## **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: 

1. The financial statements (accounts and accompanying reports e.g. examiners report) 

   - must be prepared 

   - independently examined (or audited in larger parishes) 

   - approved by the PCC 

   - displayed in or outside the church for at least seven days, including one Sunday when there is a service at that church. 

2. The Electoral Roll must be revised or renewed. In 2019, there will be a complete revision of the Roll. _See timeline below_ 

3. In addition to the financial statements, the PCC must agree certain reports which then go to the APCM: 

   - on the Electoral Roll 

   - the churchwardens report on the fabric, goods and ornaments of the church 

   - on the proceedings of the PCC 

   - on the proceedings of the deanery synod 

4. 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<br>date of the APCM and set a<br>timetable that is convenient<br>for the incumbent,<br>churchwardens, treasurer and<br>electoral rol1 officer|The APCM must be held between January<br>1 and April 30 each year|30 April 2019|This is the last possible<br>day for the APCM. If you<br>want to hold the meeting<br>earlier, please adjust the<br>timetable accordingly|
|Before the start of the<br>Vestry meeting|Parishioners NOMINATIONS OF<br>CHURCH WARDENS MUST BE<br>RECEIVED (for election at the Vestry<br>meeting)|30 April 2019|Perhaps have nomination<br>forms available on Sunday<br>28th if not before|
|at least 7 days before (to<br>include a Sunday when<br>there is a service at that<br>church)|DISPLAY ANNUAL REPORT &<br>FINANCIAL STATEMENTS|20 April 2019|Could be 22 April, but<br>Holy Saturday (in 2019)<br>might be better; so that<br>those attending at Easter<br>can see them|
|At least two clear Sundays<br>before|Display formal notice of the Meeting of<br>Parishoners and the APCM|13 April 2019|The Saturday before Palm<br>Sunday (in 2019). This<br>gives three clear Sundays,<br>and brings it to the<br>maximum number|
|at least 15 days before|DISPLAY THE RENEWED ELECTORAL<br>ROLL|13 April 2019|The Saturday before Palm<br>Sunday (in 2019)|
|No earlier than 28 days<br>before|A PCC MEETING must receive and<br>finalise financial statements and specified<br>reports.|08 April 2019|Or sometime in the week<br>beginning 8th April|
|No more than 28 days<br>before|CLOSING DATE FOR RENEWED<br>ELECTORAL ROLL as specified in the<br>notice period|05 April 2019|A Friday, so that the<br>report can be prepared<br>for the PCC the<br>following week|
|At least TWO MONTHS<br>before|NOTICE OF RENEWAL OF ELECTORAL<br>ROLL to be displayed for fourteen days<br>and announced at services|<br>no later than<br>28 February 2019|The PCC needs to decide<br>how long the revision will<br>take|