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OWest 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 2022

Note

This report accompanies the Treasurer’s Report and Accounts for 2022.

Charity Name: West Somerset Area Quaker Meeting of the Religious Society of Friends (Quakers)

Registered Charity Number: 1155009

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),

Date of submission to Charity Commission: 30/10/2023

Date of submission to Quaker Life: 30/10/2023

Names of trustees who served during 2022

Faith Cartwright(clerk), Brian Collingridge, Russ Chapman (appointed July 2022),Charles Henderson (Laid down role November 2022) Rod Reeken (appointed July 2022), Margaret Stenhouse (assistant clerk),Philip Parratt (ex officio as Treasurer)

Names of trustees at the time of writing this report:

Faith Cartwright, Russ Chapman, Diana Fox, Rod Reeken, Philip Parratt, Margaret Stenhouse, Margaret Stocks,

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

Type of governing document: Governing document and terms of reference agreed by West Somerset Area Meeting in 2007, amended in July 2022 to include the use of electronic technology.

Organisational structure and wider network with which the charity works

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. During 2022, the Governing Document has been amended as requested by the Charity Commission to include the use of meetings using electronic technology (Zoom meetings), where required. 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 the Area Meeting.

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.

Prior to 2022, West Somerset Area Quaker Meeting recognised 7 Local Meetings. In July 2022 the meeting in Burnham on Sea decided that it no longer had the numbers to enable them to continue as a separate meeting and the meeting was laid down. Some members transferred their membership to North Somerset Area Meeting, and some transferred to another local meeting in West Somerset. 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. 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.

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.

Objects and Activities

The object of West Somerset Area Quaker Meeting is the furtherance of the general religious and charitable purposes of the Religious Society of Friends (Quakers) in Britain in the area of the Area Meeting and beyond.

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 six 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 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 2022 several Local Meetings, though not all, have used the internet program called Zoom to enable virtual joining of Meetings for Worship.

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, co-operation 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.

Until august 2022 the Area Meeting supported the organisation Purple Field productions whose director was a member of the Local Meeting in Ilminster; this assistance has now been withdrawn as the member is no longer involved with the charity which is evolving in different directions. 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.

Statement regarding the Charity Commission’s advice on public benefit:

West Somerset Area Quaker Meeting trustees have had due regard to the Charity Commission’s advice on public benefit in carrying out their duties during this period.

Trustee Selection Methods: Trustees are nominated by their Local meeting and appointed by the Area Meeting.

At the end of 2021 it was agreed that Area Meeting Nominations Committee would in future nominate suitable trustees who would then be agreed by the Area Meeting The intention is that all Local Meetings are represented on the trustee body. Where that is not possible representatives from Local Meetings are invited to attend as observers.

Policies and procedures adopted for the induction and training of trustees

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. An induction opportunity is offered after the trustee’s first meeting with the clerk, treasurer and safeguarding co-ordinator to answer questions and offer a basic understanding of the role. New trustees are encouraged to take part in national training for trustees offered by Wordbrooke, either in person at the Woodbrooke training centre for Quakers, or online. Availability of the in-person training at Woodbrooke was reduced during 2022 following the effects of the covid epidemic.

Policy on grant making

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.

Main Achievements.

The war in Ukraine led many Friends to seek ways in which they could support the victims of the war through prayer and vigils. In addition, some Friends were able to join Friends in Moscow in online meetings for worship.

Towards the end of the year meetings joined with others in their communities to provide a ‘warm space’ for those who were coping with the increase in fuel costs. Area Meeting has also considered ways in which it can support and increase our awareness of racism in society and seek ways in which we can become an anti-racist church. The Area meeting has supported Citizens Somerset in campaigning for the real living wage for the care sector, and other campaigns included improved cycle and bus routes in some rest. We affiliated as a Living Wage Employer in 2022.

In addition, the Area Meeting has started to consider how it could simplify the work of the Society to make it less burdensome for the dwindling number of the active members of the meetings. Some meetings have adopted the use of a core group to cover the basic needs of the meeting, this has meant abandoning the more structured traditional roles but has enabled meetings to make the work more manageable. The Area meeting is starting to explore how it can further support the smaller meetings.

During 2022 trustees had planned to undertake a review of item employment and policies as well as induction for new trustees. The Area Meeting has one employee: the warden of the Taunton Meeting House. Following an incident that took place some years ago, it was felt necessary to review our procedure and policies for employment. This was undertaken in 2022. This led to a review of the role of the Taunton Meeting House Management Committee in relation to employment. Oversight of employment matters (other than immediate day to day matters) is now the sole responsibility of Trustees. As a result of this Trustees felt the Taunton Meeting House committee was no longer required to be a sub- committee of Trustees. although close links have been retained, regular reporting to Trustees is no longer required. A more comprehensive induction for new trustees and their responsibilities with regard to employment has also now been instituted.

Trustees have also reviewed and updated the risk assessment and started to consider an action plan to manage these risks. The safeguarding policy is in place and procedures have now been actioned; new procedures for

appointments by Nominations Committee have been instituted and a deputy safeguarding co-ordinator has been appointed.

Quinquennial survey reports were received on 2 meeting houses in Taunton and Minehead. These were considered and action taken by the meetings in question on the points that had been raised. Work continues to address an ongoing problem with solar panels on the Taunton meeting house. A review of the heating in Wellington meeting house has resulted in a new system being installed which is proving effective.

Sustainability.

All local meetings have been asked to produce a sustainability plan and to keep this under review. Two meeting houses have installed solar panels. Ilminster have been actively involved in ‘Big Green week’ and have started a ‘dispersed orchard’ of fruit trees in the town. Spiceland meeting is looking at how they can make the land around the meeting house more environmentally friendly, planting trees and improving hedges.

Reports from Local meetings

Bridgwater

Bridgwater Friends met almost every Sunday for Meeting for Worship at Bridgwater Arts Centre and hosted some AM Worshipping Together Meetings (where Zoom links are made across AM).

Ilminster

Ilminster Friends continue to meet in Sweet Surprise sweet shop. The question of whether to purchase our own Meeting House continues, but the increasing age and smaller numbers is a factor in our thoughts. Despite this we play an active role in the community, being involved in the food bank, warm spaces project and a Fairtrade stall. Our commitment to sustainable living is shown by our participation in the Big Green Week and by planting a dispersed orchard throughout the town. We also join with the Anglican community by taking part in the Christmas tree festival and laying a wreath of red and white poppies on Remembrance Day

Minehead

As well as our weekly meeting for worship, our monthly short meeting for worship followed by a simple lunch with soup and cheese continued. These cement friendships made with others from other churches, other faiths and none. Use of the meeting house by hirers has gradually increased, providing a useful place for community groups such as AA, and the Mind Art group, who might struggle to afford other venues. Charitable

giving was resumed and a number of charities supported, chosen for their Quaker or local connections. Our support for the refugee group from Taunton enabled, once again, for our Syrian friends to have a respite holiday in Minehead and has proved very popular. Connections with other churches are supported by membership of the Churches Together in Minehead (CTIM) group and some members support the Lent lunches organised by the CTIM. A quinquennial survey of the meeting house, undertaken in 2020 was published and recommended work has been undertaken on the fabric of the meeting house. A generous legacy was left to the Area Meeting by a member of the meeting and the meeting is considering how it might use this productively. The meeting like many other Church groups was distressed by the outbreaks of war in Ukraine and have tried to uphold those involved by prayerful support. June 2023

Spiceland

At Spiceland in 2022 we began imaginative measures to encourage more biodiversity and more use of our land holding. This included preparation for the planting of 70 fruit trees and the use of Long Close, a field of nearly 2 acres, for camping and outreach events. We also improved our technology in the Meeting House thus extending opportunities for others to join us in our worship, both within the Quaker community and beyond. Our building and grounds have been maintained to a high standard in keeping with our Grade 2 Heritage status, and we were open to the public in September on Heritage weekend. Our choice of charitable giving changed monthly and we tried to support a balance of local, national and international causes. July 23

Taunton

Taunton Meeting House has a management committee which ultimately oversees all matters concerning the building. The warden who is responsible for the day to day running of the Meeting House attends committee meetings. A Quinquennial survey has recently been completed and various works, including some redecoration has been organised to meet the recommendations made, however some delays have been encountered because the Meeting House is in a conservation area.

The Meeting House continues to be busy and used by a variety of charities and groups – not for profit, community, environmental, political, and commercial organisations. We continue to have regular bookings from groups who have been hiring from us for some time, such as Taunton Welcomes Refugees, ARC, and The National Childbirth Trust.

Every Sunday there is worship both morning and evening and every Wednesday for an hour at midday Drop Into Silence provides an opportunity for members of the public to enjoy a peaceful hour in either the garden or indoors. Otherwise, the Meeting House hosts regular local and regional Quaker events for Friends from across the South West. May 2023

Wellington

Wellington meeting house has been open for Sunday morning meeting for worship with a welcomer each week from our rota of regular Friends. We have held Friends and families absent in the light as there have been some major health issues. Often advices and queries are read and ministry and deep stillness are practiced with wonderful insight shared in afterword.

Zoom has been successfully installed and is in its infancy at Wellington meeting.

There is some outstanding electrical work in the main meeting room to ensure energy efficiency.

The redecorating in the small meeting room has been accomplished. Our beautifully maintained Peace Garden has been a much-appreciated space with new benches so more people can enjoy it at any one time. The letting of our premises in the week extends our witness in the town. New lettings have been added to our long-standing regular users. Our quarterly collection is currently for the Quaker Housing Trust and a collection earlier was made for Bhopal responding to an appeal.

Food bank donations continue. However much of our giving as a meeting is in our work and action in our neighbourhood with Friends own concerns and interests caring for families and friends in the community. July 2023

Financial review

Principal funding sources:

Voluntary donations by Members and Attenders of WSAQM. This is supplemented by Gift Aid.
Rent of domestic accommodation at Taunton and Spiceland Meeting Houses.
Hire of Meeting House rooms to various groups.
Grant funding from time to time for specific purposes (mainly upkeep of buildings).

How expenditure has supported objectives:

Funds are expended on Meeting Houses and their Grounds - including for cleaning, on Utilities and maintenance.
Rooms are hired for Quaker use, in particular to hold Quaker Meetings where there is no Meeting House.
Various uses are made of funds to support Quaker activities, including funding training courses for office holders, funding attendance at Conferences, members’ expenses when incurred on behalf of WSAQM, incidental costs for events for WSAQM Quakers and ‘outreach’ events that seek to involve local communities in ways consistent with Quaker values. Funds are available for support of members in financial need or to support Quaker education.
A limited number of grants and donations are made to charities and organisations where these are consistent with the aims of WSAQM. See also Grant Making policies.

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.

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 2022:

Replacing Jane Ruell as bookkeeper has been a disruptive process. We are pleased now to have Loren Willshire as our AM Bookkeeper. But the changes have led to some processes being delayed - notably the Gift Aid claim, which is partly why Member contributions are significantly down on 2021, but even allowing for this contributions are down as we lose members.

Minehead Meeting has received a £20,000 bequest and are considering its use.

Hiring income has recovered well at Taunton, Minehead and Wellington, with total hiring income £37,000 vs £15,000 in 2021.

We paid off the mortgage taken out during the Taunton refurbishment. We increased the property reserve from £30,000 to £35,000 and will continue to increase it £5,000 per year to reach £45,000 to cover exceptional building costs.

Burnham on Sea Meeting was laid down in the year and the funds absorbed by Area Meeting (as directed by QfP).

BYM contributions in 2021 were £21,000 (exceptionally high), and in 2022 £4,600 (exceptionally low), several Local Meetings did not manage to make a BYM contribution in the year - these will inevitably take place in 2023.

A further £5,000 of expenditure due in 2022 will happen January 2023. The upshot of "these late" expenditures and with the bequest our funds increased £49,000 on the year - excluding the one-off items funds will have increased by a more modest £15,000 arising from the improved hiring income.

Total unrestricted reserves freely available are £171,000, The amount needed to reach the reserves policy is £90,000. The difference is a surplus of £81,000. The surplus reflects and increase explained by remarks above.

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. Rising inflation will of course be eroding its value at a faster rate than through earlier years.

There were no transactions between the charity and trustees during 2022.

Signed on behalf of West Somerset Area Quaker Meeting Trustees

Faith Cartwright

Clerk to West Somerset Area Quaker Meeting Trustees

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