Parish Affairs Committee (PAC)

PARISH AFFAIRS COMMITTEE  -  AGREED GUIDELINES

Composition 
All members to be nominated by the PCC.

Suitable quorum to be set by PCC, in the light of numbers nominated.

Membership may include a small number of people who are not PCC members:  maximum to be half the quorum set.

The Rector is an ex-officio member.  [It is recognised that he may choose not to attend all committee meetings.]

The Hon.Curate, and Churchwardens will not be nominated, but may attend and play a full part in meetings.

Other PCC members and others may attend and speak, by invitation, at meetings.

[It follows that dates of meetings must be agreed/set by the PCC and any changes or extra meetings declared well in advance to all PCC members and others members of the committee, and that meetings must not clash with other committees.]

The committee will appoint its own chairman.

Purpose and process 
a)       To maintain constructive contact with those involved in activities under the headings identified, viz.:

·                      Parish Weekend

·                      Other aspects of mission

·                      Youth work

·                      The fete

·                      The work of the Ministry Team (including the pastoral work)

·                      The work of the Social Committee

·                      All other work done by individuals and groups in the name of Ash Church

The committee will, at appropriate intervals in each case, set aside time at its meetings to reflect on the work being done; to hear from the people involved about their successes, the issues they face, and ways in which they might be further supported by the PCC; and to initiate any appropriate action.  Typically those  involved will be invited to attend, though in some cases other means of contact, formal or informal, may be thought appropriate. 
b)             To deal with day-to-day management under all the above headings, except where under the direct management of the Rector (i.e. the Ministry Team)

This part of the work will involve identifying and responding to needs and issues as they arise, in much the same way as the PCC has done up to now.  The agenda will include ‘Matters Arising’ tracking, along with other needs of the moment. 

Meetings to be called, in principle, for alternate months.

Committee to choose its Chairman, who will be a PCC member.  (There will also need to be arrangements for producing and promulgating agendas and notes.)

Should a vote be required:  nominated members to have a vote, along with any of Rector, Hon.Curate, and Churchwardens attending.  Committee Chairman to have an additional casting vote if necessary.

Written reports of all discussions and decisions will be communicated to the PCC Secretary (within a timescale laid down by him) to be passed on to the PCC ahead of its next meeting. 

If between scheduled meetings an urgent matter arises, the way forward will be discussed by the committee’s Chairman and the Rector (as PCC Chairman).

[Options include phone or e-mail consultation of committee members; reference to Standing Committee; calling of an emergency PCC meeting; or, exceptionally if timing dictates, reference to a scheduled forthcoming PCC meeting.  Whatever procedure is adopted, every effort will be made to involve all committee members in the discussion, and the temptation to involve the PCC unnecessarily in discussion of detail will be avoided!] 

Limitations

Any expenditure to be limited to emergencies only, and reported to the PCC as soon as practicable.  None to be incurred beyond £500 since the last such report, unless in case of delegation by the PCC or Standing Committee.

Committee to be sensitive to the need for full PCC to make the major decisions, including those on significant policy issues.

Urgent matters which go beyond these limitations to be dealt with on emergency basis as above.