Preparing for the Annual Parochial Church Meeting (APCM)
This document is intended to assist those who are new to preparing for the Annual Meeting of Parishioners (sometimes known as the Vestry Meeting) and the Annual Parochial Church Meeting.
It sets out the relevant information from the Church Representation Rules and the Churchwardens Measure 2001. These are the national Church’s regulations and ensure consistent practice across the country.
There is an illustrative timetable for 2019 on page 2 of this document
The APCM must take place on or before 30[th] April.
In order for the APCM to take place:
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The financial statements (accounts and accompanying reports e.g. examiners report)
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must be prepared
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independently examined (or audited in larger parishes)
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approved by the PCC
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displayed in or outside the church for at least seven days, including one Sunday when there is a service at that church.
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The Electoral Roll must be revised or renewed. In 2019, there will be a complete revision of the Roll. See timeline below
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In addition to the financial statements, the PCC must agree certain reports which then go to the APCM:
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on the Electoral Roll
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the churchwardens report on the fabric, goods and ornaments of the church
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on the proceedings of the PCC
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on the proceedings of the deanery synod
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A notice advertising the Parishioners meeting and the APCM must be displayed at the church door, for a period including two Sundays before the meeting.
As the timeline overleaf shows, there needs to be a PCC meeting within the 28 days before the APCM.
This example is for the APCM and Vestry meeting to be on Tuesday 30 April 2019 2019 is a year in which everyone who wishes to belong to the Electoral Roll must (re)apply
| Timing | Church Representation Rules | Illustrative example | notes |
|---|---|---|---|
| The PCC needs to set the date of the APCM and set a timetable that is convenient for the incumbent, churchwardens, treasurer and electoral rol1 officer |
The APCM must be held between January 1 and April 30 each year |
30 April 2019 | This is the last possible day for the APCM. If you want to hold the meeting earlier, please adjust the timetable accordingly |
| Before the start of the Vestry meeting |
Parishioners NOMINATIONS OF CHURCH WARDENS MUST BE RECEIVED (for election at the Vestry meeting) |
30 April 2019 | Perhaps have nomination forms available on Sunday 28th if not before |
| at least 7 days before (to include a Sunday when there is a service at that church) |
DISPLAY ANNUAL REPORT & FINANCIAL STATEMENTS |
20 April 2019 | Could be 22 April, but Holy Saturday (in 2019) might be better; so that those attending at Easter can see them |
| At least two clear Sundays before |
Display formal notice of the Meeting of Parishoners and the APCM |
13 April 2019 | The Saturday before Palm Sunday (in 2019). This gives three clear Sundays, and brings it to the maximum number |
| at least 15 days before | DISPLAY THE RENEWED ELECTORAL ROLL |
13 April 2019 | The Saturday before Palm Sunday (in 2019) |
| No earlier than 28 days before |
A PCC MEETING must receive and finalise financial statements and specified reports. |
08 April 2019 | Or sometime in the week beginning 8th April |
| No more than 28 days before |
CLOSING DATE FOR RENEWED ELECTORAL ROLL as specified in the notice period |
05 April 2019 | A Friday, so that the report can be prepared for the PCC the following week |
| At least TWO MONTHS before |
NOTICE OF RENEWAL OF ELECTORAL ROLL to be displayed for fourteen days and announced at services |
no later than 28 February 2019 |
The PCC needs to decide how long the revision will take |