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Support: Annual meetings

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Annual meetings (APCM) take place in parishes before 30 April each year. The annual meeting receives reports on changes to the electoral roll, general parish activities and financial matters. The annual meeting may also elect new members to deanery synods.

The legal aspects of convening and running annual meetings are covered in Part II of the Church Representation Rules.

Annual Parochial Church Meeting

APCMs must be held every year in every parish, and not later than 30 April, and a notice of the meeting must be displayed for a period including the last two Sundays before the meeting. The minister of the parish chairs the meeting, or if he/she is not present, the vice-chair of the PCC.

The Business of the APCM

Receiving reports from the PCC

The annual meeting receives from the PCC and is free to discuss the report on changes in the electoral roll since the last meeting, an annual report on the proceedings of the PCC and the activities of the parish generally, the audited or independently examined financial statement of the PCC for the previous year, a report on the fabric, goods and ornaments of the church, and a report on the proceedings of the deanery synod.

Electing deanery synod and PCC representatives

The norm for PCC elections is now for one third of the PCC to be elected each year, although some APCMs have voted to retain whole PCCs being annually elected.

The numbers to be elected to the deanery synods by parishes are calculated on the basis of electoral roll numbers and other factors, every third year, and are agreed by the Diocesan Synod. The number of representatives for each parish remain for same for the three year term. If someone resigns, for instance and a vacancy occurs, this should be filled by a casual vacancy election, using the PCC if an APCM is not due to be held within two months.

Appointing sidespersons and an independent examiner or auditor

It is strongly advised to obtain a copy of ‘Church Representation Rules 2011’.

Annual Return

Following a parish’s/church’s annual meeting, the wardens are responsible for ensuring that the annual return is completed. The deadline for completion is 1 June, and it can be completed online or on paper.

Electoral Roll

2013 saw the preparation of new church electoral rolls, which meant that everyone had to come off the roll and re-apply. This takes place only once in every six years. The next occasion for the preparation of new rolls will therefore be in 2019.

In the intervening years, i.e. in 2014, 2015, 2016, 2017 and 2018 the usual annual revision of the electoral rolls takes places.

Please note that whenever electoral roll figures are submitted as part of the parish Annual Returns it is always the figures issued at the APCMs in the current year that are required.

For more information about revising your electoral roll, see the Electoral Roll knowledge base article.

FileAction
Electoral Roll application form (pdf)  Download  
Electoral Roll application form (Word)  Download  
Sample schedule for revision of electoral roll  Download  
Electoral Roll certificate to display in church (Word)  Download  
Electoral Roll certificate to display in church (pdf)  Download  
Notice of revision of electoral roll (pdf)  Download  
Notice of revision of electoral roll (Word)  Download  

Other useful forms

In the resources section of this page, you will find the necessary forms and notices for your Annual Meeting:

  • Notice of Annual Parish Meeting
  • Notice of meeting of parishioners to elect churchwardens
  • Nomination forms for a churchwarden, deanery synod member and PCC member
  • Annual Parish Meeting results

Deanery Synods

Elections of lay representatives to deanery synods are due to take place at Annual Parochial Church Meetings in 2014. In December letters were sent to PCC Secretaries to inform them of the number of places allocated for lay representatives of their parishes on the deanery synods.

The allocation is determined by the number of persons on the church’s electoral roll. Please note that the allocation remains the same throughout the three year term. For details of the allocations, please download ‘Representation on Deanery Synods’ from the resources section of this page.

Churchwardens’ length of service

A person is disqualified from being appointed to the office of churchwarden when he or she has served as churchwarden of the same parish for six years in succession. A person must have a gap of at least two years before serving again.

However, the annual meeting can pass a resolution to the effect that this section of the Measure shall not apply, which would allow the person in question to be appointed after the six years has expired. Such a resolution would take effect immediately. For details, download ‘Election of Churchwardens from 2008’ from the resources section of this page.

For further information, contact the Synodical Secretary.

 Mrs Monica Bolley Synodical Secretary Email 020 7932 1228

 Mr Gabriel March Synodical Assistant Email 020 7932 1236

Resources

FileAction
Notice of Annual Parish Meeting  Download  
Notice of meeting of parishioners to elect churchwardens  Download  
Nomination of a PCC member  Download  
Nomination of a deanery synod member  Download  
Nomination of a church warden  Download  
Election of Churchwardens from 2008 on  Download  
Deanery Synod representation  Download  
Annual parish meeting results  Download  
Declaration that a person is not disqualified from PCC membership (Word)  Download  
Declaration that a person is not disqualified from PCC membership (pdf)  Download  
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