The Parish Church of St Mary, Portchester ANNUAL REPORT & FINANCIAL STATEMENT OF THE PAROCHIAL CHURCH COUNCIL For the year ended 31 December 2011 Contents Page Annual Report 2 Statement of financial activities 11 Balance sheet 12 Notes to the accounts 13 Report of the Independent Examiner 19 The Parish Church of St Mary, Castle Street, Portchester, Fareham PO16 9QW Incumbent: The Revd. C Allen The Vicarage, 164 Castle Street, Portchester, Fareham PO16 9QH Independent Examiner: Mrs S. Stringer 53 Castle Grove, Portchester, Fareham PO16 9NY Bank: Lloyds TSB Bank 43 West Street, Fareham PO16 0BE Solicitor: Miss Hilary Tyler Brutton and Company, West End House, 288 West Street, Fareham, Hants Inspecting Architect: Mr Julian Livingstone Charity Registration No: 1130090 1
ANNUAL REPORT FOR 2011 ADMINISTRATIVE INFORMATION The parish is a charity and is registered with the Charity Commission (Number 1130090). It serves the community of Portchester in the diocese of Portsmouth. During the year beginning 1 st January 2011, the following served as members of the Parochial Church Council (PCC): Incumbent: The Revd. Charlotte Allen (Chairman) (Chairman) Assistant Curate: The Revd. Connie Sherman (from June 2009) The Revd. Julie Jones (from June 2011) Honorary Readers: Mrs Pat Poil (PTO) Mrs Nell Wycherley (PTO) Churchwardens: Mrs Denise Simmons (from April 2009) Mr Brian Boxall (from April 2010) Diocesan Synod Representatives: The Revd. Charlotte Allen (from April 2009) Mr Gerald Anderson (from April 2009) Deanery Synod Representatives: Mrs Valerie Agar (from April 2011) Miss Catherine Rouve (from April 2011) Mr David Wright (until June 2011) Elected Members: Mr Keith Phillips (until April 2012) Mrs Felicity Mellows (until April 2012) Mrs Hazel Powelsland (Secretary) (until April 2012) Mrs Hilda Price (until April 2012) Mrs Gail Evans (until April 2013) Mr Ray Norman (until April 2013) Mrs Jan Shephard (until April 2013) Sir Michael Moore (until April 2013) Mr Christian Evans (until April 2014) Miss Faye Simmons (until April 2014) Mrs Joan Searle (until April 2014) Mrs Judy Keith-Smith (until April 2014) Co-opted Members: Mrs Janice Fuller (Treasurer) This report has been prepared within the legal frameworks of the Charities Act 1993 and 2006, the Charity SORP 2005 and the Church Accounting Regulations 2006. This report covers the financial year to December 2011 and significant events during the early months of 2012. 2
STRUCTURE, GOVERNANCE AND MANAGEMENT Membership of the PCC is determined under the Church Representation Rules and consists of certain exofficio members (the Incumbent, licensed Lay Readers, the Churchwardens and members of the Deanery, Diocesan or General Synods) and 12 members of the church who are elected at the Annual Parochial church Meeting (APCM). Church attendees are encouraged to register on the Electoral Roll and church members are warmly encouraged to stand for election to the PCC. We try to ensure a balance of skills and experience in elected members of the PCC where possible. The PCC has delegated the management of day-to-day operations to the Vicar of Portchester, the Revd. Charlotte Allen. OBJECTIVES AND ACTIVITIES The primary objective of St Mary s PCC is the formation of a community of people who are seeking to grow in faith, to live out that faith and to share the good news of Jesus Christ through our services to and engagement with those who live in the parish of Portchester. The PCC does this in accordance with the teaching and practices of the Church of England. The PCC has the legal responsibility of co-operating with the Incumbent, The Revd Charlotte Allen, in promoting in the ecclesiastical parish The whole mission of the Church, pastoral, evangelistic, social and ecumenical. It is also responsible for maintaining the Church building and any associated buildings. ACHIEVEMENTS AND PERFORMANCE Church Attendance There are 235 parishioners on the Electoral Roll, 39 of whom are not resident within the parish. 23 names were added during the year, 21 were removed either through death or because they moved away from the parish. The average weekly attendance, counted during October 2011 was 224 (averaging 205 adults 19 children) but this number increased significantly at festivals. Review of the Year The Worship and Nurture Committee and Ministry Team have continued to make services attractive to newcomers whilst continuing to inspire the existing congregation and thanks must go to all involved in leading and facilitating worship at St Mary s. The programme of alternative worship which includes evening services has continued in addition to our regular Sunday morning worship, and these have been well attended. During Lent and Advent, members of the congregation at both regular Sunday Services were offered the choice of joining a discussion, craft group or listening to a homily. Two Quiet Days were held at St. Mary s, which were much appreciated by all that attended and another way for people to deepen their faith at St Mary s, which added to the diverse styles of worship that are offered to all. Attendance at worship continues at an encouraging level and Easter and Christmas services were, as always, exceptionally well attended. Following the success of the Easter Egg Service in 2010, this was again well supported with its hands-on activities. The Candlelit Carol Service attracted over 400 worshipers whilst the combined Christingle and Nativity service on Christmas Eve proved even more popular with over 450 people packed into the Church. There were many young families in attendance, although the two visiting donkeys were reluctant to really join in. David Cain, our Director of Music, continues to lead and inspire the choir and musicians and they have gone from strength to strength over the course of the year, enhancing our worship in so many ways. The Midweek worship continues to be extremely well supported, with a range of services being offered from daily Morning Prayer to Wednesday evening and Friday morning Eucharists. The Friday morning Eucharist at the Parish Hall continues to provide a welcome alternative for many who struggle to get to church on Sundays due to health problems or work commitments. The church continues to be open daily for prayer and the 3
Chapel area in the chancel is extensively used for this purpose by visitors the prayer board is regularly used. The Tearoom goes from strength to strength, opening daily providing a warm welcome and outreach ministry for the many visitors to the Church. Grateful thanks are given to all who have shared their enthusiasm and commitment Invaluable revenue is generated by the Tearoom with 22,000 income. The Pastoral Committee has continued to work hard this year, caring for the bereaved, sick and isolated. The team of Pastoral Assistants is a valued part of this area of parish life, working with the Ministry Team to care for all in need. Three new assistants have been appointed and trained which will enable us to develop even further this vital aspect of our Church life. A monthly service continues to be held at Woodland Court with the residents and staff of this care home still delighted at the church presence in their midst. The 'Tea and Company' bereavement care group continued to provide a vital service and thanks are due to those who make this possible. A second community Christmas Lunch was run by St Mary s for the wider parish. This event, held on Christmas Day, again attracted people who would otherwise have been alone for Christmas Lunch, alongside a host of people who simply fancied a change to their Christmas routine and valued the opportunity to join with others. The event was supported by a sizable team of volunteers from the church and wider community who worked to make the lunch possible, and thanks go to them and to the local businesses that supported us, for their commitment and generosity. The Youth and Children's Committee has continued to provide a wide variety of activities for the young people of St Mary's throughout the year through provision of a Toddler Group (St Mary's Lambs,) two Youth Groups and a Junior Church. All groups are flourishing due to the committed leadership of a large team of volunteers, and thanks go to all of them. Our monthly Family Service now welcomes a host of local uniformed organisations, and these are encouraging links to be developing The newly formed Publicity and Communication Committee has sought to improve communication within the church and wider community particularly through the church website. Improvements to the way in which events at St. Mary s are publicised have also been put in place. Many parishioners now view our Weekly Notice Sheet online, which is available to all that visit the website. The Mission, Evangelism and Social committee has delivered a varied and engaging programme of events throughout the year. Efforts have been made to provide events to which all the family can attend still forming an important part of the life of the church and wider community. A series of evening concerts were held to packed audiences in the church aiming to encourage the wider community to feel at home in the church building, whilst also raising money for Church Funds and appropriate charities. A programme of Summer Lunchtime concerts was also held, again attracting people to St. Mary s and raising funds. Many members of the congregation held a variety of fund raising events towards the ministry and mission of the church. The second Wedding Exhibition was held in the spring and attracted a large number of visitors, proving successful again. The second Parish Pantomime (Aladdin) proved another success and was appreciated by an enthusiastic audience, and thanks go to everybody involved in the initiative. The Cormorant continues to host a monthly quiz evening in aid of the roof fund, this is well attended by members of the congregation and local community. Sincere thanks are given to everybody involved who supports this venture. Another well attended Emmaus Course was held with several members being confirmed at a Special Confirmation Service held St. Mary s which was led by Bishop Christopher the new Bishop of Portsmouth and followed by a party. The Children's Communion Course continues to help young people explore their faith, with several young people receiving Communion for the first time at St. Mary s on Easter Sunday. Two Wedding Preparation Courses were held for the many couples preparing to be married at St Mary's over the course of the year, with positive feedback received from those attending. Baptism Preparation Evenings have also been held to help prepare those who will be involved in the Baptismal Service. The two monthly Discussion Groups launched last year continue to meet, aiming to provide an opportunity for 4
us to bring our faith into dialogue with issues in the world around us. One of these groups is open to all ages, and the other, Serendipity is a teenage discussion group. Close links with the other churches in Portchester have continued throughout 2011 with joint services held at both St. Mary s and the Methodist Church. St. Mary s continues to offer hospitality to the local Roman Catholic community enabling them to celebrate Mass each Saturday evening at St Mary s, strengthening Christian relations within Portchester. The Schools Team and the Ministry Team continue to work in each of the schools in the Parish, including Portchester Community School. St. Mary s Church now has a regular contact with up to 2000 young people in the Parish. Four schools Carol Services were held in St. Mary s Church in 2011. The members of the School Team and Ministry Team are seen as friends to the schools, often receiving invites to events and special occasions. Grateful thanks are given to all those who give their time, talent and enthusiasm in the schools. Summer of 2011 saw the second Holiday Club, which was fully booked with participants enjoying the theme of Knights. Thanks go to all involved in organising and running this second successful scheme, again producing an additional area of outreach. The essential repair and development of the church building continues apace. The year has seen the Garden of Remembrance and the re-location of the Aumbry completed. A Faculty has been granted for the updating of existing toilet facilities to include disabled access and baby changing facilities; the work, it is hoped, will begin in the very near future. An Archdeacon s Licence was obtained to install the fans to improve heating in the Church. The trialled moving of the altar to create a larger chapel area in the chancel and more accessible arrangements for worship has been approved by the Diocese. It is hoped to complete the second phase of roof repairs (to the nave and transept) early in 2013.The PCC agreed to an extensive fund raising programme with a target of 30,000 to enable the building projects to be completed. It is intended to involve the local Community by asking local groups and businesses for their support. The PCC is looking for support from the congregation to achieve our target. Thanks are due to all involved in the care and maintenance of the church buildings, especially the Fabric Committee. In the wider Diocese and Deanery much thought is still being given to how parishes can work together to more effectively engage in ministry and mission. The Diocesan Ministry for Mission plan was launched across the Diocese and the principles of this scheme are reflected in our more local Deanery Deployment Plans. The PCC has discussed these plans during the consultation stage and made comments to the appropriate bodies. The Local Leadership Team' (LLT) meets monthly to share some of the Incumbent s responsibilities and support and encourage those in day-to-day ministry in the parish, assisting to achieve St. Mary s vision. The full PCC met 9 times during the year, each member also participating in the six Sub-Committees which meet between meetings and reports of their meetings were received by the full PCC and discussed where necessary. A PCC Away Day again was held in the Autumn when members attending reviewed the 'Mission Action Plan' formulated in 2010, reviewed the fundraising suggestions provided by parishioners, continuing to celebrate what is good about St Mary's and where we could do even better, establishing development priorities for weaker areas of our life together. The resulting revised Action plan was shared with the wider congregation for their observations and approval. The mission statement for St Mary s is published on the weekly notices and every PCC agenda, All PCC members are thanked for their involvement in decision making for St. Mary s, for their continued ministry of prayer, discernment, encouragement and commitment. At St Mary s we are a people of prayer, learning and growing in faith together. Our vision is to be a caring and welcoming church family who reach out with the love of God into our local community and the world. 5
The parish was delighted to welcome the Revd Julie Jones to St. Mary s as a non-stipendiary Assistant Curate, to support the existing Ministry Team. Revd. Charlie Allen announced that she was to leave St. Mary s in February, having been appointed to the Diocese of Salisbury. Charlie is sincerely thanked for her Ministry amongst us, displaying love, hard work and dedication in taking us forward in our walk in faith. 6
Plans for the Future The congregation at St Mary s have discerned a vision for development over the next few years: We aim to improve our communication by: Exploring the possibility of a parish magazine Holding an Information Stall in the precinct twice a year We aim to develop our welcome to newcomers by: Developing our Welcome Card system with Newcomers Tea Party follow up Placing Welcome Packs in local estate agents Developing the role and number of welcomers during services Exploring whether it may be possible to install a second toilet within the church building Reviewing our leaflets and publishing a series to provide more detail about aspects of church life Publishing new service books to make worship more accessible to newcomers We aim to heighten our presence in the wider community by: Further developing our ministry to schools Distributing Easter cards advertising our services to the parish Continuing to establish our community Christmas Lunch and Summer Holiday Club We aim to continue to establish a culture of encouragement by: Continuing to establish our Patronal Festival as an annual commission/thanksgiving for ministry event Developing a parish prayer group Continuing to affirm and thank our Tearoom volunteers Serving coffee once a month after our 8am Sunday Eucharist We aim to continue to nurture our youth by: Actively considering how to involve young people in every area of church life We aim to complete existing building projects/repairs by: Installing the replacement Aumbry Adapting our toilet to include disabled access and baby changing facilities Completing the roof repairs Installing a new heating system Replacing the trial altar rail with a permanent version We aim to engage with the need for more meeting space by: Being alert to the opportunities in the community around us We aim to develop our involvement in the world-wide church by: Actively participating in the diocesan Ghana link Signed on behalf of the PCC on 10 th March 2012 by: 7
Mrs Denise Simmons CHURCHWARDEN'S REPORT ON THE FABRIC OF THE CHURCH AND ASSOCIATED BUILDINGS AND LAND The Inventory/Log book has been updated during the year. THE PARISH CHURCH OF ST MARY The Fabric Team has continued to work hard to both maintain and improve the fabric of the Church. The PCC launched a fund-raising campaign to raise 30,000 before the end of 2012. Organisations within the Parish will be approached to assist with this campaign, as is every member of the congregation. Monies raised will be used to complete the second phase of the roof repairs (to the nave and transept), improve the heating of St. Mary s and provide monies for other building projects which the PCC is committed to, including the refurbishment of the toilet and the reordering of Chapel and dais. Grants are still being actively sought which will assist us to complete the tasks. The church has welcomed many additional visitors during the Wedding Fayre, Gala Day and a November Christmas Fair, continuing to raise essential funds for general church life. The series of evening Concerts continue to be held in the Church, attracting packed audiences to hear a variety of excellent musicians. A longer programme of concerts was held at lunchtime during the summer months, which facilitated the purchase of the Grand piano. Once again sincere thanks are given to those members of St. Mary s who work so hard to ensure the success of these events. These events raise substantial funds for the Church and charities selected and approved by the PCC, also bringing people into St. Mary s. The Faculty for the development of our toilet facilities was granted in November and a local contractor asked to complete the works. It is hoped that the work will commence in the very near future. Grants are still being sought for this project. The Faculty for the new Aumbry was granted and it has now been located into the South wall of the Chancel. The previous Aumbry was damaged during a break-in in 2009 and required replacing and relocating. The new Aumbry will enable us to store the holy sacrament bread and wine which is taken to those who are ill or house-bound and who need to receive Communion at home. After consulting with a Diocesan Heating consultant, and members of the PCC visiting a Church in the Somerset, the PCC agreed to trial a fan system. Two small fans were fixed above the Main Body of the Church, which when working, blow heat down towards the floor. The system uses the same boiler and blown air system already in existence. An Archdeacon s License has been obtained to trial the system. Members of the congregation have been asked to evaluate the new system by writing comments. With very few exceptions the congregation was in favour of the system, believing it had increased the temperature in the Church. The PCC agreed to purchase the two fans and install an additional two fans. Ways to reduce the noise level would be investigated. The tea room continues its winning formulae of welcoming visitors and providing plenty of cake! It continues to provide a constant presence in the Church for visitors acting as an excellent outreach. The tea room is also open, supporting regular fundraising activities and other meetings in the Church. Sincere thanks are given to all of those who help in any way to ensure the venture s success. It is now open seven days a week and new volunteers are always welcome. Have a chat with a team member if you can spare some time. The revenue the tea room generates for the Church is amazing. 8
The PCC s application for a Faculty for the re-ordering of the chancel and new dais has been submitted to the Diocesan Advisory Body. The PCC did consider that the trial of moving the altar further forward, installing a more accessible altar rail, and creating a more suitable chapel area in the chancel for worship and quiet prayer has been successful. Full use is still made of the chapel area in the chancel for Morning Prayer, mid-week Eucharist, evening services, and courses for the congregation and community. The congregation continue to respect English Heritage's views regarding parking, and full use of exterior car parks has been made. GROUNDS/CHURCHYARD Thanks are again extended to those members of our congregation who have given their time and energy to help with the upkeep of the grounds this year. Members of the Fabric Team continue to regularly clear up the Church Yard whilst flower beds, shrubs and trees are kept tidy and trim by volunteers. Fareham Borough Council continues to keep the Churchyard tidy by mowing the lawn. The Garden of Remembrance was completed in July 2011 thanks to a willing and committed team from the congregation. It has been designed as a Labyrinth and through the use of kerb stones to form the pathways it has been designed in keeping with its historic surroundings. The clergy team has been kept very busy since its completion, burying the backlog of the ashes of a number of local residents loved ones. This new Garden of Remembrance, when completed, will enable local residents to continue to be buried in the churchyard for generations to come. A book of Remembrance is displayed in a glass cabinet, located in the North Transept, in which the names of people buried in the Garden of Remembrance are recorded. Several families have made donations which were used to purchase two teak benches, display cabinet and a book of remembrance. CHURCH OFFICE The Church Office continues to support and facilitate our day to day life and provides a central contact point for the wider community, based in the Parish Hall. The Office is now open Tuesday-Saturday and a variety of volunteers assist our Administrator throughout the week and staff the Office when holiday cover is required. Connie Sherman continues to use the space created in the Office to hold meetings with parishioners. THE VICARAGE The Vicarage and Vicarage garden have continued to be used for numerous meetings and events throughout the year. The discussion group and the Youth Group regularly use the Vicarage. During the vacancy these groups will use the Parish Room, which will impact on tea room opening hours. There is still a need for serious thought to be given to find additional space to host the ever increasing number of events. The 'Vicarage Vegetable Garden continues to have several parishioners making use of this shared space. The vicarage will be leased out to tenants during the vacancy by the Diocese. 24 JUTE CLOSE Revd Connie Sherman and her family remain in our Curate's house. USE OF ALLOTMENTS The church land owned adjacent to Seafield Road continues to be a concern. It remains extremely overgrown with only a handful of allotment holders. Enquiries were made to Fareham Borough Council 9
regarding their use of the area for allotments, but circumstances prevent this. A request for the land to be considered, in the future, for building development has been made. Costing was made for the plot to be cleared professionally, but this was expensive. Thought should be given to seeking a volunteer(s) to oversee the clearing and further development of the area. GENERAL COMMENTS The structure of the PCC will this year be brought into line with current regulations. One third of the members (4) will 'retire' each year and the period of elected service for all subsequent new appointments will be 3 years. This year s PCC Away Day was held in September when members attending reviewed and updated the 5 Year Vision Plan, again focusing on eight equal development goals. The revised plan was discussed and approved by the PCC and presented to the congregation. The PCC working groups have continued to meet throughout the year, and we would like to thank every member of those teams for contributing their time and enthusiasm to the mission of God's Church. The Church continues to employ a cleaner, from the congregation who ensures that the Church is clean for the services, increased Weddings and the many other people who visit the Church. Big Cleans again were held in March and December. It is hoped that more members of the congregation may find a little time to support this initiative. We continue to pray for, and seek, God's guidance particularly during the vacancy as we look to appoint a new Incumbent and develop our Ministry and Mission together. We ask for unity, understanding and support from each member of the congregation whilst God again sends his chosen person to continue his ministry in Portchester, through the people of St. Mary s. Denise Simmons and Brian Boxall Churchwardens 2011 Signed on behalf of the PCC : Denise Simmons Churchwarden 10
Parochial Church Council of St Mary's, Portchester Statement of Financial Activities For the year ending 31st December 2011 Unrestricted Restricted Endowment TOTAL TOTAL Note Funds Funds Funds 2011 2010 Incoming resources Voluntary income 2.1 74,056 - - 74,056 87,921 Activities for generating funds 2.2 37,958 6,807-44,765 43,143 Incoming resources from charitable activities 2.3 23,750 - - 23,750 33,818 Income from investments 2.4 1,979 - - 1,979 1,004 Other incoming resources 2.5 4,856 - - 4,856 1,421 Total Incoming Resources 142,599 6,807-149,406 167,307 Resources expended Fundraising trading: cost of goods sold and other costs 3.1 9,385 - - 9,385 1,616 Church activities 3.2 144,052 1,880-145,932 134,317 Other resources expended 3.3 - - 0 750 Total Resources Expended 153,437 1,880-155,317 136,683 Net incoming/(outgoing) resources before transfers ( 10,838 ) 4,926 - ( 5,912 ) 30,624 Transfers between funds - - - - - Net Incoming resources before other gains/losses (10,838) 4,926 - (5,912) 30,624 Gains on revaluation of fixed assets for charity's own use - - - - Gains/losses on investment assets - - - - 301 Net Movements in Funds ( 10,838 ) 4,926 - ( 5,912 ) 30,925 Total funds brought forward 143,592 67,787 234,439 445,818 414,891 Total funds carried forward 132,754 72,713 234,439 439,906 414,893 The accounts have been examined by Mrs S Stringer. 11
Parochial Church Council of St Mary's, Portchester Balance Sheet at 31st December 2011 Note 2011 2010 FIXED ASSETS Tangible fixed assets 5.1 227,639 228,598 Investment assets 5.2 9,725 9,724 237,364 238,322 CURRENT ASSETS Investment Dore Avenue 20,235 19,993 Bank account no 1 50,308 72,888 Bank account no 2 8,710 10,304 Bank account investment 100,000 80,000 COIF Deposit 41,388 41,036 Debtor 4,419 3,207 Petty Cash 111 78 225,171 227,506 LIABILITIES: AMOUNTS FALLING DUE WITHIN ONE YEAR 6 (22,629) (20,010) NET CURRENT ASSETS 202,542 207,496 NET ASSETS 7 439,906 445,818 PARISH FUNDS 8 Unrestricted 132,754 143,592 Restricted 72,713 67,787 Endowment 234,439 234,439 439,906 445,818 Approved by the Parochial Church Council on 27th March 2012 and signed on its behalf by: Mrs Denise Simmons 12
Parochial Church Council of St Mary s, Portchester Notes to the Financial Statements For the year ended 31 st December 2011 1. ACCOUNTING POLICIES The financial statements have been prepared in accordance with the Church Accounting Regulations 2006 together with applicable accounting standards and the SORP 2005. The financial statements have been prepared under the historical cost convention except for the valuation of investment assets, which are shown at market value. The financial statements include all transactions, assets and liabilities for which the PCC is responsible in law. They do not include the accounts of church groups that owe their affiliation to another body, nor those that are informal gatherings of church members. Funds Endowment funds are funds, the capital of which must be maintained; only income arising from investment of the endowment may be used either as restricted or unrestricted funds depending upon the purpose for which the endowment was established. Restricted funds represent (a) income from trusts or endowments which may be expended only on those restricted objects provided in the terms of the trust or bequest, and (b) donations or grants received for a specific object or invited by the PCC for a specific object. The funds may only be expended on the specific object for which they were given. Any balance remaining unspent at the yearend must be carried forward as a balance on that fund. Unrestricted funds are general funds which can be used for PCC ordinary purposes. Risk Management Reserves are held by the Church to provide for future activities and initiatives which cannot be funded from income in a single year. They are also required to cover unforeseen expenditure. The PCC reviewed the level of reserves during the year. Incoming resources Planned giving, collections and donations are recognized when received. Tax refunds have been accrued to 31 st December 2011. Grants and legacies are accounted for when the PCC is legally entitled to the amounts due. Dividends are accounted for when receivable. All other income is recognized when it is receivable. All incoming resources are accounted for gross. Resources expended Grants and donations are accounted for when paid over, or when awarded, if that award creates a binding or constructive obligation on the PCC. The diocesan parish share is accountable for when due. Amounts received specifically for mission are dealt with as restricted funds. All other expenditure is generally recognized when it is incurred and is accounted for gross. 13
Fixed assets Consecrated and benefice property is not included in the accounts in accordance with s.96 (2) (a) of the Charities Act 1993. Movable church furnishings held by the vicar and church wardens on special trust for the PCC and which require a faculty for disposal are inalienable property, listed in the church inventory, which can be inspected (at any reasonable time). For anything acquired prior to 2000 there is insufficient cost information available and therefore such assets are not valued in the financial statements. The curate s house, 24 Jute Close, Portchester was revalued on 31 st December 2006 at 225,000 and the value has been used for this financial year (original cost 215,000). The PCC agreed that the property will be formally revalued every five years or if there are significant changes in the value. The Diocese advised that there was no requirement to revalue in the current economic climate, unless a PCC decision to sell was imminent and as this is not the case then the value has been maintained. The Organ is depreciated over ten years. Investments are valued at market value at 31 December 2011. Current assets Short term deposits include cash held on deposit either with the CBF Church Of England funds, COIF Funds or at the bank. Financial risks Believing in God s care and provision for his people, the PCC has undertaken no further financial risk assessments. Financial Review The PCC is responsible for all parish finance, its management and control. Whilst accounting duties are delegated to the treasurer, this does not remove its legal responsibilities. The total incoming resources for 2011 decreased 10.8%. The planned and regular giving decreased At the financial year end, the church had total bank and deposit balances of 200,459. This balance is compared to previous year of 204,306. The parish share increased by 5.5% The PCC budget for 2011 was agreed reporting break even. Despite the success of the tea room and Fair Trade sales plus fund raising for the roof, the deficit for the year was 5.9k. The budget for 2012 is based on a proactive and positive year for income streams. The forecast is to breakeven and the PCC will review the financial statements as increased giving and prudent housekeeping will be required. 14
Parochial Church Council of St Mary's, Portchester Notes to the Financial Statements For the year ended 31st December 2011 2 INCOMING RESOURCES Unrestricted Restricted Endowment TOTAL TOTAL Funds Funds Funds 2010 2009 2.1 Voluntary income Planned giving: Regular giving gift aid 35,235 - - 35,235 39,126 Envelope giving 14,103 - - 14,103 16,318 Tax recoverable 15,365 - - 15,365 11,625 Collections 7,610 - - 7,610 8,776 Pillar safe 1,742 - - 1,742 1,986 Legacies received - - - 10,090 74,055 - - 74,055 87,921 2.2 Activities for generating funds Building development income - - - - 225 Special effort income 2,173 545-2,718 3,046 Restoration income - 1,765-1,765 2,282 Sundry receipts 3,856 - - 3,856 36 Churchyard - - - - 50 Allotments 20 - - 20 70 New Room sales inc Fairtrade 644 - - 644 2,099 Christmas & summer fayre 4,873 - - 4,873 5,108 Funeral fees 8,702 - - 8,702 8,186 Wedding deposits 2,550 - - 2,550 2,450 Wedding fees 15,140 - - 15,140 19,291 Bell fund - 275-275 - Roof income - 4,068-4,068 12,373 Heating income - 154 154-37,958 6,807-44,765 55,216 2.3 Incoming resources from charitable activities Tea rooms 22,253 - - 22,253 14,442 Merchandise 467 - - 467 915 Wedding fayre & flower festival 1,030 - - 1,030 2,694 Concerts - - - - 3,148 Baptism donations - - - - 246 23,750 - - 23,750 21,445 2.4 Income from investments Interest received 1,980 - - 1,980 1,304 1,980 - - 1,980 1,304 2.5 Other incoming resources Donations received 2,476 - - 2,476 772 Catholic church rental income 2,380 - - 2,380 650 4,856 - - 4,856 1,422 Total incoming resources 142,599 6,807-149,406 167,308 15
Parochial Church Council of St Mary's, Portchester Notes to the Financial Statements For the year ended 31st December 2011 3 Resources expended Unresticted Restricted Endowment Funds Funds Funds 2011 2010 3.1 Fundraising Trading: cost of goods sold Cost of goods sold & other costs 1,726 - - 1,726 870 Christmas & summer fayre 1,377 - - 1,377 746 Wedding fayre 209 - - 209 - Tearoom 6,073 - - 6,073 7,043 9,385 - - 9,385 8,659 3.2 Church activities Charity giving 10% 5,874 - - 5,874 6,683 Donations - - - - 1,050 Parish share 73,888 - - 73,888 70,029 Ministry team working expenses 6,077 - - 6,077 5,533 Water rates- vicarage/church 562 - - 562 740 Insurance 2,262 - - 2,262 2,200 Worship resources & Musical director 6,964 - - 6,964 4,695 Nurture & discipleship - - - - 152 Social & fund raising 288 150-438 613 Pastoral care 345 - - 345 13 Youth & childrens work 1,333 - - 1,333 1,114 Finance 1,174 - - 1,174 396 Fabric & buildings 9,568 1,730-11,298 6,983 Outreach 935 - - 935 267 Publicity 700 - - 700 741 Gas-church 6,000 - - 6,000 3,300 Cleaning 1,348 - - 1,348 - Organ depreciation 959 - - 959 960 Altar & sanctuary 1,633 - - 1,633 937 Organist & verger payments 1,005 - - 1,005 1,025 Bell fund - - - - 340 Expenses- 24 Jute Close 216 - - 216 658 Training 80 - - 80 107 Church office 4,973 - - 4,973 4,495 Salary & employers NI 11,957 - - 11,957 8,083 Electricity church 1,650 - - 1,650 1,801 Licences & subscriptions 591 - - 591 644 Telephone 1,778 - - 1,778 1,922 Bank charges & interest 742 - - 742 867 Thanksgiving to Ministry - - - - 381 Advertising 536 - - 536 303 Parish Hall rent 614 - - 614 240 Concert - - - - 701 144,052 1,880-145,932 127,973 3.3 Other resources expended Vicarage maintenance - - - - 50 (Provision based on estimated & known costs) - - - 0 50 Total resources expended 153,437 1,880-155,317 136,682 4 Staff Costs 4.1 Wages & Salaries During the year the PCC employed a Church Administrator, a Director of Music, a Verger and a cleaner who individually did not earn 50,000 per annum or more. 4.2 Payment to PCC Members There were no payments other than the reimbursement of expenses. 16
Parochial Church Council of St Mary's, Portchester Notes to the Financial Statements For the year ended 31st December 2011 5 FIXED ASSETS Freehold land Church Office Organ Total and buildingsequipment equipment 5.1 Tangible Brought forward Net book value at 1.1.2011 225,000 - - 3,598 228,598 Disposal - - - - - Addition - - - - - Improvements to addition - - - - - At 31.12.2011 225,000 - - 3,598 228,598 Depreciation charge for year - - - (959) (959) Depreciation previous year - - - - - Revaluation to addition - - - - - Carried forward Net book value at 31.12.2011 225,000 - - 2,639 227,639 The freehold land and buildings comprise 24 Jute Close. See Accounting policies 5.2 Investments Market value at 1 January 2011 9,724 17,364 Purchases at cost, less disposals - (7,641) Net gains/(losses) on disposal & revaluation - 1 Adjustment - 9,724 9,724 The market value at 31 December 2011 represents investments for: Unrestricted funds - Restricted funds 286 286 Endowment funds 9,438 9,438 9,724 9,724 6 Liabilities: Amounts falling due in one year 2011 2010 Charity distribution 5,173 7,098 Wedding deposits 3,125 3,125 Wedding/funeral fees diocesan 5,585 3,975 Legacy fund 1,261 1,261 Other creditors - Collections for charity 550 - Accruals 6,257 4,551 Flower fund 535 - Organist, verger fees 143-22,629 20,010 7 Analysis of Net Assets by fund Unrestricted Restricted Endowment Funds Funds Fund Total Fixed assets for church use 2,639 225,000 227,639 Investment fixed assets - 286 9,439 9,725 Current assets 151,483 73,688-225,171 Current liabilities (21,368) (1,261) - (22,629) 132,754 72,713 234,439 439,906 17
Parochial Church Council of St Mary's, Portchester Statement of Funds as at 31st December 2011 Note 8 Fund name und balances Incoming Outgoing Transfers Gains and Fund balances brought forward resources resources losses carried forward Heating 45 154 199 R Heating 45,000 1,959 43,041 U Roof fund 22,223 4,068 26,291 R Portchester ascension - 0 E Bell maintenance fund 5,092 1,745 6,837 U Portchester North Boarhunt 1,006 1,006 E Building development fund 15,300 15,300 U Dore Avenue investment 19,840 19,840 R Farmer & Ruel fund 2,659 2,659 R General fund 67,440 139,029 151,479 54,990 U - Other endowments 8,433 8,433 E Jute Close property 225,000 225,000 E Jute Close maintenance 1,135 1,135 U Legacy fund 6,015 6,015 R Legacy fund - - U Organ replace fund 8,625 2,100 10,725 U - St Mary's Restoration fund 16,769 1,765 1,730 16,804 R - Youth Fund 236 236 R (previously Spring Harvest - Vicarage maintenance fund 1,000 1,000 U Christmas Lunch 545 150 395 R 445,818 149,406 155,318 - - 439,906 Funds Endowment E 234,439 Restricted R 72,439 Unrestricted U 133,028 Total 439,906 18
Independent examiners report to the PCC of St Mary s, Portchester This report of the financial statements of the PCC for the year ended 31 December 2011 is in respect of an examination carried out in accordance with the Church Accounting Regulations 2006 ( the Regulations ) and s.43 of the Charities Act 1993 ( the Act ). Respective responsibilities of the PCC and the examiner As members of the PCC you are responsible for the preparation of the financial statements; you consider that the audit requirement of the Regulations and s.43(2) of the Act does not apply. It is my responsibility to issue this report on those financial statements in accordance with the terms of the Regulations. Basis of this report My examination was carried out in accordance with the General Directions given by the Charity Commission under s.43(7)(b) of the Act and to be found in the Church guidance, 2006 edition. That examination includes a review of the accounting records kept by the PCC and a comparison of the accounts with those records. It also includes considering any unusual items or disclosures in the financial statements and seeking explanations from you as trustees concerning any 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 view given by the accountants. Independent examiner s statement In connection with my examination, no matter has come to my attention: (1) Which gives me reasonable cause to believe that in any material respect requirements. to keep accounting records in accordance with section 41 of the Act ; and to prepare financial statements, which accord with the accounting records and comply with the requirements of the Act and the Regulations have not been met; or (2) To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Mrs Sheila Stringer AAT 53 Castle Grove Portchester Fareham Hants Dated 27 th March 2012 19