COVID-19 and guidance on meetings

First published on: 3rd April 2020

As charities within the UK, there are still issues of good governance that need to be dealt with and maintained. At this time of national emergency, the organisational structure of our churches, potentially reaching into every community, and their volunteer bases are needed more than ever.  But ’keeping safe’ in this context goes beyond the physical health requirements of reducing viral infection rates. 

Although PCCs are not currently allowed to meet and discuss issues and practicalities in person, they are still corporately responsible and liable for the actions of ‘their church’. 

This guidance tells you what is permissible in terms of parish governance. It covers

  • Can we hold a video/audio meeting?
     
  • How do we make and record decisions?
     
  • Do we still need to have an Annual Meeting (APCM)?
     
  • How do we elect new officers for the PCC and Deanery Synod?
     
  • Does the current PCC Secretary & Treasurer have to stay in post until the next Annual Meeting?
     
  • Does the PCC still need to generate a set of Church Accounts?
     
  • Do we still need to create a written report about the parish when we haven’t been meeting?
     

Can I hold a video/audio meeting?

Video or audio conference calls do legally constitute ‘a meeting of the PCC’.  It is therefore important that all such meetings are carefully minuted.  Some platforms for video/audio calls allow the participants to record the call; please ensure all participants are aware that they may be being recorded.  Deliberately recording meetings can also be a useful tool for the PCC Secretary when writing the minutes. 

When using video/audio call platforms for your meetings and discussions much greater care must be exercised by the meeting chair/organiser to ensure that everyone taking part has an opportunity to contribute.  Each contributor must also demonstrate a high level of restraint when speaking, and waiting for others to finish their comments.  It is even easier in a virtual meeting than in an ‘in person’ meeting for one voice to drown out all others.  There are a number of  ‘how to’ guides available on websites, like Microsoft, concerning video/audio conferencing.

If your PCC wants to hold video/audio conference call meetings then the first order of business must be for the PCC to agree to hold such meetings and minute this decision.  
 

How do we make and record decisions?

Rule M29 of the CRR 2020 (Church Representation Rules) allows the business of the PCC to be undertaken by correspondence, where the Chair deems the proposal to be appropriate for such a medium. 

The PCC or other committee can have a discussion over video/audio conferencing however we recommended that any decisions are made via email with the proposal and all responses being printed for the permanent record of the PCC or committee.
 

Do we still need to have an Annual Meeting (APCM)?

Yes, it is a legal requirement. 

The deadline for holding parish meetings in 2020 is now October 31st. Once we are able to hold public gatherings you should make arrangements to hold your annual parish meetings before that date, giving notice in the usual way.

Archdeacons’ visitations for the admission of churchwardens will be rearranged for dates in November.

Current deanery synod members (elected in 2017) will now continue in office (including as PCC members) until 30th November 2020, instead of 30th June.

If you have already held your parish meetings in 2020 you don’t need to do anything further. However, where new churchwardens have been chosen this year you may wish them to be admitted before the delayed archdeacons’ visitations. This can be done remotely: please contact your archdeacon.

If your parish is registered directly with the Charity Commission you will need to upload your respective [Independently Examined] Annual Report & Financial Statements to the Charity Commission by 31st October.

 

How do we elect new officers for the PCC and Deanery Synod?

The term of office for each PCC member expires at the Annual Meeting that is applicable to their individual term of office.  If your parish has not already held its Annual Meeting then all current PCC members and officers remain in post until such time as your parish does hold its Annual Meeting.

If your parish has already held its Annual Meeting then the PCC membership can, if the Chair so chooses, appoint its officers and Standing Committee through the use of rule M29 (Business by correspondence).
 

Do the current PCC Secretary & Treasurer have to stay in post until the next Annual Meeting?

While the PCC Secretary, Treasurer, etc. must be formally appointed at the first meeting of a PCC after each Annual Meeting, this does not mean these individuals have to stay in post for the whole year.  As PCC appointments, the PCC can choose to appoint different individuals, or even multiple people (in order to share the workload), to the same role at any time.
 

Does the PCC still need to generate a set of Church Accounts?

Yes, each PCC must create a set of accounts [financial statements] for their parish covering the year 1st January 2019 to 31st December 2019. 

These accounts must be approved by the PCC’s membership and Independently Examined, as normal. Even if the Annual Meeting is pushed back several months there is no need to delay the PCC approval of the accounts; that can happen as soon as the accounts are ready. In fact, the national church officers have asked that, wherever possible, churches complete and approve their accounts and have them Independently Examined as soon as possible.

Churches are also asked to complete the annual Return of Parish Finance (RPF) with their annual accounts. Don’t wait for your Deanery’s Archdeacon’s Visitation service later in the year.  National Church are also asking that churches submit their RPF before 15th June 2020.

  • Given the current circumstances it would be very helpful if each church entered its own RPF information in to the national church Parish Returns website.  Anyone in your church who requires a username for the national system can email Central Services at St James’ House
     
  • Alternatively, you can complete the RPF as an Excel spreadsheet which will come with the visitation papers or can be accessed from the diocesan website on this page.
     
  • If you use a paper copy, please also scan it and email to Cath Gaskell if possible to do so; if not then email Central Services

As always, Church law requires each parish to send the PCC’s annual report and accounts to St James’ House.  Please do so as soon as possible after the PCC has approved them. As above, you do not need to wait for the Visitation service or even your Annual Meeting.

Again, given the current circumstances mailing hard copies of the accounts is problematic. Wherever possible we would appreciate an electronic copy of the church accounts, either as a file or as a scan of the paper documents. We realise that this may not be possible for some churches.
 

Do we still need to create a written report about the parish when we haven’t been meeting?

Your PCC’s written Annual Report (also known as the Trustees’ Report) is a requirement under English Charity Law and has only a small connection to the general organisation reports normally provided to the Annual Meeting. 

A template for a PCC’s Annual Report can be found on our diocesan website. linkneeded

Your PCC’s Annual Report must be approved by the PCC and forwarded by email to Cath Gaskell at St James’ House as soon as available.

 

Coronavirus help and support

For all of our help and support pages on coronavirus go to

www.churchofengland.org/coronavirus

 

National advice

For national advice, digital resources and prayer and worship ideas 

www.churchofengland.org/coronavirus

 

Contacting our staff

St James House staff are working remotely at the moment and to cut costs we are using the government's Job Retention Scheme. So we have less staff in work so please be patient.

For help and advice please email CentralServices@liverpool.anglican.org. Don't ring us we may not be able to answer. Try not to send post. If you can scan and email please do.. If not email centralservices@liverpool.anglican.org for advice.

Please be patient if it takes longer than normal for us to get back yo you

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