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2020-12-31-accounts

West Somerset Area Quaker Meeting, of the Religious Society of Friends (Quakers) Registered Charity Number 1155009

Trustees Annual Report and Accounts for 1 January – 31 December 2020

Note

This report accompanies the Treasurer’s Report and Accounts for 2020.

Reference information

The charity is part of the Religious Society of Friends (Britain Yearly Meeting). It was registered on 15 December 2013 as West Somerset Area Quaker Meeting (WSAQM), Charity Number 1155009.

Contact Address

Co-Clerk to Trustees:

Names of those acting as trustees during 2020

Names of key officers in 2020

WSAQM Clerkship: Co-clerks Anna Mullet, Martin Wall.

WSAQM Business Team Convenor: Philip Parratt.

WSAQM Communications Clerk: Anna Mullett.

WSAQM Treasurer: Philip Parratt, Cornhill House, 15 Main Road, Westonzoyland, Bridgwater TA7 0DZ.

Names and addresses of other relevant organisations or persons

Bankers:

Charities Aid Foundation Bank Ltd, 25 Kings Hill Avenue, Kings Hill, West Malling, Kent ME19 4JQ

Monmouthshire Building Society, Monmouthshire House, John Frost Square, Newport NP20 1PX

Independent Examiner:

Jodie Loveday, Brook House, 5 Mountfields Park, Taunton TA1 3BH Other principal advisors:

Friends Trusts Ltd. and Quaker Stewardship Committee, Friends House, 173 Euston Road, London NW1 2BJ.

Meeting House Addresses

Minehead Meeting House, 9 Bancks Street, Minehead TA24 5DJ Spiceland Meeting House, Uffculme, Cullompton EX15 3AZ

Taunton Meeting House, Bath Place, High Street, Taunton TA1 4EP Wellington Meeting House, High Street, Wellington TA21 8RA

(There are also local Meetings in hired premises in Bridgwater, Burnham-on-Sea and Ilminster.)

Website http://www.westsomersetquakers.org.

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Governance

The charity is registered with the Charity Commission and operates under the terms of the Scheme issued on 28 July 2014. It is constituted under a Governing Document and Terms of Reference for Trustees agreed by West Somerset Area Quaker Meeting (WSAQM) in 2007. The Area Meeting (AM) also agreed a Memorandum of Understanding between Trustees and Local Meetings in 2007 and by each Local Meeting during 2008. These were updated during 2013. Trustees are nominated by their Local Meetings and appointed by AM. They report to AM annually and on matters of principle or major ongoing items as needed.

The charity functions in accordance with Quaker Faith and Practice of Britain Yearly Meeting in its meetings for business as an Area Meeting and in Trustees’ meetings as well as following the documents referred to above. Decisions in both bodies are made on the basis of seeking unity under the guidance of the Spirit with the clerk of that body minuting these at the time. These minutes are posted on the AM website.

New Trustees are given copies of the Charity Commission Scheme, Governing Document, Terms of Reference and the Memorandum of Understanding mentioned above as well as recent minutes. One of the Trustees is available for briefings ahead of and after nomination and appointment of new Trustees.

In March of this year a global pandemic caused by a virus known as Covid-19, first identified in China, reached Britain. Meeting Houses and places of worship were closed throughout the country and travel was restricted. Consequently any training opportunities provided by Quaker Stewardship Committee and Woodbrooke Quaker Study Centre have been only available on line.

Support from Quaker Stewardship Committee and staff in Friends House continued to be obtained as needed.

West Somerset Area Quaker Meeting currently recognises 7 Local Meetings – although it may reduce to 6 if Burnham-on-Sea LM decides to become part of the North Somerset AQM - and has set up Trustees and various committees for particular tasks. Area Meeting operates bank accounts and accounting for Area and Local Meetings. The Local Meetings are responsible for their own funds and appoint a Treasurer where they can. Accounts are inspected annually.

The Area Meeting is a constituent part of Britain Yearly Meeting (BYM) within the Religious Society of Friends and was a member of Bristol and Wessex Quakers Regional Gathering. It relates to these as appropriate or required. Friends Trusts Ltd acts as custodian trustee for the properties owned by the Society within the Area Meeting. Some funds are allocated to Elders and Overseers for use at their discretion for members in need or for the spiritual and educational development of members, attenders and Meetings. The Regional Gathering had not been in operation for some time and has now been wound up.

Ring binders for each Local Meeting have been produced to allow all Area Meeting policies and codes of practice to be easily available in each Local Meeting. Each policy is contained in a plastic pocket to enable ease of replacement should any policy be amended or superseded. Somewhat later than their actual implementation, the completed documents concerned with Safeguarding were signed by the AM clerks in July 2020.

Objectives

WSAQM pursues its object of the furtherance of the religious and charitable purposes of the Religious Society of Friends through holding meetings for worship in seven different locations on Sunday mornings and in some places at other times. Open meetings on the basis of Quakerism or current issues in society are held from time to time, and acts of

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witness and meetings in public places held or supported on particular matters of concern throughout the year. Each Local Meeting (LM) - and the Area Meeting itself - provides opportunities for learning, discussion and fellowship, not least in developing understanding of being Quakers today. A Newsletter is produced 3 times a year. The national weekly magazine for the Society of Friends, ‘The Friend’, is available for visitors’ use, mostly stored in the LMs’ libraries for ease of reference.

During 2020 several Local Meetings, though not all, have used the internet program called Zoom to enable virtual Meetings for Worship to be held on a regular basis while meeting face to face has been prevented.

Public Benefit

The charity provides public benefit through the provision of regular public meetings for worship, fostering the spiritual life and development of its members and attenders, cooperation with a range of voluntary bodies with similar aims and the availability of premises owned by the charity for use or hire to a wide variety of bodies in the communities in which they are placed. Meetings also support financially and practically a number of charitable activities, run by Quakers and by others, in line with their principles.

The film company Purple Field Productions receives particular support from the Area Meeting for its innovative work in highlighting issues faced by disadvantaged people in African and Asian countries and through its training of local film-makers in those locations. Support is also given to the Somerset Chapter of Citizens UK – a campaigning group that seeks to bring together numerous civic groups to give voice to unmet need in the community.

Risk assessment

During 2013 and 2014, Trustees spent time looking at the risks to which the charity is exposed and noting measures taken or needed to mitigate them. The main risks are seen as:

Fire, theft, damage and structural problems to its premises

Accidents to people making use of its property or attending its events

Financial difficulties due to falling levels of contributions from members and LMs and from drops in interest rates or collapse of banks due to factors beyond the charity’s control

Falling numbers of members and increasing difficulties in getting office holders Misappropriation of funds by officers

Acting illegally either in ignorance or in pursuit of witnessing to Quaker values Not caring properly and legally for children and others within its Meetings Not fulfilling Data Protection requirements

Failing to make proper tenancy and employment arrangements Trustees failing to understand or carry out their role properly

The survey of LMs done for Trustees in 2015 highlighted the difficulty most were finding in filling necessary posts on both LM and AM committees. This situation is on-going. To alleviate the problem within Trustees, a new approach had been agreed. The required number of Trustees could fall to a minimum of 6 and the balance of both full and sub-group Trustee meetings would change. There were 2 full and 4 each of sub-group meetings during 2017. This was reviewed at the October full meeting, when it was agreed to continue with this system in 2018. It was due to be reviewed again at a full meeting in October 2019. This latter meeting was unable to take place, so the review is still pending.

From March 2020 onwards everything changed in terms of risk to life. The government closed all places of worship on account of the transmissibility of the Covid-19 virus which was now causing a global pandemic. Responsibility for the safe holding of Meetings for Worship fell to Local Meetings. Each one had to find solutions appropriate to its needs, its membership, its building and its locality. For some the solution was to use an internet program called Zoom. For some it was to use a system of email contact, for some it was

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simply to worship at the same time as usual, keeping others in the Meeting in mind, while centring down in their own homes. This continued throughout 2020 apart from some periods of time when the restrictions were temporarily relaxed by Government.

Charles Henderson, on behalf of Trustees, monitors insurance for property and third party purposes and asks Local Meetings for updated information as needed. Local Meetings are expected to act legally and responsibly in relation to health and safety, disability, child protection, protection of vulnerable adults, data protection and fire precautions. A Data Protection Officer reminds LMs and others of the responsibilities. Trustees provide support for these matters. The help of Quaker Stewardship Committee and Friends House staff is sought whenever needed and information published by them is consulted.

Financial reserves are held in CAF, major banks or Building Society accounts; none are currently directly linked to stock market conditions.

The Local Meetings and the Area Meeting have been made aware that treasurers should not function in isolation and encourage appropriate systems to be in place.

The AM belongs to the Churches Child Protection Advisory Service, now known as thirty one:eight, and follows their advice on ensuring the safety of children, including obtaining the statutory checks on those working with children and young people. Policy papers for the Safeguarding of Children, Young People and Vulnerable Adults were prepared, agreed and distributed to all LMs during 2016.

The policy folders are expected to be readily available to visitors or other members of the public using the Meeting Houses.

Achievements and performance

WSAQM comprises 7 Local Meetings - at Bridgwater, Burnham-on-Sea, Ilminster, Minehead, Spiceland, Taunton, and Wellington. Total membership is currently about 213 members, attenders and children. Under normal circumstances – and apart from Burnhamon-Sea, which meets monthly - all Local Meetings hold regular weekly public meetings for worship on Sundays. Taunton offers two Sunday meetings, one in the morning and one in the evening as well. Spiceland arranges monthly midweek meetings in Hemyock, Tiverton and Wiveliscombe. Minehead holds a monthly lunchtime meeting for worship followed by a soup lunch. Most meetings hold regular groups for spiritual nurture, discussion and widening the understanding of Quakerism. Some offer public events on social and international issues.

The normal circumstances lasted for less than 3 months in 2020. From March onwards Government restrictions for all gatherings and places of worship were legally binding for the bulk of the year as the global pandemic swept through the country. All 7 Local Meetings have kept in close touch with their membership by one means or another and risk assessments have been at the forefront of Friends’ thinking in each case.

Burnham-on-Sea LM was in discussion with both North Somerset Area Quaker Meeting and WSAQM regarding the possibility of changing its legal membership from this AQM to North Somerset. This related strongly to its ageing membership and its geographical position, which is closer to North Somerset. The pandemic halted further consideration by North Somerset AM, so the possibility remains, but has not developed further.

The AM held 3 full business meetings in 2020. January’s meeting was a face-to-face meeting, dealing with membership and associated matters as well as hearing reports from LMs, from representatives to national bodies and from those who had attended various conferences. Then the pandemic arrived and the April meeting had to be cancelled. Further business meetings in July and September were held virtually, by means of the internet. One

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Special Area Meeting for Worship, on the theme of ‘Build Back Better’, was held in September – again using the internet to meet virtually.

A Warden continues to be in place at Taunton’s Meeting House. These premises should have hosted a range of events during 2020, as the building was being hired by many local groups on a regular basis. Inevitably the Meeting House was required to close to all users during most of the year. The current Warden’s temporary contract was reviewed before its expiry date of May 2020 and it was agreed to continue to employ the same person as Warden, but now on a revised and permanent contract.

For several months, on account of the pandemic, the Warden voluntarily reduced the hours to be worked to avoid the need to call on the furlough scheme. This is a scheme introduced by the government to give a measure of protection to those in employment whose jobs have been affected by the lockdown throughout the country. Later a decision was made to make use of the scheme in order to ensure that the Warden’s job could be protected.

Elders and Overseers have continued to hold meetings to look at matters of mutual spiritual and pastoral interest - meeting virtually by use of the internet when face-to-face meetings were not permitted by government.

Sustainability

WSAQM Trustees hear regularly from the Earth Action Group, which is tasked with initiating and co-ordinating actions to reduce our carbon footprint and discern how we might mitigate the impact of the current climate catastrophe.

The Group has tried to continue its valuable work during 2020, despite the limitations posed by the pandemic. It has kept the AM clerks updated on any events and possible courses of action open to Friends. For this year it has largely kept this work in the forefront of West Somerset Friends’ minds through the production and distribution of newsletters.

Trustees

2020 started with 8 Trustees and finished with 7, as one Trustee came to the end of their service. The two sub-groups (Finance and Property [F&P] and Policy and Communications [P&C]) have met several times and the meetings for the full group have been maintained.

Our link with the Charity Commission continues to be the WSAQM Treasurer, Phil Parratt.

Trustees met twice as a full group for scheduled meetings and twice more for extra single – focus meetings during 2020. The F&P sub-group met 5 times. The P&C sub-group also met 5 times.

During this year we had one Trustee each from 5 meetings, 2 from Taunton, none from Burnham, who were unable to appoint, plus the AM Treasurer ex officio. The system of meetings that had been used throughout 2019, and was expected to continue in 2020, was compromised by the advent of the global pandemic. One of the co-clerks to Trustees also had to withdraw from service temporarily, on account of bereavement.

Taunton Meeting House was again experiencing increased numbers of lettings, until closure was required by the government on account of the virus sweeping the country. Sigurd Reimers continued to give valuable service as the Health and Safety officer for the Meeting and as the Warden’s Supervisor. He has kept both the Meeting and the Trustees fully informed as the government’s requirements for the use of places of worship fluctuated during the year.

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The Taunton Meeting House Management Committee continued to be clerked by Peter Burgoine of Taunton Meeting until July 2020. Until the COVID pandemic arose, he was assisted by Elaine Youngs of Bridgwater Meeting. With the travel restrictions imposed by the government Elaine felt unable to continue in that role and her place was taken by Fran Hicks. At the end of July Peter laid down his service and Kathy Gollin joined Fran as coclerk. The appointment of the new warden on a temporary contract was reviewed in early 2020 and it was agreed to make the appointment permanent from May 2020.

The problems caused by rough sleepers using the benches on the verandah of the Meeting House were reduced with the government lockdown on account of the pandemic. Provision for most of these people (which is on-going) was made in some residential accommodation away from the town centre while the situation remains. The stolen bench has been replaced and both benches have been secured with concrete fixings. A fine, lockable gate, to restrict unwanted access to the garden, has been commissioned and is in place. Ease of access from the surrounding car park over the garden wall has also been prevented, by installing and securing metal mesh fencing around the garden.

The garden is well established and continues to offer a haven of peace - although sited in the centre of the town and adjacent to a busy car park. Volunteer Friends continue to maintain and develop it. This year, however, it has not been possible to give it as much attention as usual. In normal times it is accessible, all members of the meeting and all hirers of the building. This has not been a normal year and so access to it has been heavily restricted by the government’s restrictions, imposed to try to contain the spread of the virus.

All AM policy documents are now available in each Local Meeting, including those for Safeguarding. These were finally signed by AM clerks in July this year. Charles Henderson continues as our Data Protection Officer for the AM and Judith Blaker as our representative in relation to the Heritage Project.

The quinquennial survey on Wellington was completed in 2015. Spiceland’s quinquennial survey was completed in 2019. The survey of Minehead’s Meeting House was also due in 2019 but has been delayed. It expected to be completed this year, but has again been impeded by the pandemic. Along with that for Taunton (due in 2021) it will be considered at a later date. These quinquennial reports are helpful and necessary for acquiring a professional overview of the state of the buildings and for indicating work to be done.

As shown by the LM survey, undertaken in 2015, most LMs were then facing difficulties with human and financial resources. This is still the case. We, as Trustees, continue to consider how best we can help. An ‘Away Day’, to give time and space for consideration of such matters, had been proposed to be held during this year. Along with much else, it has been postponed until 2021.

Trustees still wish to be in a position to provide financial support to any initiative that Area Meeting considers important. We await the opportunity for the nation’s health situation to improve, when the AM may be in a position to identify any such initiative.

Reports from Local Meetings

Bridgwater

Bridgwater Meeting is a small worshipping group numbering, at a Meeting for Worship, from 4 to 12. Arrangements for meetings and attendance have been greatly affected by the 2020 Pandemic. Before March Friends met regularly at Bridgwater Arts Centre, except when Worshipping Together Meetings were hosted at other Meetings. Since then Friends have variously met “in our homes” as individuals, once at the home and garden of Friends, and over Zoom. Some socially distanced Meetings were held at BAC in the gallery and garden,

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though subsequently discontinued. Other opportunities for Quaker work have been, effectively, prevented.

Burnham-on-Sea

In Spring of 2020 Burnham Meeting was meeting monthly for Meeting for Worship with an average attendance of 3-4 from approximately 15 members and attenders. We did not hold business meetings but did our business by email as all but one of us could send and receive emails. When we went into lockdown we immediately began emailing all the Meeting every Sunday morning with thoughts and suggestions for holding a meeting for worship at home. The one person not on email was rung or had The Friend dropped into them sometimes. This proved extremely successful. At the beginning of the pandemic we had 7-9 with us on a Sunday morning, including one man stranded in Vanuatu doing charity work and others who had been too vulnerable to join us even before Covid. During the year we read through Advices and Queries together and now share readings, reflective images or music. This method of contact also enables us to talk easily to people too frail to get to a public MfW and for people to join in wherever they are. We are thinking of holding a public meeting again but because our numbers are so small and so many are vulnerable we are not sure when this will be and we plan to continue virtual contact indefinitely because it proved so successful.

Ilminster

It will come as no surprise to anyone that during the last eighteen months we have witnessed an unparalleled disruption to what we had previously taken to be normal life. Sunday Meeting for Worship as we knew it was impossible.

Our attempts to hold Meeting for Worship via 'Zoom' were abandoned due to lack of numbers and unfamiliarity with the medium.

Friends were much happier to worship at home at the same time as we usually held our Sunday Meeting for Worship - the Sunday reading being previously circulated to all Friends via the internet, telephone or, sometimes, by letter.

Ministry would afterwards be shared by those Friends on the internet or by telephone. Outdoor meetings, conforming to the 'Rule of Six', were held when weather allowed. After MfW, Ministry was shared by 'Travelling Ministers' from each meeting. We re-commenced our indoor Meetings for Worship in the autumn of 2020 but after only a month we were again in 'Lockdown'.

However, we did manage to plant four fruit trees during the late autumn – the beginnings of our Dispersed Quaker Community Orchard. The 'Food Bank', which our meeting supports, has been vital to more families than prior to the pandemic. The Meeting also continues to support our locally established charity Purple Field Productions. In addition to its work in African countries raising awareness about disabilities, this charity now also disseminates information there about the Covid pandemic and how best to counter its effects. I'm sure we all hope for less disruption in the coming year.

Minehead

Inevitably the momentous events of the pandemic, which occupied much of the year deeply, disrupted the normal life of the meeting. Although we were able to start the year with our normal lively new year social, by the beginning of March we were already aware that our activities were likely to be curtailed. We anticipated the lockdown by one week suspending our normal Sunday worship on March 18[th] . Friends continued to keep the meeting form their own homes and kept in touch with each other by letter and email as best they could. Support was offered to those friends in particular need as much as possible within the legal limits. One Friend circulated a poem each week, which provided much comfort to us all and helped to draw us together. Being a very small meeting with limited resources, with limited technical expertise and sometimes poor internet links, we did not attempt to offer a zoom meeting, at least initially. The income of the meeting was considerably affected by lack of income through lettings and the fact that even when we reopened, we were not able to use collection boxes; many of our meeting still use these for their giving to the meeting., We were grateful for some additional support from Area Meeting at this time. Our charitable collections were also suspended during this time. One initiative which was able to continue was the visits of our Syrian Friends from Taunton and they were delighted that they were still

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able to have a few days respite in Minehead during the summer easing of the lockdown. After careful preparation and work to provide the necessary risk assessments, meeting for worship resumed in August, with much reduced numbers. Socialising (not allowed by the regulations) was limited to ‘afterword’ from our seats in the meeting and no refreshments could be served. We continued until the second lockdown in November and after briefly opening during December were again locked down by the beginning of January.

Spiceland

We at Spiceland began 2020 expecting to focus on our proposed Meetings for Learning connecting Worship, Community and Witness. Community became the overwhelming theme for the year as we worked to keep in touch despite the restrictions imposed because of the pandemic. Fortunately we missed only one Meeting for Worship thanks to swift action to connect Friends via Zoom. Numbers in attendance ranged between 6 and 27 although for some it could only happen via the telephone. We have more work to do to support those new to Quakerism who 'found' us, prompted by a questioning of the fundamentals of life and a search for answers.

Taunton

2020started as 2019 ended. Taunton Meeting House was used for Quaker worship on Sundays at 10.30am and 6.00pm respectively as well as by a range of hirers on weekdays. In mid-March, with the outbreak of the COVID-19 global pandemic, all places of worship and community facilities were closed by law. At first Friends set aside their customary times for individual worship at home. Later, virtual Meetings for Worship using Zoom were made available. The Meeting’s Elders took responsibility for keeping the members informed of any developments, circulated readings scheduled for the day and aimed to maintain some form of continuity. Following the gift of some technical equipment and purchase of accessories, some Meetings for Worship and Business Meetings were able to be accessed not only online but also, sporadically, as onsite blended meetings. Opening any meetings to enquirers or the general public has only been possible by arrangement. The Meeting’s Health and Safety officer has been consulted regularly for advice. Taunton’s system of pastoral care, known as Home Groups, which offer a secure and confidential space for the sharing of joys and sorrows and the provision of support and encouragement, was reorganised as of January 2020. Circumstances have affected the groups differently. Some have met regularly using Zoom, some have kept in contact through phone and email, while some have had difficulty in getting started at all. Hirers have been unable to return and can do so only when restrictions are lifted nationally. Given the limitations, Friends have managed to maintain a generally high level of contact and mutual support.

Wellington

It has been a quiet year for Wellington Meeting. Covid stopped meetings happening for a good part of it but some members have joined in the Spiceland, Sunday, Zoom meetings. From early May Meetings have resumed in Wellington Meeting House but caution has meant very limited numbers, though these are beginning to rise as we all seek to return to the normality of worshipping together in silence.

Financial review

Principal funding sources:

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How expenditure has supported objectives:

Investment policy:

The AM banks with the Charities Aid Foundation (CAF). Funds not needed in the current account are placed on deposit with CAF or Building Societies. Local Meetings may use whichever bank they choose for their charitable collections.

Grant-making policies:

As well as transfers to the Area Meeting, each Local Meeting passes on some of its funds to the central funds of Britain Yearly Meeting and such other Quaker organisations as wished. Limited donations are allowed to organisations with similar aims but more often special collections are taken for charitable purposes decided by AM or the LM.

Reserves policy:

Local Meetings hold, as reserves, sums for their ongoing work and such maintenance needs for which they are responsible; they are encouraged to pass on surpluses to AM funds.

AM reserves should cover the cost of on-going work and property upkeep. Surplus funds should have a designated purpose (such as property redevelopment).

Overview of 2020:

The COVID pandemic had a significant adverse effect on meeting house lettings. The exception, Wellington, saw a care group using the Meeting House much more.

Contribution income was 20% lower across all meetings, some suffering more than others.

Expenditure was down, with much activity at Meeting Houses curtailed.

Overall funds increased £26,000 on the year, though the effect at Local Meetings varied considerably.

Taunton Centre achieved a surplus of £13,000 through a combination of good income from the flats rented out, lower expenditure (e.g. on cleaning at the Meeting House) and because hiring income was reasonable (largely due to collection of 2019 invoices during 2020). 2021 is likely to be nearer break-even. The accounts show “other income” of £400, being the first claim made on the Job Retention Scheme while the Warden was part furloughed; claims will continue into 2021.

The continuing effects of the pandemic on daily life will be significant through 2021. Trustees are confident that reserves are adequate to prevent drastic cost cutting measures - but it is hard to predict where things will stand.

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The Ilminster fund continues to be held in an "instant access" savings bearing low interest. Ilminster Friends continue to search for a property to buy as a Meeting House. AM reserves meet our reserves policy, despite the mortgage offsetting funds.

Key plans for the future

The Business Team continues to replace the Area Meeting’s decision-making reliance on appointed clerks. The centralised book keeping and accounting activity using the Sage accounting system has also been reviewed. Ilminster Friends’ search for a property is still on-going. The matter of the donated Ilminster funds will again need to be progressed - as they need to be used. Wellington Friends still hope to increase the warmth of their building and thereby further increase their lettings. Minehead’s Meeting House will hope to receive its quinquennial survey. Trustees hope to consider aspects of their work by means of the postponed Away Day some time in 2021.The work of Trustees devolved to sub-groups has been scrutinised and reviewed. With reduced numbers of Trustees, the possible detachment of Burnham-on-Sea LM and the longer-term effects of the pandemic, a change in systems for meetings could be considered. The hope is to continue to create structures, physical and human, that will enable the Area Meeting to develop in strength and witness to meet its current needs as the country tries to return to some form of normality. Much will depend on the success of the government’s adult vaccination programme. Meanwhile, virtual or blended meetings - for Sunday worship and for business - will continue until we can all meet face-toface once more. They may even continue after that, as they are sustainable and tread lightly on the planet.

Margaret A. Stocks, Co-Clerk to Trustees in 2020, on behalf of WSAQM Trustees, September 2021

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Religious Society of Friends (Quakers) - WSAQM Annual report and accounts for the year ending 31 Dec 2020

The COVID pandemic had a significant adverse effect on meeting house lettings, The exception, Wellington, saw a care group using the Meeting House much more.

Contribution income was 20% lower across all meetings, some suffering more than others. Expenditure was down, with much activity at Meeting Houses curtailed.

Overall funds increased £26,000 on the year, though the effect at Local Meeting varied considerably.

Taunton Centre achieved a surplus of £13,000 through a combination of good income from the flats rented out, lower expenditure (e.g. on cleaning at the Meeting House) and because hiring income was reasonable (largely due to collection of 2019 invoices duting 2020). 2021 is likely to be nearer break-even.

The continuing effects of the pandemic on daily life will be significant through 2021. Trustees are confident that reserves are adequate to prevent drastic cost cutting measures - but it is hard to predict where things will stand.

The Ilminster fund continutes to be held in an "instant access" savings bearing low interest. Ilminster Friends continue to search for a property to buy as a Meeting House.

AM reserves meet our reserves policy, despite the mortgage offsetting funds.

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2020 WSAQM collation!Annual report

Report of the independent examiner

I report on the accounts of the Charity for the year ended 31 December 2020, which are set out on pages 3 to 10.

Responsibility - The trustees consider that an audit is not required for this year under section 43(2) of the Charities Act 1993 (the Act) and that an independent examination is needed.

It is my responsibility to examine the accounts, to follow the procedures laid down in the General Directions given by the Charity Commission, and to state whether particular matters have come to my attention.

Basis of the examination - My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the accounts.

Examiner's statement - In the course of my examination, no matter has come to my attention

(1) which gives me reasonable cause to believe that, in any material respect, the trustees have not met the requirements to ensure that proper accounting records have been kept, and that accounts are prepared which agree with the accounting records and comply with the accounting requirements of the Act; or

(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Signed Date

Name

Address

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2020 WSAQM collation!Annual report

----- Start of picture text -----
Statement of Financial Activities Unrestricted Restricted Endowment 2020 2019
Incoming resources
Voluntary income 41,859 0 0 41,859 51,419
Activities for generating funds 28,685 0 0 28,685 29,122
Investment income 17,314 1,410 91 18,814 18,453
Income from Quaker activities 0 0 0 0 100
Other incoming resources 710 0 0 710 0
Total incoming resources 88,569 1,410 91 90,070 99,093
Resources expended
Costs of generating funds 2,217 0 0 2,217 4,255 Note 2
Costs of Quaker activities 19,203 0 0 19,203 20,330 Note 2
Support costs 42,873 0 0 42,873 44,835 Note 2
Costs of governance 350 0 0 350 400
Other resources expended 0 0 0 0 0
Total resources expended 64,642 0 0 64,642 69,819
Net inc. resources before transfers 23,927 1,410 91 25,428 29,274
Transfers into each fund 0 0 0 0 0 Note 9
Net incoming resources after transfers 23,927 1,410 91 25,428 29,274
Gains (losses) on investments 0 0 0 0 0
Net movement in funds 23,927 1,410 91 25,428 29,274
Total funds brought forward, 1 Jan 93,036 310,373 20,517 423,926 394,652
Prior year adjustments Note 1
Total funds carried forward, 31 Dec 116,963 311,783 20,608 449,354 423,926
Statement of Asset and Liabilities Unrestricted Restricted Endowment 2020 2019
Fixed assets
Land and buildings 0 0 0 0 0 Note 6
Fixtures and fittings 0 0 0 0 0
Long term investments 0 0 0 0 0
Total fixed assets 0 0 0 0 0
Current assets
Debtors 0 0 0 0 277 Note 8
Short term deposits 0 0 0 0 0
Cash at bank 165,421 311,783 20,608 497,811 463,046
Total current assets 165,421 311,783 20,608 497,811 463,323
Liabilities
Creditors: due within one year 2,707 0 0 2,707 3,125 Note 8
Net current assets 162,714 311,783 20,608 495,105 3,125
Total assets less current liabilities 162,714 311,783 20,608 495,105 460,197
Creditors: due after one year 45,751 0 0 45,751 47,784
Provisions for liabilities and charges 0 0 0 0 0
Net assets 116,963 311,783 20,608 449,354 412,413
----- End of picture text -----

Signed by one or two of the trustees on behalf of all the trustees

Signature Name Signature Name

Date of approval

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2020 WSAQM collation!Annual report

----- Start of picture text -----
Balance Sheet - Analysis of Funds Unrestricted Restricted Endowment 2020 2019 Note 9
Unrestricted funds
AM General Fund 70,764 70,764 53,946
Finch / Simonds Legacy (0) (0) (0)
AM central debt (47,571) (47,571) (49,384)
Premises Maintenance Reserve 30,000 30,000 30,000
Premises Development Reserve 0 0 0
Bridgwater LM 6,066 6,066 5,665
B-o-S LM 2,630 2,630 1,359
Ilminster LM 2,417 2,417 4,309
Minehead LM 6,509 6,509 3,186
Spiceland LM 14,953 14,953 14,096
Taunton LM 19,450 19,450 21,427
Wellington LM 6,744 6,744 4,431
Taunton Centre 5,000 5,000 4,000
Restricted funds
Taunton MH Renewal 0 0 0
Ilminster 311,783 311,783 310,373
Endowment funds
Assistance Fund 20,608 20,608 20,517
Bridgwater maintenance fund 0 0 0
Bridgwater Sale Proceeds 0 0 0
Totals for all funds 116,963 311,783 20,608 449,354 423,926
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2020 WSAQM collation!Annual report

Notes to the accounts

1 - Accounting policies

Basis of accounting - These accounts have been prepared as "receipt and expenditure accounts" as income for the charity is below the limit requiring SORP accounting.

Income and expenditure - Contributions, grants, legacies, interest, dividends, and rents are all treated as income in the year in which they are received.

Acting as Agent - Further sums are collected specifically for passing on to other bodies, and so they do not represent income for the Area Meeting. These are not included in the SOFA or balance sheet, but they are summarised in Note 10.

Land and buildings - The properties owned by the Area Meeting comprise Meeting Houses, attached accommodation and burial grounds which are held for the furtherance of the Area Meeting's charitable objects. Buildings are not included in the balance the statement of assets and liabilities. The most recent valuation is shown in Note 7 at a valuation made in 2012 (for Taunton MH 2017), in the opinion of the Trustees, the cost of a professional valuation would not be a justifiable use of charitable funds on a regular basis and a further valuation is unlikely to be necessary or justifiable until 2024 however trustees will review the situation annually. The contents of the Meeting Houses are written off at purchase (though contents are insured).

Reserves - The Trustees have agreed a policy on reserves as follows: Local and AM funds should hold 1 years expected expenditure, however for building maintenance the reserve will be for an expected 3 years of expenditure (this is presently assessed as £30,000). A building development reserve will be built as and when possible from funds to enable development or acquisition of Meeting Houses. The Policy is under review, at present creditors due in the coming year are counted as expenditure for reserves purposes.

Investments - The Managing Trustees have agreed a policy that the sums of money at present held by the Area Meeting and Local Meetings are insufficient to require long term investment.

Pensions - The Area Meeting now has one employee and pensions obligations began 2017. We have registered with the Pension Regulator and use NEST as pensions provider though as yet no contributions have triggered due to pay levels.

Local Meetings - In accordance with the latest guidance from the Charity Commission and the Quaker Stewardship Committee, the unrestricted funds of Local Meetings are shown here as designated funds of the Area Meeting.

2 - Expenditure

No allocation has been made of support costs between Quaker activities and cost of generating funds. It is not a requirement for a charity of our size.

Cost of generating funds covers the costs both of Activities for Generating Funds and Costs of Investment - materials purchased for sale and the maintenance of Rental Property are examples of both.

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----- Start of picture text -----
3 - Trustees and examiners 2020 2019
Refund of expenses to Trustees as Trustees 0 0
Refund of other expenses to Trustees 0 0
Fees for examination or audit 350 400
Other fees paid to examiner or auditor 0 0
Other costs of governance 0 0
Total 350 400
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4 - Paid employees 4 - Paid employees 2020 2019
Staff wages and salaries 10,391 12,136
Total 10,391 12,136
.
5 - Grants and donations Unrestricted **Restricted ** Endowment 2020 2019
Donations to BYM 8,000 0 0 8,000 8,000
Donations to other Quaker bodies 175 0 0 175 175
Donations to non-Quaker bodies 3,000 0 0 3,000 3,000
Grants to individuals (hardship) 1,000 0 1,000 1,000
Grants to individuals (education) 0 0 300 300 300
Grants to individuals (other) 0 0 0 0 0
Totals 12,175 0 300 12,475 12,475

PFP continues to be supported for its work with £2,000 p.a. Taunton LM with AM support Citizens UK.

6a -Resale value of properties Land and
buildings		 Contents Date of
valuation
Minehead 100,000 0 31/12/2012
Spiceland 200,000 0 31/12/2012
Taunton 525,000 0 17/07/2017
Wellington 110,000 0 31/12/2012
Milverton Burial Ground 5,000 0 31/12/2012
0 0
Totals 940,000 0

Bridgwater Sale Proceeds is a permanent endowment whose capital is protected and was used in the renovation of Taunton Meeting House. £122,193 of the value of the Taunton Meeting House is preserved for the Bridgwater Endowment. At future valuations for Taunton MH the future value of the Bridgwater Endowment will be fixed in proportion to this valuation.

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8 - Debtors and creditors

Debtors -

None

Creditors -

£10,000 Loan (interest free) related to Taunton project repayable in 2025

£37,571 Mortgage secured on TMH payable to 2036

The loans are planned to be repaid from lettings income at Taunton Meeting House. Taunton centre fund is accumulating £1,000 per year to settle the interest free loan.

£886.74 of funds held Acting as Agent yet to be disbursed.

Creditors repayable within a year include the Acting as Agent funds held and the forecast capital repayment on the mortgage for the year.

9a - Designated, Restricted and Endowment Funds

Unrestricted funds are freely available for any purpose of the Area Meeting. Designated funds are unrestricted funds which are set aside for specific purposes, but remain at the discretion of the Area Meeting.

Restricted funds have been earmarked by the donor or testator for certain specific purposes. Endowment funds must have their capital preserved, but the income can be used for the purposes specified by the donor or testator.

AM Designated funds -

The property maintenance and development funds have been set aside to make provision for future expenditure.

Local Meeting funds are treated as Designated. These funds remain at the discretion of the Charity.

AM Restricted funds -

Taunton Meeting House Development Fund is no longer shown as the project is complete. Ilminster MH fund is a donation restricted to use for the purchase of a Meeting House for Ilminster LM (with some wider applications should Ilminster LM decide not to use the donation for purchase of a Meeting House). The Charity Commission has agreed to relax the restriction to purchase (or its use in renovating an existing Meeting House) so that if necessary funds can be used for rent or lease, .

AM Endowment funds -

The Assistance Fund has use restricted to assistance of hardship, and Quaker Education (including "Travelling in the Ministry"). Some £13,000 is capital restricted (only interest in the fund - above this value - is expendable).

Bridgwater Maintenance fund is restricted to use in maintaining Meeting Houses in AM, it is not capital restricted. The fund is now exhausted.

Bridgwater Sale Proceeds is a capital restricted endowment used in the renovation of Taunton Meeting House, its value is now fixed in proportion to the 2017 valuation of TMH (£122,193:£525,000).

Local Meetings - The funds managed by the constituent Local Meetings are primarily for the expenses of each Meeting, but may also be used for the centrally-managed work of the Society of Friends, or other purposes of the Area Meeting. Each Local Meeting is shown in these consolidated accounts as an unrestricted designated fund, plus other restricted or endowment funds where appropriate.

Transfers - Transfers are detailed below.

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----- Start of picture text -----
Fund balances
Incoming Outgoing Gains and Fund balances
9b - Movement of the funds brought Transfers
resources resources losses carried forward
forward
Unrestricted funds
AM General Fund 53,946 3,189 11,506 25,136 0 70,764
Finch / Simonds Legacy (0) 0 0 0 0 (0)
AM central debt (49,384) 0 0 1,813 0 (47,571)
Premises Maintenance Reserve 30,000 0 0 0 0 30,000
Premises Development Reserve 0 774 0 (774) 0 0
Taunton Centre 4,000 34,253 22,613 (10,640) 0 5,000
Bridgwater LM 5,665 5,289 3,889 (1,000) 0 6,066
B-o-S LM 1,359 1,316 45 0 0 2,630
Ilminster LM 4,309 2,102 2,494 (1,500) 0 2,417
Minehead LM 3,186 7,130 3,507 (300) 0 6,509
Spiceland LM 14,096 13,353 6,896 (5,600) 0 14,953
Taunton LM 21,427 9,636 6,613 (5,000) 0 19,450
Wellington LM 4,431 11,527 7,079 (2,135) 0 6,744
Totals for unrestricted funds 93,036 88,569 64,642 0 0 116,963
Restricted funds
Taunton MH Renewal 0 0 0 0 0 0
Ilminster 310,373 1,410 0 0 0 311782.72
Totals for restricted funds 310,373 1,410 0 0 0 311,783
Endowment funds
Assistance Fund 20,517 91 0 0 0 20,608
Bridgwater maintenance fund 0 0 0 0 0 0
Totals for endowment funds 20,517 91 0 0 0 20,608
Totals for all funds 423,926 90,070 64,642 0 0 449,354
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2020 WSAQM collation!Annual report

Finch and Symonds Legacy - was exhausted in 2019

Ilminster fund is little changed - Ilminster still looks for a property.

The reserves policy is for reserves to be held to cover one year's expenditure (excepting property maintenance which should cover three year's). The property reserve is assessed at £30,000 - and is able to cover planned expenditure in 2020 and unexpected expenditure. The accounts show that the unrestricted funds are £116,000, less £47,000 of debt repayable over 17 years, so cash reserves are around £69,000 and are adequate to cover forecast expenditure (not including property maintenance) of £65,000. Overall this might be a small surplus.

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9c - Transfers within AM AM/LM
Bridgwater LM 1,000
Spiceland LM 5,600
Wellington LM 2,135
Minehead LM 300
Iminster LM 1,500
Burnham on Sea 0
Taunton 2,500
AM transfers
Taunton Centre to AM 13,140
AM central to central debt (debt paid down) 1,813
Property Development Reserve transferred
to AM central 774
Other transfers
Taunton LM to Taunton Centre 2,500
Totals 31,262
10 - Acting as Agent Income
Schedules and special collections 2020 2019
AM schedule contributions 1,135 4,415
BYM schedules 1,847 2,189
Other Quaker schedules 105
Non-Quaker schedules
Special collections 93 77
Other receipts to pass on 241 241
Totals 3,421 6,922
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It is expected that special collections will be largelyunrecorded being conducted at Local Meetings and not in the central books.

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2020 WSAQM collation!Annual report

Re o of the inde endent examiner

I report on the accounts of the Charity for the year ended 31 December 2020, which are set out on pages 3 to 10.

Responsibility - The trustees consider that an audit is not required for this year under section 43(2) of the Charities Act 1993 (the Act) and that an independent examination is needed.

It is my responsibility to examine the accounts, to follow the procedures laid down in the General Directions given by the Charity Commission, and to state whether particular matters have come to my attention.

Basis of the examination - My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the accounts. ßxaminer's statement - In the course of my examination, no matter has come to my attention

(1 ) which gives me reasonable cause to believe that, in any material respect, the trustees have not met the requirements to ensure that proper accounting records have been kept, and that accounts are prepared which agree with the accounting records and comply with the accounting requirements of the Act; or

(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Date Name Address t-bx-

2020 WSAQM cc*aticm'AnnuaI reptyt

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