Outstanding from the last meeting
It was noted that the outside lighting around OLSP Church is now fit for purpose with no dark areas to impede safety.
The defibrillator has been sourced since the last meeting and is due to be installed outside of Valley Builders (free of charge) for Church and community use.
CCTV is proving effective with no ongoing costs, and the Church has been successfully opened each weekday from 9am to 1pm as a result. There are a few people who come to pray most days. Possibly more CCTV signage is needed outside to inform people that they are being monitored.
The Comms team will temporarily take on the Eucharistic Ministers rota.
Safeguarding
It was reported that the recent audit went very well. All those volunteering with children and vulnerable adults have enhanced DBS.
It was suggested that copies of all rotas are also kept with the Safeguarding files in the locked cupboard in the Office. Parish Admin will make a folder for these and ask people to hand in the old rota from the noticeboards when they produce the next one, as this is the rota that will contain notes of any swaps of duties.
Examples of rotas include:
- Ministry of Consolation
- Ministry of Eucharist (home visits)
- Diary of Altar Server attendances
These should be kept for 10 years.
The SVP manage their own safeguarding.
Recommendations from the audit will be brought to the next meeting.
Facilities
Safety-Toolbox: This is a tool used by the Diocese for Health and Safety compliance. There are questionnaires and checklists to maintain.
Currently there are very few outstanding submissions. A volunteer with experience in H&S offered to review the Accident and Emergency checklist and Emergency Action Plan. This checklist also incorporates Fire Safety.
Discussed possibly assigning Welcomers the role of Fire Warden but noted the importance of not overwhelming volunteers.
Hymn Board: There have been complaints that the numbers are harder to read. The originals will be trimmed to fit the new board.
Grounds: Improvements noted following the new gardening contract. A group for Spring planting would be welcomed, depending on funds.
Water Butt: Sourced and to be installed at the Parish Centre. This will help in case of water outages and support gardening/flower teams.
Church Sign: The sign is deteriorating and contains outdated information. Cost-effective solutions will be explored. A temporary fix is recommended due to upcoming changes linked to the Pastoral Plan.
Storage: Both internal and external storage need review.
- XX to consult cleaners about required supplies
- Cleaning cupboard to be cleared
- Tables to be reorganised with a layout guide displayed
- A general clear-out of cupboards is needed
This will also address fire safety concerns regarding blocked escape routes.
Church Space for Children
A proposal was made to create a family-friendly area near the baptismal font.
There were mixed views, but agreement to trial the idea.
Requirements:
- Easily rearranged by one person
- No obstruction of fire escape routes
Feedback from Groups
Catenians: No issues. membership could increase. Fundraising and support remain strong.
Flower Group: Three new members recruited successfully. Plans in place for Easter arrangements.
Readers Ministry – Currently 11 readers; aim to increase to 12 for pairing at Mass. Appreciation expressed to XX for continuing as coordinator.
Cleaners – Duties to be clarified. A new contact person is needed. Current cleaners are leaving but replacements have been arranged.
Altar Servers – Plans for Easter services include greater congregation involvement, especially during Palm Sunday and Easter Vigil.
Ministry of Consolation: Running well with regular attendance.
Comms Team: A younger volunteer would be useful. Suggestion to promote as a CV-building opportunity.
Funeral Drive: Need to promote funeral planning resources available in the Church.
Community Action Day
Leading up to this we should aim to:
- Celebrate current volunteering experiences
- Use engaging marketing
- Encourage wider and younger participation
- Support succession planning
A strategic volunteer recruitment plan will be developed.
Relevant opportunities:
- National Volunteers Week (June)
- Big Help Out initiative
Promises of the Father Seminars (April–June)
Following the Bible Study Course, seminars will be facilitated as part of the Charismatic Renewal Movement. They will take place at St Bernard’s and those interested will need to register via the QR code
Any Other Business
Discussion about potential youth initiatives and external support for something like the programme run at Worth.
It was noted that the diocesan youth leader is currently unavailable.
A query was raised regarding the outcome of the meeting at St John’s Church in Horsham in October 2025. A report has been prepared but cannot yet be finalised due to the current vacancy in diocesan leadership.
The meeting concluded at 8:05pm with a closing prayer.
