FAQ's

Changes to Friends Groups

Why are you making these changes now when we’ve been using a constitution you supplied for many years?

We have a new Strategy and so it is an ideal time to review our policy and ensure it reflects the best options under current charity law.

We are doing this to keep you financially and legally protected – not just as a whim of CCT.

Support

Will there be future events like the drop in where can learn from other Friends Groups from outside our immediate region?

We’re happy to put on more events like these, perhaps based on particular issues facing all or some groups. We’d love to hear your ideas for how these could run or if you’ve got an initiative you’d like to share with groups please let us know and we can run a session for groups to learn about it.

Registering at the Charity Commission

When do we need to register with the Charity Commission as a Friends group?

If your income is more than £5,000 in any financial year, it is a legal requirement to register with the Charity Commission. This includes income from any sources, so includes donations, grants, interest and anything else that generates income for your group. More information can be found here.

Why do we need to register, we are fine as we are?

For groups who are independent of CCT but don’t reach that income threshold, we still advise to incorporate by registering at the Charity Commission as a Charitable Incorporated Organisation, to protect your Trustees and members. Unincorporated charities carry an unlimited liability for Trustees and members, which could mean that you could be personally liable. That is why the CCT strongly encourages all groups, no matter how much income you generate, to register with the Charity Commission.

We want to register where do we get a constitution? 

The Charity Commission have draft constitutions at Setting up a charity: model governing documents - GOV.UK.

Does CCT want to see the draft constitution?

Yes, please send it to your CCT contact. We’ll have a look to check it doesn’t contradict the CCT’s purposes. We should get back to you within 14 days

Is there a checklist of things we need to register as a charity? 

Yes, the Charity Commission have a checklist of 6 steps that need to be followed at Set up a charity: Set up a charity - GOV.UK

Can we convert an existing unincorporated charity into a Charitable Incorporated Organisation?

Yes, that is possible and the Charity Commission has guidance on how to do this at Change your charity structure - GOV.UK

Can we use the name Friends of?

If you’re registering as a charity, then you’d need to comply with the Charity Commission’s rules on the name of a charity. However, CCT is happy for you to use “Friends of”.

What checks should we do on Trustees? 

The Charity Commission give advice on this here.

How much does it cost to register at the Charity Commission?

Registration is free and there are no annual fees that need to be paid to the Charity Commission.

Where can I find CCT policies? 

Select policies are available on our website under the Volunteering and Communities tab, and in the Volunteer Handbook. For any other policies, please contact volunteering@thecct.org.uk

Where can I find examples of policies for registered groups?

NCVO are there to advise all voluntary organisations. You can find them on https://www.ncvo.org.uk/

What about other ways of becoming incorporated?

There are other incorporated organisations that benefit from limited liability, including other types of charities, companies or community interest companies. There’s guidance on different structures at Setting up a social enterprise - GOV.UK

Restricted Funds

Can we ring fence the money we generate for the use of one specific church?

Yes, CCT finance team can ringfence for specific churches or projects, called “restricted funds”. This should be donated separately and not through the wallsafe or contactless device.

We do depend on a certain amount of “unrestricted funds” to be able to look after churches that don’t generate income and to support the staff team.

Can we have our own bank account for Restricted Funds?

No, if you’re using restricted funds, you’ll need to use CCT’s bank account.

How do we set up a Restricted Fund?

Your CCT contact will be able to do this with you and liaise with CCT’s finance team.

Why do I need a primary and secondary purpose for restricted funds?

This is to make sure that funds are used for the church for which they’re raised even if the specific project can’t be achieved within a time frame. It allows you to provide a second purpose for the funds you have raised. This second purpose should be for the specific church you’re supporting.

When do I need to tell donors about the purposes of restricted funds?

You need to tell them when they donate and explain both the primary and secondary uses of restricted funds. Your CCT contact can help you with wording

How does it work with restricted funds? If I need money that we’ve raised for cleaning materials or to put a down payment on for a theatre group, how will this work?

Any income your group creates, you will send to CCT and it’ll be put as restricted funds for the church. If you want to buy cleaning equipment, you ask your CCT contact and they can get it for you. Invoices (after agreement with your CCT contact) can be sent to CCT Finance and they will pay the invoice out of the restricted funds for the church.

What financial information will be shared with our group on a quarterly basis?

We will endeavour to share the balance of restricted funds and any income and expenditure for the church that quarter.

Can we use restricted funds for innovative ideas, such as Seedcorn initiatives?

We’re keen to encourage innovative ways of supporting our churches. Speak to your CCT contact and we can discuss what restricted funds can be used for innovative ideas.

Risks and Safeguarding

Where do we find risk assessments?

Contact your CCT contact if you are unable to find what you need on this site.

Safeguarding?

All our volunteers and community supporters are offered online safeguarding training as part of our duty of care. There is also a safeguarding protocol available. Friends' groups are responsible for their own safeguarding procedures but can follow CCT’s procedures if they choose to.

Accident books & first aid kits

If there is an accident or near miss on site, please report to your Local community officer and fill in a form. These are also part of the volunteer handbook. You should only have a first aid kit on site if there is a trained first aider present.

Insurance

Are we insured as a Friends group?

If you are a separate charity, whether registered at the Charity Commission or not, our insurance considers you a separate entity, and as such you need to have your own insurance to make sure you and your members are not personally liable. Only groups operating directly under CCT without a constitution or bank account are covered. For example, those raising money for CCT using restricted funds should be covered by CCT’s insurance, but it’s always best to check with your CCT contact.

Are off site events insured?

If you are a separate charity then no, this will also need to be covered by your own insurance. If you are volunteers, registered with CCT and undertaking events and activities directly for the benefit of CCT, then yes.

Finance

Why should we pay the utilities costs?

If you are using the church for events, it would be helpful if any income could in the first place be used to pay the bills. Our core funding allows us to cover regular maintenance costs, but utility costs need to be generated where possible by church-based income.

How can we be sure that the restricted funds we pay to you won't be used for other costs at other churches?

As long as a restricted code is set up with our Finance department and has a clear purpose, we can only use them for the purposes specified and we guarantee that we won’t take these monies for other purposes. We know we haven't always been transparent about the restricted funds we hold for y our churches, so we are introducing a quarterly report that your LCO will share with you. The aim is for it to show payments in and out plus the remaining balance. We’d like to provide it more frequently if possible but are offering at least quarterly for the time being.

If we are operating under restricted funds, how do we pay for small incidentals locally so that we can put on events?

We are looking at options so that we make this as easy as possible for you. We don't want you to have to ask permission to buy tea and coffee or to be out of pocket whilst you claim it back.

How long will it take you to reimburse individuals if they they’ve paid for things themselves?

We pay on a two weekly cycle and your CCT contact can advise you when the next payment date is.

Maintenance / projects

Why can’t we paint the door / clear the gutters / fix the lock ourselves?

CCT is the legal owner of all churches in our care. They are all listed and as such, the upkeep is fixed by legal and statutory regulations. To make sure we get value for money, abide by regulations as well as invest in the upkeep of skills in heritage, we have contracts with several businesses who are professionals in conservation. They do frequent maintenance checks and are in touch with our conservation team to make sure regulations are followed and the right materials/methods are used.

What do I need to do to start a Community Initiative Project?

You can get CIP information from your Local Community Officer.

Communication

What happens if my CCT contact is unavailable for a while?

You can get in touch with their line manager (often the Lead Local Community Officer), or with volunteering@thecct.org.uk

Why do you send out an annual survey?

Volunteers and community supporters are vital to our organisation, and we send out an annual survey to get a snapshot of how things are going. This gives you a chance to feedback to us, to improve the way we do or communicate things. Responses are voluntary and we hope you will take the opportunity to engage with us.