The PCC Secretary

The PCC Secretary

Currently our PCC Secretary is Steve Worsley

Role and Responsibilities

Below is a high level list of tasks for the PCC Secretary for more information you should consult the Church Representation Rules book.

Key Tasks;

  • To inform the Diocesan Office of his/her name and that of the other officers elected at the Annual Parochial Church Meeting (APCM) by returning the form sent with the Articles of Enquiry from the Diocesan Office.
  • To liaise with the Parish Priest, who is normally the Chair of the PCC, over the preparation of the Agenda and supporting papers for meetings of the PCC (or to liaise with the Vice Chair, during a vacancy).
  • To advise PCC members, at least ten days in advance of the next meeting, and to prepare, produce and issue the Agenda and supporting papers to every member in good time, at least seven days before the meeting.
  • To attend PCC meetings and take accurate notes from which to prepare the Minutes.
  • To produce and distribute the Minutes of each meeting.
  • To ensure that a copy of the Minutes and any supporting papers (but excluding any confidential items) are available for public inspection.
  • To keep an accurate record of attendance at meetings.
  • To ensure that the PCC fixes the dates of future meetings.
  • To record all resolutions passed by the Council, together with the names of the proposer and seconder and voting figures.
  • To handle correspondence on behalf of the Parish.
  • To organise the APCM; post the appropriate notices and commission, collect, duplicate and issue written reports, agendas and minutes.
  • To prepare, or have prepared, an Annual Report to the APCM on the work of the PCC and send, or arrange to have sent, a copy to the Diocesan Secretary together with a copy of the Annual Accounts.
  • To ensure that there is an up to date copy of the Church Representation Rules available at the meeting and to particularly understand the rules relating to voting procedures and the eligibility of persons to vote.
  • To notify the Diocesan Office of any change in parish officers, or their contact details as soon as possible, e.g. PCC Secretary, Treasurer, Electoral Roll Officer, Church Warden etc.
  • To notify the Diocesan Office and Deanery Synod Secretary of changes in Parish Representatives on Deanery Synod.

Minutes—Ten Points for Success!

1. Listen to the discussion and note the points on which the meeting reaches general agreement. If there is a clear split in opinion summarise both sides. Record the decision, but don’t try to write a transcript.
2. If you are unsure of the decisions taken on a particular item you must ask the Chair to summarise the discussion. A good Chair will do this anyway, for the benefit of the meeting as a whole, especially if the discussion has been a long one.
3. Make notes during the meeting and write up the minutes afterwards. Do this as soon as possible while the proceedings are still fresh in your mind.
4. Minutes are effectively a history of the PCC and as such should normally be written in the past tense. They should be written so as to give someone who was not at the meeting a clear summary of what took place.
5. Sections and paragraphs within the minutes should be numbered for easy reference and should have clear headings. It will help to start with the year, e.g. 15/03.
6. Matters discussed in different parts of the meeting can be brought together in the minutes if this makes the record of the meeting more understandable.
7. When the PCC decides on action to be taken, make sure that both the action and the person taking it are clearly shown in the minutes. You may find it helpful to include an ‘Action Column’ which lists the person responsible against each item. Alternatively you could underline, or show in capital letters both the action and the person taking it.
8. The PCC as a whole is responsible for the decisions taken at its meetings. However, any member can ask to have his/her dissent formally recorded in the minutes.
9. Where the PCC decides that part of the meeting is confidential, you should minute those items separately (preferably on coloured paper and marked ‘Confidential’).
10. When you have written the draft minutes show them to the Chairman for approval. Then get them typed, photocopied (keep some spares) and circulated. It is best if the minutes are circulated as soon as possible after the meeting. They will not, of course, be formally agreed until the next full meeting of the PCC so retain your original notes.

Our People
Webpage icon Treasury Team
Webpage icon Vergers and Eucharist Assistant
Webpage icon The Churchwarden(s)
Webpage icon The Parochial Church Council (PCC)