1. Purpose

This plan sets out the arrangements for preparing for and responding to flooding at the Chapel of St Letus Salata.

It has been prepared following examination of records relating to the November 1986 flood, during which water entered the Chapel and several organisations subsequently explained why they had not been responsible for preventing it.

The purpose of this document is to reduce the likelihood of a similar outcome, particularly in relation to the water.

Members should note that the adoption of a Flood Defence Plan does not mean the Chapel has adequate flood defences.

2. Principal Risks

The Committee has identified the following possible sources of flooding:

• Prolonged heavy rainfall.
• Water overflowing from nearby ditches or drains.
• Elevated river or tidal levels.
• Water crossing the adjoining fields.
• A combination of the above..

The side doorway is known to have admitted water in 1986. It should therefore be regarded as a possible point of entry, notwithstanding its subsequent years of satisfactory service as a door. The removal of the tennis ball from the south-west downpipe has resolved the recent guttering problem. It has not altered the Chapel’s position within the surrounding landscape.

3. Responsibilities

Geoff Thomas — Flood Coordinator

Geoff will maintain this plan, monitor official warnings when flooding is forecast, coordinate preparations while conditions remain safe and record decisions once everyone is out of danger.

Glyn Huffmorton — Premises and Recovery

Glyn will arrange appropriate advice concerning flood-protection measures and the condition of the building after any flooding.

Stephen Shurman — Council Liaison

Stephen will seek clarification regarding local drainage responsibilities, warning arrangements and the status of any barrier or embankment proposals affecting Chapel Lane.

His presence at a meeting does not constitute Council approval of this plan.

Jean Hutton — Refreshments

Jean may suspend service at the hatch whenever conditions require.

There is no requirement to complete outstanding tea orders before leaving.

All Members

Members must follow evacuation instructions and avoid placing themselves or others at risk to recover property.

4. Warnings and Information

Official flood warnings, weather information and instructions from the emergency services will take precedence over informal observations.

Members should report signs of flooding promptly, but should not approach a river, ditch or flooded area to obtain a better photograph for social media purposes.

Geoff will maintain a laminated list of relevant emergency, Council, utility and insurance contacts. The plan must remain usable if the website, mobile signal or electricity supply is unavailable.

5. Preparations in Advance

Preparations should be completed before floodwater reaches the premises and only while it remains safe to do so.

The following arrangements will be maintained:

• Access routes and exits kept clear.
• Important records backed up and stored above floor level.
• Portable equipment and vulnerable supplies stored on suitable shelving where practicable.
• A torch and basic emergency supplies kept in an accessible location.
• Assistance arrangements discussed with members who may need help leaving.
• The location of utility isolation controls recorded, with advice obtained on their safe operation.
• Any purpose-made flood barriers checked and fitted in accordance with their instructions.

The Committee will seek advice before purchasing flood-protection equipment.

6. Sandbags and Other Proposed Barriers

No reliance should be placed on Council sandbags arriving before they are needed.

If appropriate barriers or sandbags are obtained, their storage and deployment arrangements must be agreed in advance. They must not block an occupied building’s escape routes.

Members must not:

• Build banks or trenches across Chapel Lane.
• Obstruct drainage channels.
• Divert water towards neighbouring properties.
• Remove materials from another person’s flood defences.

Traffic cones may indicate a restriction where safely placed. They do not prevent water passing between them.

The unexplained cones currently associated with the Chapel are not to be included in calculations of available flood protection until their intended purpose is fully understood.

7. Suspension of Chapel Activities

Activities will be suspended where flooding is forecast to threaten safe access, where official advice requires it, or where conditions are becoming unsafe.

There is no requirement to wait until water enters the building.

Geoff should notify expected attendees where practicable. Website notices may be used alongside direct contact, but publication must not delay closure or evacuation.

Cancelled events will be recorded as cancelled due to flooding or flood risk.

Attendance targets will not be revised retrospectively to make the cancellation appear successful.

8. Evacuation

If instructed by the emergency services, or if rising water threatens the premises or safe exit routes, everyone must leave promptly by a safe, dry route while one remains available.

Members must not walk or drive through floodwater. Its depth, speed and the condition of the ground beneath it may not be apparent.

If no safe route remains, do not attempt to cross the water. Move to the safest available higher location and call emergency services where there is danger to life.

The assembly location must be outside the threatened area and reachable without crossing floodwater. The Chapel yard must not be assumed suitable merely because it is the usual place for assembling. It will not be possible to identify an assembly point in advance of the flood.

Once safe, the person coordinating the evacuation should account for those known to have been present and tell the emergency services about anyone missing. Nobody should re-enter the chapel to search for missing people, get a coat or collect refreshments.

Members should only take essential medication and personal necessities if this does not delay departure.

9. Electricity, Gas and Equipment

Floodwater must be kept away from electrical equipment so far as advance preparation allows.

Utility supplies should only be isolated where this can be done safely from a dry position and in accordance with appropriate guidance. Nobody should enter water or approach wet electrical equipment to reach a switch.

Wet electrical appliances must not be used. The kettle must not be switched on to establish whether the electricity is still working.

Any required isolation or restoration that cannot safely be undertaken must be left to the relevant utility provider or competent professional.

10. Protection of Chapel Property

Property should be moved only during safe advance preparation. Once evacuation is necessary, recovery of objects must stop.

Where time and conditions permit, attention should be given to:

• Essential records and insurance information.
• Chapel computers and portable electrical equipment.
• Archive materials.
• Vulnerable supplies and furnishings.

Nobody should lift heavy items alone or climb on unstable furniture..

11. Communications with Other Authorities

Stephen will seek written clarification of:

• Responsibility for the relevant roadside and boundary drainage.
• The appropriate route for reporting blockages or defects.
• The coverage and limitations of existing flood-protection schemes.
• Whether the proposed works mentioned in the 1986 correspondence were ever completed.
• Any current proposals affecting the Chapel or adjoining land.

These stages should not all be reported on the website as “the Council is sorting it”.

#### 12. Re-entry and Recovery

The Chapel will remain closed until it is safe to return.

Where flooding has affected the building, advice should be obtained as appropriate regarding structural condition, electricity, gas, contamination and safe cleaning.

The disappearance of visible water is not, by itself, permission to reopen.

Floodwater may contain sewage, chemicals, sharp objects and other hazards. Members must not begin an informal cleaning party before the risks and necessary precautions have been assessed.

The insurer should be contacted promptly. Damage should be documented where safe, and advice obtained about damaged items and repairs.

Nobody is required to retain contaminated materials in an occupied room merely to preserve evidence of a claim. The Committee notes that the 1986 instruction to retain wet cushions produced a second problem without resolving the first.

13. Records and Claims

Once immediate safety matters have been addressed, Geoff will record:

• When warnings or reports were received.
• When activities were suspended.
• Who was known to be present.
• Evacuation and closure arrangements.
• Damage observed.
• Advice received.
• Expenditure incurred.

Times should be recorded using official chapel time once that has been established.

Receipts should be retained, but purchase of an item does not guarantee reimbursement by the Council, insurer or Chapel.

14. Review and Exercise

The Committee will review this plan annually and after any flood, significant warning or exercise.

A dry exercise may be held to check communications, exit arrangements and familiarity with responsibilities.

It must not involve:

• Introducing water into the Chapel.
• Blocking a drain to observe what happens.
• Testing whether a vehicle can cross a flooded lane.
• Recreating the conditions of November 1986.

Success will be measured by whether people understand how to remain safe and leave promptly.

This will be documented fully and retained for evidence of chapel preparedness.

15. Immediate Actions

• Geoff: Laminate the printed contact list and identify records and equipment suitable for safer storage.
• Glyn: Obtain advice on practical protection measures and safe access arrangements.
• Stephen: Seek clarification of drainage responsibilities and the status of the historical barrier proposals.
• Committee: Agree safe evacuation arrangements, including assistance needs and alternative assembly locations.
• Geoff: Link this plan from the historical flood record and keep a printed copy at the Chapel.

Issued on behalf of the Chapel Committee

Geoff Thomas
Caretaker and Committee Secretary

Members are reminded that, in the event of flooding, their first responsibility is to remain safe.
Any questions about whose fault it is can be considered afterwards.

Format of the Exercise

The exercise will be conducted in five stages.

Stage 1 – Initial Observations

The three clocks will be observed simultaneously by separate volunteers. Each volunteer will record the time displayed on their allocated clock without consulting the others.

The results will be collected and entered into an official comparison table.

Stage 2 – Independent Verification

Attendees will be invited to provide additional time readings from wristwatches, mobile telephones and other portable timekeeping devices.

These will be recorded as supporting evidence, although no guarantee can be given that any of them are correct.

Stage 3 – Scientific Assessment

The collected readings will be compared to establish the extent of disagreement.

Each clock will also be observed over a further ten-minute period to determine whether it is maintaining a consistent rate of time or falling further behind.

Consideration will be given to the age of each clock and its recent maintenance history.

Stage 4 – Determination of Official Chapel Time

The Committee will review the findings and identify the winning chapel clock.

In the event that no clock can be conclusively established as correct, the Committee will select one by majority vote. This will be regarded as a valid scientific outcome for Chapel purposes.

Stage 5 – Establishment of the Actual Time

Once the winning clock has been selected, the Committee will consult an independent external time reference.

The time provided by this source will be accepted as correct and copied onto the winning clock, replacing the time it currently displays. The other two chapel clocks will then be adjusted to match.

Important Information

Attendees are asked not to adjust any of the clocks before the exercise, as this may compromise the results.

Anyone wishing to bring their own clock for comparison should ensure that it has not been deliberately altered to support a particular outcome.

The exercise will begin at the advertised time, although it is acknowledged that this cannot be established with certainty until the exercise has concluded.

Once Official Chapel Time has been adopted, it will remain in force until such time as the Committee has reasonable grounds to question it.

Tea will be available afterwards from Jean’s Hatch.

All members should familiarise themselves with the procedure before an emergency occurs. Copies will also be available on the website during the emergency, subject to availability.

1. Publish a notice

The Caretaker will publish a notice on the Chapel website identifying the nature of the emergency, any effect on scheduled activities, and what you should do next.

The notice must clearly state that the emergency is taking place now. A photograph may be included where available, but publication should not be excessively delayed while a photograph is obtained.

2. Confirm that the notice is visible

The Caretaker will check that the notice has appeared on the public website.

**October 2026 Addition: Members are reminded that the website uses a five-minute caching process which may delay publication.

Any discrepancy between the conditions described in the website notice, and those observable inside the Chapel should be reported to the Caretaker.

3. Inform those present

Once the notice is available, members present should be advised to read it. There is no way of implementing actual notifications.

Those without a suitable device may have the notice read aloud to them by a friend. This must include any subsequent amendments.

Members who became aware of the emergency before publication should avoid giving conflicting instructions, particularly where they have not yet read the approved next course of action.

4. Vacate the building

Where evacuation is required, members should leave by a safe exit and assemble clear of the building and any access routes.

Personal belongings must not delay departure.

Parking-badge categories do not determine the order in which members may leave, or where they should assemble.

5. Account for attendees

The person leading the activity will establish who was present and whether anyone is missing.

Anyone believed to have remained inside the chapel must be reported to the emergency services.

6. Contact the emergency services

Where emergency assistance is required, a person must be specifically nominated to make the call.

Publishing a notice does not automatically notify the emergency services.
Members must not assume that the Fire Service reads the Chapel website.

7. Record the outcome

Once immediate safety matters have been addressed, the Caretaker will record the incident, action taken and any damage.

The original notice will be updated to show that the emergency has ended.

Geoff Thomas
Caretaker

This procedure applies to unattended:

• Bags.
• Boxes.
• Parcels.
• Carriers.
• Holdalls.
• Satchels.
• Suitcases.
• Wrapped items.
• Any container whose owner is not immediately known.

It applies inside the Chapel, yard, car park, on the lane near the chapel, storage areas, and any other place where Chapel users may reasonably feel the item presents a risk to our members.

1. Purpose

This Business Continuity Plan sets out what Tin Chapel will do if a normal part of chapel operation becomes unavailable, including the building, website, committee, records, utilities, or communication channels.

The aim is not to continue every activity at all costs. The aim is to preserve safety, maintain public information, protect records, keep essential decisions moving, and restore ordinary chapel business in a controlled manner.

2. Scope

This plan covers:

• Public access to the chapel and grounds.
• Services, meetings, events, and supervised visits.
• Website, notices, forms, guestbook, and mailing list.
• Committee administration and minute-taking.
• Keys, registers, records, archive material, and essential documents.
• Refreshments and visitor welfare.
• Communications with visitors, volunteers, suppliers, and committee members.

This plan does not replace emergency services, insurance requirements, safeguarding procedures, building safety duties, or legal obligations. Where those procedures apply, they take priority.

3. Continuity Priorities

In any disruption, decisions should be made in this order:

1. Protect life and physical safety.
2. Secure the chapel, records, keys, and money.
3. Communicate clearly with expected visitors.
4. Restore normal arrangements in the safest possible way.

4. Roles

The Caretaker

Responsible for:

• Opening and closing the chapel when access is permitted.
• Updating the noticeboard and website where possible.
• Publishing the most recent copy of this plan.
• Maintaining the incident and continuity log.
• Co-ordinating first response until the committee confirms another lead.

Deputy: Simon Potts (TBC)

Committee Chair

Responsible for:

• Confirming major relocations or expenditure.
• Convening urgent committee meetings.
• Acting as public decision owner.

Deputy: Geoff Thomas

Committee Secretary

Responsible for:

• Maintaining the committee contact list.
• Keeping an offline copy of recent minutes and resolutions.

Deputy minute-taker: Geoff Thomas

Treasurer

Responsible for:

• Retrieving any physical cash from chapel grounds.
• Keeping an offline summary of current suppliers, policies, and renewal dates.

Deputy: Geoff Thomas

Website Administrator

Responsible for:

• Maintaining access recovery details in the sealed continuity envelope.

Deputy: Simon Potts (TBC)

5. Essential Information To Keep Offline

The following should be kept in a sealed continuity envelope in Chapel storage cupboard 1, with a second sealed copy held at the Chair's residence:

• Current committee contact list.
• Keyholder list.
• Emergency services and local authority contact details.
• Insurance policy numbers and claims contacts.
• Utility supplier details.
• Website domain registrar, hosting provider, and recovery email.
• Password manager recovery procedure.
• Printed copy of this plan.
• Blank incident and decision log sheets.
• Current location of registers, archive boxes, and cash tin.

The envelope should be checked at each six-monthly plan review. Any opening of the envelope must be recorded.

6. Recovery Objectives

These are working targets:

7. Scenario Procedures

7.1 Chapel Building Unavailable

Examples: unsafe structure, leak, power failure, pest activity, severe weather, blocked access, unexplained occupation of the vestry, or instruction from an authority.

Immediate actions:

• Do not admit visitors.
• Place a closure notice at the main entrance if safe to do so.
• Inform the Chair, Caretaker, and keyholders.
• Photograph visible issues only if safe.
• Move portable records and cash to the agreed secure location if access is safe.
• Cancel or relocate scheduled activity.

Public wording:

Tin Chapel is temporarily closed for supervised access following a building matter now under review. Services and visits will resume when the chapel is judged suitable. Please do not attempt entry at this time.

Relocation options:

• A neutral local venue agreed by the Chair.
• A committee member's home for administration only.
• Online meeting for committee business
• Written decision by email where permitted

Before reopening:

• Confirm the hazard has been addressed or access restrictions are clear.
• Record who authorised reopening.
• Update the website, noticeboard, and calendar.
• Inspect the nave, vestry, entrance, kettle point, and accessible route.

7.2 Website Unavailable

Examples: domain problem, hosting outage, CMS failure, failed deployment, expired card, broken form, search/index failure, or editor locked out.

Immediate actions:

• Confirm whether the outage affects all users or only one device.
• Check domain, hosting, CMS, and recent deployment status.
• Do not make several rushed changes at once.
• Put notices on alternate channels.
• Record the time the outage was first noticed.

Alternate public channels:

• Chapel noticeboard.
• Printed notice at entrance.
• Social channels: tinchapel.bsky.social
• Newsletter

Minimum continuity message:

The Tin Chapel website is temporarily unavailable. Current chapel access will be confirmed on the chapel noticeboard and through the newsletter where possible. Further notices will be placed on the chapel noticeboard until the website returns.

Restoration order:

1. Restore public homepage or static holding page.
2. Restore notices and visit information.
3. Restore contact and booking forms.
4. Restore guestbook and archive pages.
5. Review logs and record cause.

7.3 Kettle, Hot Water, Or Refreshments Unavailable

Examples: kettle failure, missing base, plug concern, lack of water, no cups, no milk, no volunteer willing to decide about biscuits.

Immediate actions:

• Unplug faulty electrical equipment and label it "Do not use".
• Do not improvise repairs during public access.
• Inform the Caretaker.
• Provide cold water if safe and available.

Continuity options:

• Use the spare kettle kept in Storage Cupboard 2.
• Borrow a tested kettle from Jean.
• Provide cold drinks only.
• Ask visitors to bring their own flask.
• Cancel refreshments while continuing the service or meeting.

Public wording:

Refreshments are temporarily limited due to equipment failure. Chapel business continues. The absence of tea should not be interpreted as a change in doctrine, policy, or hospitality.

Before using replacement equipment:

• Check it is clean, stable, undamaged, and suitable for the socket.
• Keep cables away from walking routes.
• Record who brought it and when it should be returned.

7.4 Service Leader, Speaker, Or Volunteer Unavailable

Immediate actions:

• Confirm whether the service or event can proceed in a reduced form.
• Chair or Caretaker appoints a substitute only where appropriate.
• If no suitable substitute exists, cancel or postpone.
• Update the website and noticeboard.

Options:

• Open chapel for quiet supervised access.
• Hold a short reading or agreed observance.
• Postpone and retain the original notice for records.

7.5 Power, Heating, Water, Or Toilet Unavailable

Immediate actions:

• Assess whether visitors can safely attend.
• Cancel public access if lighting, heat, water, or sanitation is inadequate for the event type.
• Keep electrical cupboards and boiler areas closed to visitors.
• Notify supplier or contractor.
• Record meter readings if useful and safe.
• Dig an emergency hole and locate a perching log.

Cold-weather rule:

• If the chapel cannot be kept at a reasonable temperature for the expected attendees, public events should be shortened, relocated, or cancelled.

Water rule:

• If there is no safe water for handwashing or refreshments, events involving food or longer attendance should not proceed without explicit mitigation.

8. Communication Rules

Public messages should be:

• Short.
• Dated.
• Specific about what visitors should do.
• Honest about closures or limitations.
• Calm in tone.
• Free of speculation.

Public messages should not:

• Name private individuals unnecessarily.
• Describe security weaknesses.
• Promise a reopening date before one is known.
• Hide a cancellation behind vague wording.
• Invite visitors to test whether access is possible.

9. Decision And Incident Log

For every continuity event, record:

• Date and time first noticed.
• Person reporting.
• What was unavailable.
• Immediate risk.
• Decision made.
• Person authorising decision.
• Public message issued.
• People contacted.
• Money spent or committed.
• Restoration action.
• Date closed.
• Follow-up required.

10. Review And Testing

This plan should be reviewed every six months and after any significant disruption.

Minimum review checks:

• Contact list still correct.
• Keyholder list still correct.
• Website recovery route tested.
• Backup location confirmed.
• Printed plan replaced if changed.
• Continuity envelope inspected.

Annual tabletop exercise:

• Choose one scenario from Section 7.
• Walk through who would do what in the first hour, first day, and first week.
• Record weaknesses and assign actions.

11. Immediate Action Card

Use this card when something has gone wrong and there is not yet time to read the whole plan.

1. Make people safe.
2. Stop the affected activity.
3. Secure keys, money, records, and the building if safe.
4. Tell the Chair, Caretaker, Secretary, and Treasurer as relevant.
5. Put a short dated notice where visitors will look.
6. Move, cancel, or reduce the next scheduled activity.
7. Write down what happened.
8. Do not invent a permanent solution in the first ten minutes unless the matter is the kettle.

12. Open Items For Committee Completion

• Confirm remaining deputy roles marked TBC.
• Add actual supplier and account recovery details.
• Add emergency contact numbers.
• Confirm insurance notification requirements.
• Confirm where digital and printed backups live.
• Decide whether services have pre-approved relocation venues.
• Check whether any safeguarding or licensing procedures need to be cross-referenced.

1. Purpose

This agreement sets out the responsibilities of persons holding keys to the Chapel of St Letus Salata.

It has been prepared following the review of access arrangements following Council correspondence regarding occupation of the Chapel premises.

The purpose is to ensure that keys are held responsibly, access is recorded properly, and no one is waiting on the doorstep not knowing how to get inside.

2. Chapel Property

All Chapel keys remain Chapel property.

A person holding a key does so for Chapel purposes only. Holding a key does not give that person ownership of the key, the lock, the door, the building or the cupboard behind the door.

3. Keyholder Register

A keyholder register shall be maintained.
The register should record:

• Name of keyholder.
• Key or keys issued.
• Date issued.
• Reason for holding key.
• Signature of keyholder.
• Date returned, if applicable.
• Notes of any loss, damage or duplication.

Any person already holding a key must present themselves for entry into the register.

4. Duties Of Keyholders

Keyholders must:

• Keep keys secure.
• Use keys only for Chapel purposes.
• Lock the Chapel properly after use.
• Check doors and windows before leaving.
• Return furniture, papers, and refreshment items to their proper places.
• Record access issues where applicable.
• Report damage, damp, leaks, missing items, or anything unusual.
• Avoid entering alone where there is a safety concern.
• Return keys if asked by the Committee.

5. Copying Keys

No key may be copied without Committee approval.

This includes:

• Copying “just in case”.
• Copying for a spouse, neighbour, or person who is “always helping anyway”.
• Copying because the existing key is stiff.
• Copying because the key cutting shop is open and convenient.

Any unauthorised copy must be declared and surrendered for review.

6. Opening The Chapel

When opening the Chapel, the keyholder should:

1. Check the outside of the building for obvious problems.
2. Open the agreed entrance.
3. Check that the floor, seating, and access route are safe enough for the intended use.
4. Ventilate the building if needed.
5. Put out any necessary notices, forms, or attendance sheets.
6. Report concerns to the Caretaker or Committee Chair.

If the building appears unsafe, do not continue simply because people have started to arrive.

7. Locking Up

When locking up, the keyholder should:

1. Check that all visitors have left.
2. Extinguish lights where applicable.
3. Check heaters, kettle, urn, and plugs.
4. Return chairs and tables to their agreed positions.
5. Secure windows.
6. Lock the agreed doors.
7. Confirm that the key has not been left inside.
8. Record any issue that needs attention.

If the keyholder is not the last person to leave, they must make clear who is taking responsibility. “I thought Geoff was doing it” is not sufficient unless you have evidence that Geoff agreed to this arrangement.

8. Lost Keys

Lost keys must be reported immediately.

The report should include:

• Which key has been lost.
• When it was last seen.
• Where it may have been lost.
• Whether the key has any label.
• Whether the loss creates risk to the Chapel.

The Committee will decide whether locks need to be changed.

A person losing a key may be asked to contribute to replacement costs if carelessness is involved.

9. Former Keyholders

Keyholders must return keys on cessation of their volunteer activity.

Keys should not be retained as keepsakes, spares, mementoes, emergency backups, or because the holder does not agree with policies of the current Committee.

Where a former keyholder has died, moved away, lost contact, or become difficult, any unreturned keys should be struck off the register.

10. Acceptance

By signing the keyholder register, the keyholder confirms that they understand and accept these responsibilities.

1. Purpose

This document sets out the Council approved format for Sunday gatherings at the Chapel of St Letus Salata while no clergy, minister, visiting religious leader, or other authorised person is appointed to conduct formal worship.

It should be read alongside the Guidance On Non-Doctrinal Observance.

The purpose is to provide enough structure that members know what is happening, without giving the impression that formal worship has resumed.

2. General Principles

Sunday gatherings may continue as ordinary Chapel observances, meetings, and community gatherings.

They should preserve the familiar rhythm of Chapel attendance where possible, including arrival, sitting, notices, reflection, Chapel business, collection, and refreshments.

They should not include clergy-led prayer, doctrinal instruction, sacraments, or any act requiring formal religious authority.

3. Approved Running Order

1. Opening of Chapel.
2. Welcome.
3. Opening remarks.
4. Attendance note, where used.
5. Notices and matters arising.
6. Main reading, talk, address, or discussion.
7. Short period of silence.
8. Chapel business.
9. Collection.
10. Closing remarks.
11. Refreshments.
12. Clearing away and locking up.

This order may be varied where necessary, but any variation should be sensible and should not place refreshments before the collection unless there is a good reason.

4. Opening

The Chapel should be opened in good time before the gathering begins.

The person opening should check:

• Entrance.
• Floor.
• Seating.
• Heating, where available.
• Kettle or refreshment arrangements.
• Noticeboard.
• Any buckets, leaks, or obstructions.

If the building is not suitable, the gathering should be moved outside, postponed, or shortened.

5. Welcome And Opening Remarks

A short welcome may be given by the person leading the gathering.

The welcome should state any practical matters, including:

• Where people should sit.
• Whether refreshments will be available.
• Any access concerns.
• Any parts of the building not to be used.
• Whether there will be a collection.

The welcome should not imply clerical authority.

6. Notices And Matters Arising

Notices may include:

• Building matters.
• Future gatherings.
• Seasonal events.
• Committee decisions.
• Requests for volunteers.
• Refreshment arrangements.
• Items lost, found, missing, damaged, or wrongly borrowed.
• Corrections to previous notices.

Matters arising should be kept brief unless the gathering has specifically been called to discuss them.

7. Main Reading, Talk, Address, Or Discussion

The main item may be:

• A reading of local, historical, civic, literary, or practical interest.
• A talk by a member or invited speaker.
• A discussion of a community matter.
• A report on Chapel business.
• A seasonal reflection.
• A practical demonstration, if safe.

The main item should not be used to give religious instruction, settle private disputes, or make accusations against persons who are not present.

8. Short Period Of Silence

A short period of silence may be observed. The silence should normally last no longer than two minutes unless those present have been warned beforehand.

The purpose is quiet reflection, not pressure, performance, or a test of who coughs first.

9. Chapel Business

Chapel business may include:

• Maintenance.
• Finance.
• Keys.
• Cleaning.
• Events.
• Attendance.
• Correspondence.
• Use of rooms, cupboards, or equipment.
• Any matter requiring a Committee decision or later record.

Where a decision is made, it should be recorded.

10. Collection

A collection may be taken for Chapel maintenance, utilities, refreshments, repairs, records, or other approved Chapel purposes.

The amount collected should be counted and recorded.

Nobody should be publicly hassled during the gathering, but repeated avoidance may be dealt with separately.

11. Refreshments

Refreshments may be served after closing remarks.

Tea, biscuits, cake, squash, or other suitable items may be provided according to availability.

Those responsible for refreshments should ensure that:

• Milk is fresh.
• Cups are clean.
• The kettle or urn is safe to use.
• Biscuits are not opened prematurely unless necessary.
• The area is cleaned afterwards.

12. Closing And Locking Up

Closing remarks should be brief and should include any final practical instructions.

After the gathering:

• Chairs and tables should be returned.
• Notices and papers should be collected.
• Rubbish should be removed.
• Cups should be washed.
• Doors and windows should be checked.
• Lights and appliances should be turned off.
• The Chapel should be locked by an authorised keyholder.

13. Records

Where practical, the following should be recorded:

• Date.
• Approximate start and finish time.
• Person opening.
• Person leading.
• Attendance.
• Main item.
• Collection amount.
• Refreshments provided.
• Any decision made.
• Any incident, complaint, or repair needed.

Records should be retained with Chapel papers.

14. Review

This format may be reviewed if formal worship arrangements are restored, if Council requirements change, or if experience shows that an item has been placed in the wrong order.

1. Purpose

This guidance explains how the Committee may continue to hold Sunday gatherings, meetings, and observances while no authorised clergy, minister, visiting religious leader, or other doctrinal authority is appointed.

The aim is to preserve ordinary Chapel routine, fellowship, quiet reflection, and mutual support without pretending that formal worship is taking place.

2. Permitted Elements

The following may take place:

• Welcome and opening remarks.
• Notices and matters arising.
• Readings of historical, civic, literary, local, or practical interest.
• Talks on moral, community, historical, or household matters.
• Short periods of silence.
• Chapel business.
• Collection for maintenance, utilities, and refreshments.
• Tea, biscuits, seasonal food, and other ordinary hospitality.

3. Elements Not Currently Included

Until proper authority is restored, gatherings should not include:

• Prayers led as public worship.
• Religious instruction.
• Doctrinal teaching.
• Claims that a speaker is acting as clergy.
• Sacraments or ceremonies requiring authorised leadership.
• Requests for spiritual direction.

This does not prevent private thought, private belief, personal reflection, or quiet respect while inside the building.

4. Language

Members may continue to use familiar phrases such as “service”, “Sunday service”, “Chapel”, and “congregation” where these are ordinary local usage.

Where written records are prepared, the terms “observance”, “gathering”, “meeting”, or “service and Chapel business” may be used according to context.

The wording should not imply that the Chapel has resumed formal religious operation.

5. Suggested Order for Services

1. Welcome.
2. Opening remarks.
3. Matters arising.
4. Main reading, address, or discussion.
5. Short silence.
6. Chapel business.
7. Collection.
8. Closing remarks.
9. Refreshments.

The silence should not be extended without warning, as this caused uncertainty during the first trial.

6. Speakers

Speakers should make clear that they are giving remarks, not instruction.

Suitable topics may include:

• Local history.
• Practical matters.
• Care of neighbours.
• Maintenance.
• Seasonal customs.
• Public events.
• Personal recollection, if kept to a reasonable length.

Unsuitable topics include:

• Claims to authority.
• Denunciation.
• Attempts to settle old arguments through public address.
• Anything requiring a response from people who are not present.

7. Refreshments

Refreshments may be provided before or after gatherings.