Organising PCC meetings

Preparing for PCC meetings

Notification of PCC meetings (CRR M25(1-8)) 

• Proper notice must be given of a meeting taking place. In accordance with CRR M25(1) this should be at least 10 days before a meeting[1], with a notice should be displayed on every building in the parish licensed for public worship, on or near the main church door. It is good practice to set these for the year ahead, so if this notice is displayed, the requirement would be met (unless there’s a change in meeting date, then notice of this amendment would need to be given as per the original rule).
• The notice must specify the time and place of the meeting and be signed by or on behalf of the chair or other persons convening the meeting CRR M25(2).
• The agenda and accompanying papers should be made available 7³ days in advance (CRR M25(4)). This will help ensure meetings are more effective, as people will have had chance to review them properly before the meeting. CRR M25(3-4),
• If the chair, vice-chair and secretary, or any two of them, consider for an appropriate reason that a meeting of the PCC should be postponed, each member of the PCC and any other person entitled to attend, must be notified, specifying the time and place of the reconvened meeting, which must be at least 14 days before the original meeting date CRR M25(3-4).
• In the event of a sudden emergency or other special circumstances requiring immediate action by the PCC, the chair may convene a meeting by giving every member whatever written notice is practicable CRR M25(3-4).

Setting the agenda

• Think carefully about the purpose, order and time allocation of items within meetings as this can make a big difference to the effectiveness of meetings, in terms of member engagement and getting the business of PCCs done.
• The PCC secretary should prepare the agenda in consultation with the Chair.
• Any member of the PCC is entitled to ask for an item to be included, but if a new item is raised during the meeting for discussion, three quarters of its members in attendance must consent to this being discussed in the same meeting, for it to proceed (CRR M27(3)).
• Meetings are generally much more fruitful if trustees have plenty of time to consider a new matter with supporting information. The focus of the meeting can then be on assessing the merits of the proposal rather just spent understanding it. This can be aided by:
  • having a prompt for suggestions for next meeting as an agenda item at the end of the meeting.
  • seeking any suggestions via email, at least 3 weeks before the meeting date.
  • encouraging those proposing the item to provide succinct background papers with a clear proposal and what the members are being asked to do with a background, pros/cons of the proposal and financial information on the implications, as appropriate.
• State in the agenda whether each item is to approve (setting out clearly the motion), to discuss (e.g. if the proposal is at early stage) or to note (just for information).
• With a large agenda, it can also help to give an estimated time for each item, so that it is easier for members to remain engaged and keep the meeting on track, which in turn will help the Chair, chair the meeting.