## **The Friends of St Margaret’s Church, Ockley** ## **Registered with the Charity Commission no. 1137268** ## **Report of the Trustees for the period ended 31[st] March, 2021** The Trustees present their report along with the independently examined financial statement for the year ended 31[st] March, 2021. ## **Address** Elmers Farmhouse Stane Street Ockley Dorking Surrey RH5 5TQ ## **Trustees** Mr. G.E. Lee-Steere - Chairman Mrs. H.M. Burt - Treasurer Mrs. S. Calvert (retired 9[th] October 2020) Mrs S. Dean-Webster Mr. R.M. Gibbs (from 9[th] October 2020) Mr. T.A. Pryke Mrs. E.I. Warner Mr. J.R.H. Thomas - Secretary Ex-officio: Minister - Revd. L. Richardson Churchwarden - Mr. N. Ede (from 9[th] October 2020) Co-opted: - Mrs. D. Buckley Sunda (fundraising) - Mrs. S. Calvert (from 9[th] October 2020) - The Hon. Mrs. G. Christie - Mrs. S. Pickard **Bankers** National Westminster Bank plc 14 High Street Dorking Surrey, RH4 1AX 1 ## **Independent Examiner** Mrs. D. von Bergen ACA Capel Lodge Horsham Road Capel RH5 4PQ ## **Structure, Governance and Management** 1. The Friends of St. Margaret’s Church, Ockley (‘The Friends’ or ‘The Trust’) was formed on 17[th] April, 2009 when a Trust Deed was signed by the original Trustees. The Trust was set up to appeal to a wide audience attracted to the idea of providing funds to help secure the long-term future of St Margaret’s Church (‘St Margaret’s’ or ‘the Church’). The Church is an early 14[th] century Grade II* listed building which should be preserved in an appropriate condition to provide facilities for the ministry and other activities for the wider community. 2. During the first 12 years a total of over £ 266,000 has been raised and spent on the maintenance and repair of the fabric of the Church (see paragraph 9 below). 3. The income generated by the Trust is used exclusively for the restoration, preservation, repair, maintenance, improvement, and beautification of the Church and its curtilage by making grants to the Capel and Ockley Parochial Church Council which is ultimately responsible for the Church. St. Margaret’s Church, Ockley is in the parish of Capel and Ockley. The parish is in the diocese of Guildford. 4. The Trustees are volunteers who have concerns for the future of St Margaret’s and who wish to help raise funds to secure its long-term future. 5. Whilst the immediate beneficiaries of The Friends will be those who attend the Church as regular worshippers, St Margaret’s is open to all to come and enjoy the services offered, which include baptisms, weddings, funerals or other activities, such as concerts. Others from further afield also enjoy visiting this ancient church. The Friends will therefore benefit a wide population, albeit mainly from a relatively small geographical area. 6. Neither the Church nor The Friends charge fees for membership. Members of the public are therefore not restricted from enjoying either the religious or secular facilities offered because they cannot or do not wish to make any monetary contribution. Voluntary donations to the Church or to The Friends are, of course, very welcome. 7. Whilst the Church itself may be said to offer benefits to certain types of people, the benefits provided by The Friends to ensure that the Church can continue to offer any such ‘private’ benefits are incidental to the object of 2 maintaining the building for the future, the benefit of which will accrue to a much wider community. 8. The Trustees do not believe there is any detriment or harm associated with the benefits provided by the Trust. ## **Objectives** 9. In summary, St Margaret’s Church requires funds to:- - a) Maintain the building. The Quinquennial Review carried out in 2016 identified various matters that will require attention in the foreseeable future. Repairs to the Chancel ceiling were undertaken during the latter part of 2020. A further Quinquennial Review is due to be completed in 2022. - b) Carry out certain improvements to make the building more suitable for the 21[st] century. These improvements are to be carried out in stages. The first of these was the construction of an emergency door, completed in early 2020. This was followed by the installation of a new heating system, which was completed later in 2020. Further stages, for completion over the next few years as funds permit, are: the installation of toilet facilities; repairs to the roof; rewiring the church; and installing a new lighting and sound system. Various grants will be sought to help with the cost of these further projects. ## **Achievement and performance** 10. In reaching out to Ockley village as a whole, the Trustees hope that, even if people do not go to church, they are nevertheless keen to have St Margaret’s in their village for baptisms, weddings and funerals. The cost of keeping St Margaret’s open is high and there is a serious risk that, unless more money is found, it will not be possible to keep it open indefinitely. 11. Against this background, the response from the village has been mixed. Although we have been greatly encouraged by the generosity of the responses, the number of villagers who responded was rather disappointing. ## **Financial Review** 12. The gross income for the year to 31[st] March, 2021 was £ 52,743. In addition to on-going and one-off donations, a number of grants were received from various organisations. Grants to the value of £23,800 specifically for the new boiler and central heating system were received from 6 organisations. The Friends wish to record their grateful thanks to: All Churches Trust; Wates Foundation; Marshall’s Charity; Surrey Churches Preservation Trust; Gatwick 3 Airport Community Support and The Community Foundation for Surrey for their generous support. All of these grants were applied to the project for which they were donated during the year. In addition, ‘grants’ for the sum of £18,566 were received during the year from the Department for Culture Media and Sport in respect of the VAT suffered on expenditure relating to both the fire exit in the previous year and central heating system this year. Again, the Friends wish to register their thanks. 13. Expenditure for the year amounted to £ 92,611: £83,957 related to the installation of the heating system, £5,244 to the costs of installing the emergency door and £3,410 to repairs to the Chancel ceiling. ## **Plans for Future Periods** 14. Future plans revolve around the projects outlined under paragraph 9(b) above. A sub-committee has been set up to consider how best to tackle grant applications and fundraising opportunities so that these projects can be successfully concluded. ## **Trustees’ Responsibilities** 15. The Trustees are responsible for maintaining an adequate system of internal control and keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the Trust. The Trustees are also responsible for safeguarding the assets of the Trust and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. 16. The Trustees are also mindful of the Data Protection Act 2018 and UK GDPR. We hold minimal personal data on the donors to The Friends and what we do hold is held securely and only accessible by the Treasurer. ## **Reserves Policy** 17. It is anticipated that, from time to time, the Trust’s funds will be allocated to various substantial building maintenance projects at St Margaret’s Church (such as the church repairs and re-ordering outlined in paragraph 9 above). 18. Other projects come at irregular intervals and will, by and large, be planned for some years ahead. Although a major project may well generate financial support from the community, the Trustees consider it prudent to plan ongoing expenditure after taking account of expected requirements over the next few years. 19. The Trustees will therefore allocate funds held in reserve to future projects. 4 20. The Trustees recognise that they are under a general legal duty to apply charity funds within a reasonable time of receiving them and that the Reserves Policy will be applied accordingly. ## **Risk Management** 21. The Trustees have considered risks. Broadly these are simply to ensure that the funds are held securely and are used exclusively for the matters set out in the Trust’s Objects. Two signatories are required for any funds disbursed and all decisions for the use of funds must be agreed by a majority of the Trustees present at any meeting. 22. The Friends of St Margaret’s Church holds no assets other than its cash reserves. The responsibility for the Church building rests with the Churchwarden and the PCC. 5 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl I members of The Friends of St Margaret's Church, Ockley On accounts forthe year ended 31 March 2021 Charty no lif any) 1137268 Set out on pages I report to the trustees on my examination of the accounts of the above charity I'the Trust") for the year ended 3110312021 Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordan¢e with the requirements of the Charities Act 2011 ("the Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(51(b) of the Act. I have completed my examination. I confirm that no material matters have come to my attention ( ') in connection with Ihe examination which gives me cause to believe that in, any material respect.. accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord wilh the accounting records Independent examiner's statement I have no concems and have come xross no other matters in connection with the examination to which attention should be drawn in orderto enable a proper underslanding oflhe accounts to be reached. Please delete the words in the brackets ir they do not apply. Signed: Name: Relevant professional qualification{s) or body lif any): iCAeth), Address: CfiPÉL IER The Friends of St Margaret's Church, Odtley Receipts and Paymentsfor the year ended 31 Marth 2021 2020 2021 Incomè Unrestrl¢ted Restrlrted Total Donations 3.990 6,086 1.560 Gtft-aided donatlons Tax recovered Notgrft-aided donations 19,240 2,251 760 19,240 2,251 760 11.636 22.251 22,251 Ottter Income 5,000 130 1,343 366 Grants Donations 8ox Fundraising Interest 18,566 23.800 42,366 226 226 6039 18,792 42,592 18,475 41.043 23.800 64.843 Empenditure Architect & otherfees re building projects Fire Exit Boilerlcentral Heatln8 System Chancel Ceiling 59,950 5,244 60,157 3,410 5.244 83.9S7 3.410 23.800 59,9SO 68,811 23,800 92,611 -£41.475 Net IneomelExpendtture -£27.768 £0 27,768 Balan￿ Sheet as at 31 Mar¢h 2021 £32.453 Reserves £4.685 £0 £4.685 Represented by.. B&nk Atcoufit Savings Account Petty Cash 16.337 15,888 227 4,344 114 227 4,344 114 227 £32,453 £4.685 £0 £4.685 Mrs HM Burt JRH Thomas Date J6 ## **The Friends of St Margaret’s Church, Ockley** ## **Notes to the accounts** 1. These accounts have been prepared on a receipts and payments basis. ## **Income** 2. All income is accounted for without deduction of costs. 3. Gift Aid is treated as income when received. An outstanding claim for £3,583 is not included in these figures. 4. Grants and legacies are only recognised when received. A grant from DCMS of £6,029 in respect of expenditure incurred in the year to 31 March 2021 in relation to the fire exit and boiler installation was subsequently received in June 2021 and is not included in these figures. 5. Total annualised income from regular giving including gift-aid, where applicable, is estimated at approximately £5,050. ## **Expenditure** 6. Expenditure is accounted for on a cash basis and gross of VAT ## **Funds Accounting** 7. Donations or grants received for a specific purpose or object are only expended on the specific purpose or object for which they were given. ## **Cash Flow Statement** 8. In accordance with Section 7 of FRS 102 the charity is claiming exemption from the requirement to prepare a cash flow statement on account of its size. ## **Cash at bank and in hand** 9. The trustees use short term deposits where possible to maximise return on monies held at the bank and to manage cash flow. ## **Trustee Remuneration** 10. All the trustees donate their time spent running the charity on a voluntary basis and do not receive remuneration for their work. 8