall on Tuesday 9th March 2010 at 7.30pm
Mary Wilkins (Secretary)
Persons Present: Father Stephen, Tony Keane, Pauline Toohey, Mary Wilkins, Sister Maria, Nancy Brook, Anne Hall, Deacon Geoffrey Carey, Deacon Wilf Westlake, and Alicia Watkins
Apologies for absence: None
Opening Prayers: Fr Stephen opened the meeting with prayers.
Approval Of The Minutes: Members unanimously approved the minutes of the Parish Council meeting held on the 1st December 2009. The majority of members acknowledged and unanimously approved the minutes the week after the meeting. A copy of the minutes was then displayed in the churches and on the parish web site.
1. Matters arising from the minutes of the last meeting:
First Aid- A question over whether the parish needs to have a named First Aider following Health and Safety requirements. As Health and Safety officer Graham Dewey would be asked.
Home is A Holy Place - All quiet from the working party at the moment but it had been suggested whether a Deacon would do house blessing and then give out prayer card.
2. Elections to the Parish Council as per constitution:
The Annual general Meeting 11th May. Nine parishioners should make up the Parish Pastoral Council, ideally by election. Four existing members are to stand down - Tony Keane, Nancy Brook, Suzanne Newson and Ralph Johnson.
The remaining members are Pauline Toohey, Anne Hall and Mary Wilkins.
A notice will go in the newsletter and forms for nomination will be made available at the back of each church. These should be returned to the parish office in a sealed envelope.
The next Parish Council meeting after the A.G.M will be when the decision made on the Chair, Vice- chair etc
It was suggested that after Mass at both Churches, members of the Parish Council be available for parishioners to meet, ask questions and find out information with the Parish Council. The 28th March was decided and after the 9am mass at St Joseph's - Tony Keane, Pauline Toohey and Alicia Watkins volunteered to be available. After the 11am mass at St Augustine's - Anne Hall, Deacon Geoffrey Carey and Nancy Brook volunteered to be available.
Jim Logan arrived to meeting after attending the building meeting.
3. Legion of Mary - Parish Evangelisation: The Legion of Mary who are based from Devon and Cornwall would like to send a team to the parish. Their objective is to visit every home that is registered in the parish to talk, listen, explain Baptism, Mass and other Sacraments within the church.
It is usual that the team of between eight and fourteen members are accommodated by parishioners.
On the Friday following the week's visits, a Mass will be said inviting everyone along with the opportunity of confession previously. This encourages any lapsed Catholics to attend and be welcomed back into the parish.
4. Catechists within the parish: A letter had been received from a Catechist with concerns over the Health and Safety of the children attending the Children's liturgy at St Augustine's. The letter was read and her concerns discussed.
The points mentioned regarding adults in the room being C.R.B checked had already been dealt with accordingly. A risk assessment had been done by our Health and Safety Officer Mr Graham Dewey during an 11am mass. His report has been attached to these minutes. A copy of this was handed to Jim Logan from the Finance Committee re purchase of items required urgently.
A letter would be sent to the Catechist acknowledging her concerns and how action has been taken by the Parish.
5. Catechists/Teachers/Youth Leaders Residential weekend in Penzance: There was attendance of six from this parish. Taking part in workshops, liturgy, fellowship and music etc. The key note speaker was Thomas Groome. He has a gift of portraying the Catholic Church and has written a book called What Makes Us Catholic. The weekend was recommended and next year it will be hosted in Exeter.
6. Update on Emergency repairs: Emergency team's existence was confirmed with Finance committee. They wanted confirmation from either Father Stephen or Jim Logan to go ahead and spend money.
Jim Logan spoke to Insurance broker who required carpenters repairing fences and did not want retired civil servants climbing ladders to mend gutters. He also required the involvement of Health and safety. Graham Dewey our Health and safety Officer has been informed.
Pauline Toohey suggested that if emergency is to be sorted quickly a proposal to all mentioned previously that Graham Dewey should be the first and only point of contact - he may indeed appear as another pair of hands. In order to ensure that the emergency work can go ahead with speed it would be helpful if the finance committee and Father could agree a sum of money which Graham may authorise to be spent in an emergency.
Father Stephen and Jim Logan agreed that they were not prepared to give out money and two telephone calls were all that was needed to sort the emergency repairs out.
Volunteers were only to do small jobs around the parish applying the safety of all concerned.
7. Stewarding:Ideally still to do as there are people still standing at the back of the churches or going up to the organ loft.
8. Any other Business:
A) Jim Logan wished to mention that the Big Breakfast was a BIG success with twenty two attending. The next Breakfast will be in November because of holidays
B) Queuing for Confession. Could people be persuaded to wait on the opposite side of the aisle to the confessional - St Joseph's box is definitely not sound proof. The same problem exists to a lesser degree at St Augustine's. People sitting on the other side of the aisle would be able to see more easily when someone comes out of the box.
9. The meeting ended with a prayer.
10. Date of Next Meeting: Tuesday 20th April 2010; 7.30 pm at St Joseph's hall.
Risk Assessment - St Augustine's (Graham Dewey's Report)
Urgent Items
1. Fire guards to both fires
2. Fire risk assessments for the use of the building as it is now not a residence
3. Change the batteries in the fire alarms and test
4. Evacuation training for the catechists
5. Child carrying the candle needs an adult support at all times to prevent other children knocking into them
Other Items
1. Fire doors should be fitted at a later date to the upper rooms if we continue to use the premises in this manner. Perhaps we should reconsider whereabouts the groups meet.
2. Regular inspections of the stair carpets need to be undertaken as they are slightly worn
3. Installation of fire exit signage as this is no longer used as a dwelling