Topics of Interest from the Congregational Board and Kirk Session A registered Scottish Charity No. SC003714

Matters of interest from the Board and Session meetings held on
held on 16th November 2011

FABRIC  COMMITTEE:  The Convener advised that:
1.  Police had been advised about the church window safety glass having been broken with air gun pellets but as we did not know when this had taken place they could do nothing but did ask that the windows are checked fortnightly in future.  The Convener hoped to recover most of the cost of replacement from our insurance company less required Excess.  The glass panels had been renewed.
2.  Office electrical work had been completed.
3.  An estimate for improving the church balcony lighting was awaited.
3.  Rhone above church back door needs repainting as does a new door on the outside gas cupboard.  Convener to arrange for this to be done.
4.  Quotations had been obtained to (a) replace the table microphone at £150 and (b) the wireless microphone at about £300.  There followed a discussion about the best way forward to improve the system.  The situation would be closely monitored over the next two months and discussed again at the January meeting
5.  Replacement hall guttering:  We had been advised by the Council’s Conservation Officer that it would be necessary to replace the guttering “like for like”.  Messrs Samson and Raffan were still investigating the matter.        
6.  Library heating:  The old gas fire had been removed and the wall had been repaired and now required to be painted.  A quotation for installing two electrical convector heaters had been obtained of £823 including VAT.  It was agreed to accept the quotation and arrange for one to be placed in the fireplace and the other under the alcove recess.  It was noted that the old fireguard was now surplus to requirements and a new “home” would be sought.

CHURCH  OFFICE  CONVERSION:    A land-line phone was now installed with one handset in the Office and the other in the Vestry with an answering machine.  The phones would be available for use in an emergency from Sunday, 20th November.  Duplicate office keys had been obtained and in future the Office door should be kept locked except when in use and on Sunday mornings.  Either the elders on duty or the duty beadle would be responsible for ensuring the door was locked after the money had been counted.

Mr Justice had volunteered to assist with the “secretarial” work and it was hoped one or two other members might be willing to share the duties to give holiday cover etc   Mrs Oakley, Mrs Saunders and Mr Justice would work together to shape the job gradually.  In the meantime intimations should still be directed to Mrs Oakley.

Emergency church procedures had been updated and will be copied to members of the Board and Session.

Finally, Mrs Oakley said that the new office lighting and additional power points meant that we now had a workable office in place which she hoped would prove beneficial.  She thanked all those who had made it possible.

FINANCE  COMMITTEE:  The Convener circulated a simple Income and Expenditure report for 10 months to 31st October showing a current deficit of £348.  He anticipated the final Accounts for the year would show a surplus.  The final invoice from Dundee Plant had been received and the final professional fees invoice was expected soon.

 GARDEN  COMMITTEE:  The Convener reported that the grass had been cut in time for Communion Sunday and a general tidying up had been carried out.  Mrs Grinyer was thanked for planting up two tubs for the front door of the Church with pansies and the John Murray bed with winter plants.  The Garden Committee hoped to continue its work over the winter months to keep the weeds under control.  Only one of the garden benches would be taken inside over the winter.

SOCIAL COMMITTEE:  Nothing to report other than preparations were well in hand for the Christmas Fair.

CHRISTMAS TREE:  It was noted that the Church tree would be smaller this year and it was proposed and agreed that it be placed to the left of the pulpit.                                                 

WORLD  DAY  OF  PRAYER:  Miss Dougherty advised that it would be the turn of St Stephen’s & West to host the World Day of Prayer for the Broughty Ferry Churches on Friday, 2nd March 2012.  The Leader would come from Our Lady of Good Council and the Readers from St Mary’s (Episcopal Church, Broughty Ferry).  Mr Alec Perry has confirmed he is available to play the church organ and we were asked to arrange for people to take the collection and welcome those attending.  The prayers have been written by women from Malaya.  Mrs Helen Symington has agreed to provide the flower arrangements.  An attendance of around 100 is anticipated and use of the Hall will also be required to provide refreshments following the Service.  On the Sunday prior the Church would be required in the afternoon to enable the Leader and Readers to practise and a working microphone system would be also be needed.

CHRISTMAS  SERVICES:  The Christmas Gift Service would take place on 11th December and the combined Choir and Young Explorers’ Service on 18th December.
Details of all Broughty Ferry Christmas Services would be circulated during the Switching-on of the Broughty Ferry Christmas Lights.

Mary Saunders
Clerk to the Board
November 2011

Matters of interest from the meetings of the Kirk Session and Congregational Board on 19th October 2011

TRIAL LINKAGE WITH DUNDEE PARISH CHURCH:  ST MARY’S:  Following agreement reached between St Stephen’s & West and St Mary’s Parish Churches to carry out a trial pilot scheme over the coming twelve months a discussion took place on how this would be carried forward.  Rev Keith Hall suggested that the two congregations and their office bearers get to know each other on a personal level.  It was noted there would be a regular exchange of pulpits – usually on the third Sunday of each month but initially on 20th November and 4th December and Rev Hall would attend our Congregational and Kirk Session meetings.   It was agreed there was a need to advise members of both churches and their respective church magazines would be a good way of doing.

MINISTRIES  COMMITTEE (ANGEL OF THE CHURCH):  In view of the trial linkage it was agreed to follow the example of St Mary’s in our response – sending in a short draft which would include our trial scheme to link with St Mary’s for the good of both churches.  

NATIONAL  STEWARDSHIP  PROGRAMME:  Leaflets provided by the Church of Scotland would be delivered/posted to all members with the next magazine. 

TRUSTEE  TRAINING:  Details of a Training Event being held in the Kinghorne Road premises of St David’s High Kirk Dundee on Monday, 21st November 2011 at 7.00 pm were noted.  Anyone wishing to attend should notify Mr John Grieve before 15th November.

CHRISTMAS & NEW YEAR SERVICES:  The following were noted:

25th December – joint service with St Luke’s & New Kirk in the New Kirk at 11.00 am

1st January – joint service with St Luke’s & New Kirk in St Luke’s at 11.00 am

Elders scheduled to be on duty these Sundays were asked to make sure at least one was available to attend or to arrange a replacement. 

Dates for our own Christmas services (Choir & Young Explorers) still to be confirmed.

 FABRIC  COMMITTEE:  The Convener advised that:
1. The required replacement guttering (Minutes of 21st September refer) could be supplied within two weeks of being ordered and installation thereafter would depend on the weather conditions.  As the church building was “A” listed he believed permission to replace with Alumasc aluminium instead of iron (which would be more expensive) would be required and Mr Raffan was asked to obtain clarification from Dundee Council in this respect.
2. The gas heater in the Library was no longer usable and it was agreed it should be removed and instead arrange for installation of two electric convector heaters (approx cost for two £300).  The necessary work to obtain a PI Certificate was to be carried out during the following week, including increasing the power supply for the Hall and Library and it was agreed the additional wiring required for the heaters should be carried out at that time.
3. The estimated cost of carrying out all the above work was £8500 in total.      
4.  It was agreed the electrician be asked to quote for the replacement of the Church balcony lights with Daylight tubes.

The on-going problem with the Church microphones was raised – particularly the wireless microphone on which the clip was broken and the “hood” for the microphone missing.  It was agreed the Convener obtain a quotation in time for the next Board meeting for new microphones.

CHURCH  OFFICE  CONVERSION:  Mrs Oakley advised the Board that following a meeting of the Publicity & Communications group consideration was being given to security in the office.  In the meantime we were awaiting the installation of the telephone line by BT.

FINANCE  COMMITTEE:  The Convener reported that due to changes in the Listed Places of Worship Grants Scheme we would not be receiving full VAT refunds on repairs and maintenance in the future.  Total VAT recovered so far on the Steeple repair was £39,000.  We were still awaiting final bills in this respect and he agreed to contact KLM and if necessary Mr Ed High to find out what was happening. 

HALL  COMMITTEE:  The Convener reported that hall lets had changed slightly.  Noticing from a report in the Courier that Tread the Boards were re-starting rehearsals in St Luke’s on Wednesday evenings he believed we were no longer under any commitment to keep that evening open for them and offered it to the Youth Group.  Mr Bryce had responded by e-mail that Wednesday nights were of no use to the Youth Group but asking if the Badminton Club (Junior and Senior Groups) might be prepared to change. While appreciating the help given to the Church by members of the Youth Group it was proposed that Mr McPherson contact Mr Bryce suggesting he approaches the Badminton Club himself to see if they might be willing to move to a Wednesday.  This matter would be kept under review.

The Convener also advised that while losing money if Tread the Boards do not return, this had almost been covered by new lets to a Friday Zumba Dancing class, a Friday Country Dance Club and Saturday evening dances twice a month.

He further advised that following the visit of the Health & Safety Officer he was collecting signatures from all hall users confirming they had read and understood the Hall Rules.

GARDEN  COMMITTEE:  The Convener reported that they were coming to the end of the “gardening year” but hoped it would be possible to cut the grass once more before the winter and carry out a general tidy-up before Communion Sunday.  Spring bulbs were being planted around the hall and in the front garden.  Once again the Board recorded their appreciation of the work being carried out by the Garden Team.

Mary Saunders
Clerk to the Congregational Board
11th November 2011

Pdf Files of Above - 16th Nov 2011 & 19th Oct 2011