As per the Church Representation Rules (CRR) Part 9, the Annual Parochial Church Meeting must be held in every parish in the period which begins with 1 January and ends with 31 May. The Diocesan Secretary requires each parish to submit their APCM results to Church House, Derby no later than 31 May.
About Us - Governance
Parishes are required to submit their APCM results to Church House, Derby no later than 31st May
APCM - Forms and Notices:
>> APCM01. Notice of APCM PDF or Word
>> APCM02. PCC Nomination form - PDF or Word
>> APCM03. Results (Return to Church House) PDF or Word
>> Electoral Roll - Forms and Notices
Nomination for Churchwarden form
Notice of a meeting for the election of churchwardens
>> CW01 Notice of Church Warden election [Word]
>> CW02 Nomination for Church Warden [Word]
You can see more about the Church Representation Rules (March 2022 edition) here.
The Church of England has recently released a new records retention schedule and accompanying guidance which helps you and your parish ensure best practice when it comes to data compliance:
>> Records and Information Management | The Church of England
This schedule (published in 2025) replaces the previous guides on retention, including: Keep or Bin, Cherish or Chuck, Chapter and Verse, and Save and Delete. Your retention policy may need amending considering this new schedule.
It is primarily designed for use by the following: Cathedrals, Minsters, Bishops Offices, Diocesan Offices (Including DBF’s DBE’s), Archdeacons, Deaneries, and Parishes of the Church of England.
Why should you use this schedule?
The schedule sets out how long records should be retained for, and the justification for that retention and what the disposal action should be. It was developed in consultation with a range of stakeholders from across the Church of England. It provides best practice for applying retention and disposition of records held by church bodies.
- • It is far more comprehensive than the previous schedules
- • It provides defensible reasons for retaining, archiving and destroying records
- • It should give you confidence that you can destroy records at the appropriate time
- • It supports the requirements of Data Protection Legislation
- • It supports good record keeping practices
Please note that this is a living document and so it will be regularly revised and updated as the need arises, for example to include new records, or when legislation or business practice changes. Keep an eye out for further guidance notes being released in the coming months
About the Vacancy In See Committee
This is a statutory committee, serving for a three-year term, who only meet when there is a Vacancy in See.
Meaning, in the case of the Diocese of Derby, if the post of the Bishop of Derby were to become vacant, then the Vacancy in See committee would meet.
- Members don’t need to be on any other committee, synod or be a PCC member.
- Members do need to be on an electoral roll or be a clerk in holy orders within the Diocese*
Should a Vacancy in See arise, Members would then meet to identify the needs of the Diocese and work with the Crown Nominations Commission of the General Synod, to identify the next Diocesan Bishop.
This process is governed by The Vacancy in See Committees Regulation 2024. The General Synod makes the Regulation, which is a Consolidation Instrument within the meaning of Standing Order 71(9) of the General Synod.
*Eligibility Criteria (in full…)
Any cleric beneficed in the Diocese or licensed under seal by the Bishop of Derby is eligible for election by members of the House of Clergy of the Diocesan Synod, except that no archdeacon and no person in Episcopal orders is eligible to be elected in this election. (The election involves the whole House of Clergy of the Diocesan Synod. This means that a person from one Area/archdeaconry can be proposed, seconded and be voted for by persons from another).
Any lay person who is an actual communicant, as defined in Church Representation Rule 83(2), and whose name is entered on the electoral roll of a parish in the Diocese is eligible for election by the House of Laity of the Diocesan Synod. (The election involves the whole House of Laity. This means that a person from one Area/archdeaconry can be proposed, seconded and voted for by persons from another).
More information
For more information, please contact the Presiding Officer - presidingofficer@derby.anglican.org.
Resources
>> Diocesan Synod Members for Triennium 2024 - 2027 [PDF]
In every parish there must be a church electoral roll (referred to in the Church Representation Rules as ‘the roll’) on which the names of lay persons are entered. The roll of a parish must be revised annually, except in a year in which a new roll is prepared (last prepared in 2025).
Revision the Electoral Roll: preparation
- Each Parish should have one Electoral Roll, even if there is more than one place of worship within the Parish
- At least 14 days before the proposed revision takes places, a notice must remain on display
- Revision of the Roll is completed not less than 15 days or more than 28 days before the APCM
- After the Roll is revised, no names to be added or removed until after the APCM
- The APCM must be held in the period 1 January and 31 May
- Number certified includes members of daughter or district churches
Publication of the Revised Roll:
- Each Parish must display the revised roll (every name - no other personal data), electronic or otherwise, for at least 14 days
- Make a copy of the roll available for inspection (on a reasonable request)
Who can Apply:
- Anyone that has moved into the parish
- Anyone that has joined the church
- Anyone that has turned 16 (since the last revision of the Roll)
- When someone leaves the Parish and the name is removed from the Electoral Roll, a notice should be sent to their new parish
- When someone applies to be added to the Electoral Roll, a notice should be sent to their former Parish Electoral Roll Officer
The full guidance on preparing the new Electoral Roll can be accessed here: Church Representation Rules online - part 1 | The Church of England
Downloads
Forms and notices
Electoral Roll - Forms and Notices:
>> ER01. Revision of Electoral Roll - PDF or Word
>> ER02. Application for enrolment on Electoral Roll - PDF or Word
>> ER03. Electoral Roll certificate for return to Derby Church House - PDF or Word
>> ER04. Electoral Roll privacy notice PDF
>> ER05. Parish Guidance: The Electoral Roll and GDPR PDF
>> Data Form
The full guidance on preparing the new Electoral Roll can be accessed here: Church Representation Rules online - part 1 | The Church of England
Please find a link to the APCM information and forms:APCMs - Diocese of Derby
Here are some FAQs regarding APCMs which we hope you will find useful.
Information correct as of January 2026
Download these FAQs here
Holding of APCMs:
Is there a new deadline for when APCMs must have taken place by?
- APCM/APMs need to take place by 31 May of the current year.
Do we have to be quorum to hold an APCM?
- There is no minimum quorum at an APM or APCM, therefore whoever turns up for the quorum.
Who is allowed to vote at an APCM?
- Every lay person whose name is entered on the Church Electoral Roll of the parish (and no other person) is entitled to vote at the election of parochial representatives of the laity.
Is postal voting allowed at APCMs?
- If your PCC passed a resolution to that effect at last year’s APCM, postal voting is allowed. If it did not, a resolution must be passed to that effect at this year’s APCM for future use but will not be allowed to use postal voting at this year’s APCM.
As Electoral Roll Officer, am I allowed to contact those on the electoral roll via email if I have their email address (even if I haven’t had written consent/signed GDPR form to do so)?
- Yes. If a person on the electoral roll has given you their e-mail address, you are allowed to use it to notify them of the APM and APCM because it is for the purposes of fulfilling your obligations under the Church Representation Rules.
What qualifies someone to be added to the Electoral Roll?
Our deanery synod members are due for election. Can people who have served for 6+ years be re-elected
- From January 2020, CRR (M8(5)) means a local church meeting (Annual Meeting) can vote to temporarily bar someone from being re-elected to their Deanery Synod for the next term if they've served continuously for a set number of previous terms, preventing them from immediately returning, though they might be eligible later. It's a way to ensure new people get involved by limiting consecutive terms for parochial (local) representatives of the laity (non-clergy). The CRR is copied below for reference:
- M8 (5) The annual meeting may by resolution decide that a person who serves as a parochial representative of the laity on the deanery synod for the whole or any part of each of a specified number of successive terms of office may not be nominated for election under Rule M6(1)(a) to serve as such for the whole or any part of the term of office immediately following the last of those terms.
If a churchwarden resigns before their term of office concludes at the next APCM do they automatically lose their place on the PCC?
- Under Church Representation Rule M17(1)(b) if a member resigns from office as churchwarden they no longer qualify to rule M15(1)(e) and therefore PCC membership ceases. They can’t fill the vacancy caused by their own resignation, as that’ll be reserved for the next churchwarden. However, they may be put forward for election as a member if there is a casual vacancy on the PCC (an election open to all on the roll would apply – See M18) or co-opted if there is room to do so (see M15 (10) for detail).
Can I submit the annual accounts before they are approved by the APCM?
- Yes. CofE are encouraging parishes to submit their accounts after approval by the PCC in order to provide an idea of annual statements. Approved accounts can be resubmitted as and when they become available. https://www.parishresources.org.uk/resources-for-treasurers/
- Incumbents, treasurers and wardens in each parish will have access to the Parish Returns site within the CofE Portal and need to enter financial information for previous financial year. A copy of the accounts should have been sent to the Parish Support Finance team by 30 June of the current year. Please contact Finance Team (finance@derby.anglican.org) and submit your accounts as soon as possible.
When do reports presented at the APCM, such as the Deanery report, have to run from?
- Reports relate to the financial year (calendar year) of the accounts being scrutinised. Please refer to Church Representation Rule M5 for more information.
Can we communicate all APCM matters via email?
- If a person has provided an email address, you may communicate by email in line with rule 76.
Communicating by email or post
- 76 (1) If a person has provided an email address –
- (a) any communication required or authorised to be given to that person by or under these Rules may be sent to that email address, and
- (b) any disclosure of the person’s name and address required or authorised by or under these Rules must include that email address.
- (2) A communication sent by email is to be treated as being in writing if it is received in a form which is legible and capable of being used for subsequent reference.
- (3) Where a communication is sent to a person by email at the most recent address provided by that person, it is to be treated as having been given to the person at the time at which it is sent.
- (4) Where a communication is sent to a person by post and addressed to that person at his or her last known address, it is to be treated as having been given to the person by the time at which it would be delivered in the ordinary course of post.
The term of office of the current Diocesan Synod ends on 31 July 2015. Therefore Derby Diocese must elect a new Diocesan Synod from its clergy and church members. The electors are members (other than currently co-opted members) of the House of Clergy and the House of Laity of the Deanery Synods of the Diocese. The rules state that the electors are defined at 6.00am on the date on which the nominations papers are issued locally by the Deanery.
Elections to the new Diocesan Synod will be carried out during the period May to July 2015 to a timetable fixed by the Bishop in accordance with Church Representation Rule 32(1). The new Diocesan Synod will take office on 1 August 2015 and the first meeting of the new Diocesan Synod will be on 17 October 2015.
The Bishop, in accordance with Rule 32(2) has appointed the Rural Deans to be the Presiding Officers for elections by the House of Laity of Deanery Synods and the Lay Chairs to be the Presiding Officers for elections by the House of Clergy of Deanery Synods.
Nominations
A Notice of Election must be sent to every qualified elector, together with a nomination form. Every candidate may be nominated and seconded by qualified electors and every candidate must express with their signature, their willingness to serve, if elected. Opportunity is provided for a candidate, if he or she so desires, to set out in 100 words or fewer, a factual statement, such as professional qualifications, present office of relevant experience, for circulation with the voting papers.
Nomination Forms will be posted to all electors on 14 May 2015. Nomination Forms will be sent by post on the same day in order that every elector is treated equally.
Valid paper copies of Nomination Forms must be returned by mid-day on 5 June which is the closing date for nominations.
If nominations are received, which are equal to or less than the number to be elected, then these persons will be elected and notified accordingly. If there are less than the number of people to be elected then the remaining places are treated as casual vacancies and are then filled by the House of Clergy or the House of Laity by a method to be decided by them in accordance with the Church Representation Rules. This process is the responsibility of the Chair of the appropriate House.
Voting Papers
If there are more nominations than there are places to fill, then an election will be organised. A voting paper must be circulated to every qualifying elector by post no later than 12 June 2015 and these have to be returned by mid-day on 3 July. The completed voting paper must be signed by the elector, together with their full name written on the reverse of the form in order to be valid. Candidates will be notified of the result. In the event of equality of votes, the decision shall be taken by lot by the Presiding Officer.
TIMELINE
14 May 2015 Each Deanery issues Notice of Election and Nomination Papers
5 June 2015 Closing date for nominations
19 June 2015 Deanery issues voting papers (if elections are required)
3 July 2015 Closing date for voting
10 July 2015 Deanery presiding officers inform Diocesan Secretary, Deanery Synod Secretaries and candidates of election results and of Diocesan Synod Members
15 July 2015 Diocesan Synod Elections must be complete
1 August 2015 Members of the new Diocesan Synod hold office from this date
17 October 2015 First meeting of the new Diocesan Synod
NUMBERS TO BE ELECTED
DEANERY Clergy Laity
Alfreton 3 3
Bakewell and Eyam 4 5
Bolsover & Staveley 3 4
Buxton 3 2
Chesterfield 8 8
Glossop 2 3
Wirksworth 2 3
Ashbourne 2 3
Derby North 6 4
Derby South 5 4
Duffield 3 5
Heanor 2 2
Erewash 5 6
Longford 2 2
Melbourne 3 3
Repton 3 4
Diocesan Synod
The statutory governing body of the Diocese is the Diocesan Synod which is elected with representation across the Diocese with broadly equal numbers of clergy and lay people meeting together in Diocesan Synod with the diocesan Synod with the diocesan bishop, the suffragan bishop and archdeacons.
Its role is to:
- consider matters affecting the Church of England in the Diocese;
- act as a forum for debate of Christian opinion on matters of religious or public interest;
- advise the Bishop where requested;
- deal with matters referred by General Synod; and
- provide for the financing of the Diocese.
Deanery Synod
Deanery Synods have two houses, laity and clergy, and their role is to:
- respond to requests from General Synod;
- give effect to the decisions made by the Diocesan Synod;
- consider matters affecting the Church of England by drawing together the views of the parishes within the deanery;
- act as a channel of communication to express the views of parishes to Diocesan Synod and thence to General Synod;
- raise with Diocesan Synod such matters as it considers appropriate; and
- elect members of the deanery to the Diocesan Synod and in respect of the House of Laity elect lay members of the Diocese to General Synod.
The Bishop's Council (and Standing Committee of the Diocesan Synod)
Under the construction of the Diocesan Synod, Bishop's Council has the following functions:
- to plan the business of the Synod, to prepare the agenda for its sessions and to circulate to members information about matters for discussion;
- to initiate proposals for action by the Synod and to advise it on matters on policy which are placed before it;
- to advise the President, being the Diocesan Bishop, on any matters which he may refer to the Committee;
- subject to the directions of the Synod, to transact the business of the Synod when the Synod is not in session;
- to appoint members of committees or nominate individuals for election to committees, subject to the directions of the synod; and
- to carry out such functions as the Synod may delegate to it.
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Got a question about APCMs? See our FAQs
>> 2026 Diocesan Meeting Schedule
>> 2025 Diocesan Meeting Schedule
Synodical procedure
Diocesan Synod
The statutory governing body of the Diocese is the Diocesan Synod which is elected with representation across the Diocese with broadly equal numbers of clergy and lay people meeting together in Diocesan Synod with the diocesan Synod with the diocesan bishop, the suffragan bishop and archdeacons.
Its role is to:
- consider matters affecting the Church of England in the Diocese;
- act as a forum for debate of Christian opinion on matters of religious or public interest;
- advise the Bishop where requested;
- deal with matters referred by General Synod; and
- provide for the financing of the Diocese.
Click here for more information, including Diocesan Synod members for the Triennium
Deanery Synod
Deanery Synods have two houses, laity and clergy, and their role is to:
- respond to requests from General Synod;
- give effect to the decisions made by the Diocesan Synod;
- consider matters affecting the Church of England by drawing together the views of the parishes within the deanery;
- act as a channel of communication to express the views of parishes to Diocesan Synod and thence to General Synod;
- raise with Diocesan Synod such matters as it considers appropriate; and
- elect members of the deanery to the Diocesan Synod and in respect of the House of Laity elect lay members of the Diocese to General Synod.
The Bishop's Council (and Standing Committee of the Diocesan Synod)
Under the construction of the Diocesan Synod, Bishop's Council has the following functions:
- to plan the business of the Synod, to prepare the agenda for its sessions and to circulate to members information about matters for discussion;
- to initiate proposals for action by the Synod and to advise it on matters on policy which are placed before it;
- to advise the President, being the Diocesan Bishop, on any matters which they may refer to the Committee;
- subject to the directions of the Synod, to transact the business of the Synod when the Synod is not in session;
- to appoint members of committees or nominate individuals for election to committees, subject to the directions of the synod; and
- to carry out such functions as the Synod may delegate to it.
