Treasurers Day 30 0 September ptember 201 016 Bath & Wel - - PowerPoint PPT Presentation
Treasurers Day 30 0 September ptember 201 016 Bath & Wel ells ls Diocesa cesan n Board rd of Fina nance nce INTRODU RODUCTION CTION Welcome, thank you for coming, enjoy the day! Health and safety: location of fire exits
“Instead, speaking the truth in love, we will grow to become in every respect the mature body of him who is the head, that is, Christ. From him the whole body, joined and held together by every supporting ligament, grows and builds itself up in love, as each part does its work.” (Ephesians 4vv15-16, NIV)
with diocesan officers in attendance
Head of Finance & Operations , HR & Communications managers
Organisation Chart Sept 2016 including proposed changes
Collecting Parish Share – 99% aim for 2016 Meeting the break-even operating position Managing and growing the asset base Keeping the cash flowing in and out, evenly Maintaining the property portfolio (£55m) Managing the investments (£40m) Paying 200 stipendiary clergy / 50 + employees Supporting PCC Treasurers
Imogen Chris Sally Juliette Yvonne Lucy
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Key Responsibilities (Things you have to do)
Other Areas (Things you will probably end up doing)
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The books and records you keep must:
warranties, details of legacies etc.)
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Typical books and records will include:
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Context:
must register with the Charity Commission, other PCCs are “excepted” from registration which is why they do not have a charity number.
SORP 2015.
Annual Income Accounting Method Inspection or Audit SORP 2015 Required <£250k Receipts & Payment (or accruals) Inspection For R&P –Annual report £250k to £1m Accruals Inspection (**) Yes >£1m (*) (Inc or Exp) Accruals Audit Yes
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Which accounts?
(*) or assets >£250k and gross assets >£3.26m (**) by a qualified accountant (ACA, ACCA, ACMA, etc.)
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PCC CC Accou Accounts a nts and nd Ret Returns rns Checklist hecklist 2015 2015
This checklist is designed to enable the PCC Treasurer to ensure all year end responsibilities have been completed. Accounts have been prepared on: Receipts & Payments basis OR OR Accruals basis (SORP 2015 applies) (If income is greater than £250k, accounts must be prepared on an accruals basis) The accounts have been approved at the APCM & signed by the Chair of the PCC. All the following should form part of your accounts pack. Tick to confirm this. PCC annual report approved at the APCM- guidance of what should be included is shown overleaf .Note this should include a statement of PCC Reserves Policy. Signed independent examiners report in the prescribed format
(Model report can be downloaded from http://www.bathandwells.org.uk/supporting-parishes/finances/for-treasurers/accounting-returns/ )
Statement of Assets & Liabilities / Balance Sheet as appropriate. The Return of Parish Finance totals agree with the accounts. Is PCC income (total including all restricted funds and excluding transfers between funds) above £100k for the year ? (Yes/No) If YES YES , the following further confirmation is required : is registered with the Charity Commission The registration number is PCC accounts and annual return have been filed at the Charity Commission /will be filed before the deadline (31 October 2015) Or * Or PCC has applied to the Charity Commission for dispensation not to register this year * Pleas Please return e return th this is checklist hecklist wit ith y h you
r Accoun
ts and F d Finance retur inance returns ns to to Lucy Lucy D Deakin eakin, DBF, T , DBF, The Old he Old Deane eanery ry, St St Andrew ndrews St Stre reet, W et, Wells ells, B , BA5 2 2UG or by
email t ail to
lucy.deakin .deakin@bat athw hwells ells.anglica .anglican.org n.org If you have any queries regarding the completion of your accounts or returns there is guidance on the Diocesan website www.bathandwells.org.uk in “For Treasurers” section *Guidance on Charity Commission registration or dispensation may be found at Parish Resources, www.parishresources.org.uk/pccs/registration/
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There are four types of fund:
NB:
used by the PCC for any purpose
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Year end process:
for larger charities)
APCM
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Tips:
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These topics will be covered in later sessions
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with the Diocese (Bath & Wells DBF)
management trustee
permanent endowment, these can be returned
(i.e. <£1k income or <£10k capital. New legislation has simplified the process – contact Juliette Hill
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Loans:
Assistance through the Finance Office Grants:
Application form available from Sue Anderson
Assistance through Andrew Rainsford and Sue Whitehead
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Tax: effective rate now 25% see www.hmrc.gov.uk/charities/gift_aid for more details
VAT: makes grants towards the VAT incurred in making repairs to listed buildings mainly used for public worship see www.lpwscheme.org.uk for more details
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diocesan pooling of 500 current accounts no bank charges (changing from 1 January 2017 for larger churches) quarterly interest credits easier mechanism for change of signatories If your PCC is not within this scheme but would like to be, please contact the Finance Office for more details
See Separate Handout in Pack
Period 2006-2012 – 7 years of deficits Total reserves used £5m Unsustainable Period 2013-2016 – Breakeven budgets 2017 transition 2018-2022 5 year plan to resource new strategic
£ Notes Stipend 25,369 Bath & Wells average stipend for calendar year Pension 9,231 39.9% contribution rate on prior year NMS Social Security 2,030 Employer’s National Insurance contribution (HMRC rates) Stipend / Pension / Social Security 36,629 Housing repairs and maintenance, insurance, council tax and water rates 6,743 } Total expenditure items noted divided by priest numbers. Removal costs and grants 680 } Training and support – Ordinands 2,598 } Training – in service (CMD) 260 } Retirement housing (CHARM) 510 } Housing / Removals / Training 10,791 TOTAL £47,400
Jan- Apr – Parish survey of membership/category May-Jun – Departmental budget process July – Scrutiny of departmental budgets by Finance
Aug - Parish survey results input into share model Sep - Approval of budget by Bishop’s council Oct – Budget adopted by Diocesan Synod Nov – Share requests sent out to parishes
Of the £9.5m Parish Share, the majority is spent
The remainder goes towards other costs in the
Various factors decide your Parish Share …at a diocesan level including :
Change in Common Fund
Changes in overall membership in the diocese and in socio-economic categories … at a parish level:
Number church members and category within your particular parish declared by the PCC in the Annual Survey
Any caps or collars on the increases or decreases
This form can be found at www.bathandwells.org.uk/supporting-parishes/finances/parish-share
Defined in terms of number of adults attending
regularly (generally at least once monthly), or who would attend if not prevented by illness etc.
New members ( who have not transferred from
another church) are brought into calculation over 3 years.
Survey forms need to be returned promptly Can not alter your figures after parish share has
been set, therefore important to get right
4,000 8,000 12,000 16,000 20,000 24,000 28,000 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016
Comm mmon
und d increa rease se 1. 1.0% 0% Average decrease in church membership (0.1)% 1)% Net movement in socio-economic categories 0.1% 1% Net movement in max/min caps/collars 0.6% 6% Increa crease se per membe ember r for a p parish sh with th NO annual ual change nge in membe embership p or categor gory 1. 1.6% 6%
bership ship and categor egories ies suppli lied d by parishes ishes
Pa Parish h Socio io- Average age Share per Member mber per week Economic nomic Categor egory 2016 £ Increase ease (1. 1.6% 6%) £ 2015 £ A 10.58 0.17 10.41 B 10.05 0.16 9.89 C 9.53 0.17 9.36 D (Mid) d) 9.00 0.16 8.84 E 8.47 0.15 8.32 F 7.94 94 0.14 7.80 G 7.41 0.13 13 7.28
your Church membership’s ability to pay . . . . compared to others in the diocese . . .
At present, only 2 ‘A’ parishes and 29 ‘G’s. The spread from A to G ranges from 70% to 100%, with
a G category parish being asked for 70% of what an A category parish is, per declared member.
This will increase over 2017 and 2018 so that by 2018,
a the spread from A to G will range from 56% to. This is to better reflect the spread of wealth in the diocese and provide more meaningful relief for the less well off parishes
Parish share per person in your chosen socio-
Increases and decreases year-on-year will be
We encourage you to make monthly payments
Parishes which pay their Parish Share either by
For 2017 1.25% discount for full payment by
If you need to change your payment method
Do keep your PCC up to date with any issues on
If your Parish has problems paying the current year
Andrew Rainsford can help with sourcing grant
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Voluntary Planned Giving (recurring)
} monthly standing order/
} weekly gift aid envelopes
Fundraising Activities
Fees retained by PCC for Weddings and Funerals Dividends and Interest – Cash Management Scheme Voluntary Grants and Legacies (non-recurring) Trading Activities – hall lettings, magazine and book sales, coffee shop etc.
(*) – contact Richard Illidge for help with claiming
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Parish Share paid to Diocese
Staff Salaries / Honoraria Clergy and Staff Expenses Regular Church Running Expenses
Governance Capital: Major Repairs, Maintenance and Improvements Trading Costs Mission and Evangelism
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Fees legally belong to the DBF Fee levels increase each year Fees are based on costs of ministry, making the
PCC / benefice usually handle payments and pass
Heating Services of a verger Services of an organist, choir or bell-ringers Sheet or recorded music that has to be specially purchased The provision of recorded or taped music The taking of films, video or sound recordings Flowers Special furnishings
TABLE OF PAROCHIAL FEES from 1 January 2016 Note: This table sets out the fees prescribed by the Parochial Fees Order 2014 (a Statutory Instrument) and summarises other relevant information. For legal purposes reference should be made to the Order itself For further information about fees refer to the Guide to Church of England Parochial Fees and Frequently Asked Questions which are available on the Church of England website at www.churchofengland.org/weddings-baptisms- funerals/fees.aspx Fee payable Towards Diocesan Board of Finance Fee Payable To Parochial Church Council Total Fee Payable NOTES: 1. CERTIFICATES OF BAPTISM The fee for a certificate issued at the time of baptism is for a certified copy of the entry in the register book of baptisms giving the particulars required in Form No 1 in Schedule 1 to the Parochial Registers and Records Measure 1978. The fees payable for a certified copy of the full entry issued at any other time are the fees prescribed for searching registers of baptisms and burials and, if applicable, for each additional copy of an entry in such a register. 2. DEFINITIONS etc. ‘Burial’ includes deposit in a vault or brick grave and the interment or deposit of cremated remains. ‘Churchyard’ includes the curtilage of a church and a burial ground of a church whether or not immediately adjoining such church. (NOTE: This includes any area used for the interment of cremated remains within such a curtilage or burial ground, whether consecrated or not.) ‘Cemetery’ means a burial ground maintained by a burial authority. ‘Monument’ includes headstone, cross, kerb, border, vase, chain, railing, tablet, plaque, marker, flatstone, tombstone or monument or tomb of any other kind. ‘immediately preceding or following on from service in church’ includes the day before and the day after the service in church. Where “ - “ appears in the table no fee is payable to the body indicated. 3. FUNERALS & BURIALS i) No fee is payable in respect of a burial of a still-born infant, or for the funeral or burial of a person dying within sixteen years after birth. ii) The fee for a burial in a churchyard or cemetery on a separate occasion applies when burial does not take place on the same day as, or on the day before or the day after, a service in church. iii) The certificate issued at the time of burial is a certified copy of the entry in the register book of burials kept under the Parochial Registers and Records Measure 1978. 4. SEARCHES IN CHURCH REGISTERS The search fee relates to a particular search where the approximate date of the baptism, marriage or burial is known. The fee for a more general search of a church register is negotiable. 5. COSTS AND EXPENSES In the case of a marriage service or a funeral service in church, any costs and expenses incurred in respect of routine administration (including arranging dates and times and the making of entries in registers), making the church available and lighting it are included in the fee prescribed as payable to the parochial church council. 6. FEE FOR MARRIAGE CERTIFICATE The following fees are currently payable under the Marriage Act 1949 to the parochial church council under the Registration of Births, Deaths and Marriages (Fees) (Amendment) Order 2014: certified copy of entry in marriage register at time of registration £4.00; subsequently £10.00. BAPTISMS Certificate issued at time of baptism (See Note 1) Short certificate of baptism given under section 2, Baptismal Registers Measure 1961 £
13.00 13.00 £ 13.00 13.00 MARRIAGES Publication of banns of marriage Certificate of banns issued at time of publication Marriage Service (See Note 5. For marriage certificate see Note 6)
27.00 13.00 226.00 27.00 13.00 415.00 FUNERALS AND BURIALS OF PERSON AGED 16 YEARS OR MORE (See Note 3(i)) Service in Church Funeral service in church, whether taking place before or after burial or cremation (See Note 5) Burial of body in churchyard immediately preceding or following on from service in church Burial or other lawful disposal of cremated remains in churchyard immediately preceding or following on from service in church Burial of body, or burial or other lawful disposal of cremated remains, in cemetery immediately preceding or following on from service in church Cremation immediately preceding or following on from service in church Burial of body in churchyard on separate occasion (See Note 3(ii)) Burial of cremated remains in churchyard or other lawful disposal of cremated remains on separate occasion (See Note 3(ii)) Burial of body, or burial or other lawful disposal of cremated remains, in cemetery on separate occasion (See Note 3(ii)) No Service in Church Funeral service (including burial of body) at graveside in churchyard Funeral service (including burial or other lawful disposal of cremated remains) at graveside in churchyard Funeral service at crematorium, or funeral service (including burial of body or burial or other lawful disposal of cremated remains) in cemetery Burial of body in churchyard (committal only) Burial of cremated remains in churchyard or other lawful disposal of cremated remains (committal only) Certificate issued at time of burial (See Note 3(iii)) 96.00 12.00 12.00 25.00 25.00 38.00 38.00 50.00 96.00 96.00 151.00 38.00 38.00
274.00 111.00
111.00 13.00 274.00 111.00 27.00 274.00 111.00 13.00 178.00 286.00 123.00 25.00 25.00 312.00 149.00 63.00 370.00 207.00 178.00 312.00 149.00 13.00 MONUMENTS IN CHURCHYARDS Permitted in accordance with rules, regulations or directions made by the Chancellor of the diocese, including those relating to a particular churchyard or part of a churchyard (but excluding a monument authorized by a particular faculty, the fee for which is set by the Chancellor) Small cross of wood Small vase not exceeding 305mm x 203mm x 203mm (12” x 8” x 8”) or tablet, plaque or other marker commemorating a person whose remains have been cremated Any other monument (the above fees include the approval of the original inscription by the incumbent) Additional inscription on existing monument 12.00 12.00 12.00 12.00 28.00 55.00 116.00 13.00 40.00 67.00 128.00 25.00 SEARCHES IN CHURCH REGISTERS Searching registers of marriages for period before 1 July 1837 (See Note 4) (for up to one hour) for each subsequent hour or part of an hour Searching registers of baptism or burials (See Note 4) (including the provision of one copy
for each subsequent hour or part of an hour Each additional copy of an entry in a register of baptism or burials Inspection of instrument of apportionment or agreement for exchange of land for tithes deposited under the Tithe Act 1836 Furnishing copies of above (for every 72 words)
27.00 27.00 27.00 13.00
27.00 27.00 27.00 27.00 13.00
EXTRAS The fees shown in this table are the statutory fees payable. It is stressed that the figures do not include charges for extras such as heating, the services of a verger, music (e.g. organist, choir), bells, and flowers, which are fixed by the Parochial Church Council. See www.churchofengland.org/weddings-baptisms-funerals/fees.aspx for guidance Published by The Archbishops’ Council Church House, Great Smith Street, London. SW1P 3AZ
RECORD OF FEE INCOM OME
Parochia hial l Fees
YEAR 2016
month/quarter April to June ne PARISH (if not for whole benefice) St Loch chness ess BENEFIC EFICE/T E/TEA EAM MINISTRY RY ABERDEE EEN NAME E OF INCUMBEN ENT Fees sent in by:― Name: Jane Bracken / PRIEST IN CHARGE :― Rev.
gal Conta tact Details: s: 0141 942 5555 MARRI RIAGES ES *References Ref. Fee Date (see Name Parish Name Fee to DBF Fees to Retired Clergy Name of Officiant Payable right) £ £ To PCC £ M = Marriage 03.04.2016 B Jones / Smith St Lochness 0.00 0.00
40.00 12.05.2016 M Williams / Harrison St Lochness 189.00 0.00
239.00 SPL = Special Licence 25.05.2016 M Stewart / Brown St Lochness 189.00 0.00
257.00 BG = Blessing after civil marriage B = Banns
Funeral Directors have been instructed to make all
payments to the PCC/benefice
Retired Ministers will approach the PCC/benefice for their
apportionment of fees and travel expenses
Should the Retired Minister refuse a fee, then the whole fee
(excluding the PCC element) is payable to the DBF
RECORD OF FEE INCOM OME
Parochia hial l Fees
YEAR 2016
month/quarter April to June ne PARISH (if not for whole benefice) St Loch chness ess BENEFIC EFICE/T E/TEA EAM MINISTRY RY ABERDEE EEN NAME E OF INCUMB MBEN ENT Fees sent in by:― Name: : Jane Bracken / PRIEST IN CHARGE :― Rev.
gal Conta tact Details: s: 0141 942 5555 MARRI RIAGES ES *References Ref. Fee Date (see Name Parish Name Fee to DBF Fees to Retired Clergy Name of Officiant Payable right) £ £ To PCC £ M = Marriage 03.04.2016 B Jones / Smith St Lochness 0.00 0.00
40.00 12.05.2016 M Williams / Harrison St Lochness 189.00 0.00
239.00 SPL = Special Licence 25.05.2016 M Stewart / Brown St Lochness 189.00 0.00
257.00 15.06.2016 M Ritchie / Scott St Lochness 63.00 126.00
257.00 BG = Blessing after civil marriage B = Banns
The Incumbent or P-in-C has the right to waive the
DBF fee “in a particular case”*
The DBF will have to find the additional fund for
stipends elsewhere
The Incumbent or P-in-C has also the right to
waive the PCC fee after consulting with the CWs
PCCs will approach the Rural Dean in the case of
a vacancy
* This means that the Incumbent/P-in-C cannot issue a general, blanket waiver of fees in the parish.
Vacancy Claims for Sunday or Weekday
Forms completed monthly Stipendiary clergy, SSMs, Chaplains or
House for Duty Priests are treated the
Clergy sickness – payable by the DBF for a
APPLICATION FOR PAYMENT TO CLERGY / READERS FOR ASSISTANCE AND/OR TRAVELLING EXPENSES DURING A VACANCY [paid direct to PCC]
Parish Name:―
Date of Service Clergy Name
Description of service Service Fee £ Travelling Expenses Total Due £ Remarks Mileage Amount £ 30.06.2016
Holy Communion 32.00 10 4.50 36.50 Payments made by BACS to PCC Account:- Send completed and signed form to:― The Diocesan Office The Old Deanery Wells BA5 2UG Signature of Sequestrator:― Account Name: Sort Code: Acct No: Claim forms to be submitted on a regular monthly basis PLEASE READ THE NOTES ISSUED TO SEQUESTRATORS BEFORE COMPLETING THIS FORM
For Office Use Only Vendor No: ____________ 5311/02CST = £ 5312/02CST = £__________ £__________
All fee tables, Bishops’Guidelines and leaflets are available on the diocesan website: www.bathandwells.org/supporting-parishes/finance/for- treasurers/parochial-fees Or you can contact the office: yvonne.thompson@bathwells.anglican.org lucy.deakin@bathwells.anglican.org Tel: 01749 685126
PCC Accounts Return of Parish Finance Statistics for Mission Parish Share Survey Form
31 December is the year end for all PCCs The Annual Report & Accounts should be
An example of an annual report and parish
Due by 30 April
Available on the diocesan website from
www.bathandwells.org.uk/supporting-parishes/finance/for- treasurers/accounting-returns/finance-forms-guideline
Collected on behalf of Archbishops’ Council Should match parish accounts and be
This form is available to submit online Due by 31 May
Collected each year by the diocese on
Sent to parishes in September each year Should be returned the following January This form is available to submit online
www.bathandwells.org.uk/supporting-parishes/finance/for- treasurers/accounting-returns/finance-forms-guideline
Our website – employment section
http://www.bathandwells.org.uk/supporting-parishes/finances/for- treasurers/employment/
Pension presentation (from 2015 Roadshow)
http://www.bathandwells.org.uk/supporting-parishes/finances/for- treasurers/treasurers-training/ including
Check who I need to enrol Which scheme should I use Comparison of C of E scheme and NEST Helpful sources
Joel Ryan from C of E Pensions Board
joel.ryan@churchofengland.org
39 20 11 6 3 7
EXCEL Manual Records Diocesan Cashbook Finance Coordinator Quicken Other software
reasur surer ers us using g different erent accounting
softw twar are e (from
sponses nses) ) - 2015
Developed by Matthew Brunt of Gloucester Diocese Free EXCEL based software most suitable for smaller
parishes with income <£100k
Will produce simple R&P accounts and the Return of Parish
Finance
Available to download with the WORD manual from the
website
2015 2014 Accounts List code
Incoming resources
£ £ £ £ £ Voluntary income: Planned giving
Activities for generating funds Magazine/Bookstall sales/Hall Lettings etc
Investment income: Interest & dividends
Income from charitable activities: Parochial fees
Total incoming resources
Charitable activities: Donations/Grants to charities
Charitable activities: Support costs
Governance costs
Major expenditure Repairs to church buildings
Total resources expended
for the year ended 31 December 2015
St Julian's Receipts & Payments Account
Notes Funds brought forward at 1 Jan 2015 Funds carried forward at 31 Dec 2015 Cashbook is password protected, password can be
released if required, though risk of corrupting the spreadsheet exists.
Avoid cutting and pasting data around the cashbook – use
the sort keys instead to sort entries by date/account etc.
For larger churches a commercial accounts package may
be preferable (e.g. Finance CoOrdinator / SAGE / etc).
Treasurer’s newsletters Regular updates to the Finance News section of
“Treasurers Learning Network” Luke 14-28 Forum Roadshow for larger PCCs –December 2016
Cashbook training Telephone /email support for diocesan cashbook
Shared questions and experience – over 60 current
members
No one alone Learning from each other Developing best practice Guidelines and frameworks available Not reinventing the wheel Easier to hand over to next Treasurer Get email updates whenever someone posts
Register to sign up today or email
Go to independent Yahoo group
Lucy can help with the process
SORP 2015 – training session with Ed Marsh from
May include another topic- Fees recording? Gift Aid
Bath: 13 Dec 10am -12.30pm Wells: 1 Dec 6.30-9.00pm Taunton:7 Dec 10am -12.30pm To book email sue.whitehead@bathwells.anglican.org
Treasurers
Forum
Fund for Church ch Growth th gra rants ts
Stewardship Grants advice Planned giving reviews
Loans from CCLA or Diocesan Loan Fund
How w can the Dioce cese se help p us?
Advice on use of Church buildings Mission initiatives and Mission Action planning Parish Consultancy
developing teams
profiles
Advice on benefice and parish reorganisation
Children's and youth advisors and resources Updates on current issues
Safeguarding admin, advice and training