VOLUNTEERS

Finance

There are many people behind the scenes that help keep our church running. One of the most crucial roles is that of the Treasurer, and those involved in the church finances. Ideally, we would like to make these as manageable as possible for a couple, or more volunteers. If there are some elements you feel you could do over others, we'd be glad to have a conversation. Prior accounting experience is not essential for all areas, and thorough training and a handover would be provided.

Treasurer

The Treasurer has overall responsibility for the Church finances and works closely with the others responsible for raising and spending money, including the Book-Keeper, Gift Aid Secretary and other church committees such as the Fabric and Church Hall. An accounting background is desirable for this role, though financial competence and a willingness to learn is valued just as highly.

The Treasurer would be required to:

prepare the annual accounts, interim accounts and budgets
be part of the Church Council (PCC) and Standing Committee (with meeting attendance every other month)
agree our annual response to the Diocesan Pledge (our contribution to the Parish Support Fund) with the Church Council and Standing Committee
liaise with the other Treasurers within the Limpsfield & Tatsfield Team Ministry

Book-Keeper

The Book-Keeper will have responsibility for keeping a record of our church financial activity and supporting the Treasurer. The key skills to provide the support required are attention to detail, arithmetic, accuracy, common sense, and being comfortable with screen-based activities. The main responsibilities and time required for each task is detailed below.

The Book-Keeper, or a number of volunteers, would:

record all payments, receipts and direct debits electronically. Paper-based records are also kept and filed (2-6 hours per week)
produce standard accounting reports for the Treasurer, ad-hoc reports throughout the year and forecasts as requested - this could be outsourced to budget-holders if a new PC-based package is introduced and implemented (1 hour per month)
settle bills as and when required as authorised by the budget holders from the church's various committees (the majority are settled by BACs, with only a handful of cheques written)
manage bank accounts, including reconciling books against accounts and paying in cheques to the bank (half an hour every other weekday, 3 hours at the end of the month)

If you would like more information on any of these roles, or to volunteer your time, please contact the Parish Office: 01883 712 512 / stpeterschurch.lttm@gmail.com

You can also contact David Stewart (current Treasurer) davidpstewart@sky.com direct for an informal chat.

Other areas we are looking for volunteers...

Parish News committee

We are looking for someone to fill a Treasurer role that would involve:

supporting the advertising process by creating and sending invoices to advertisers inviting them to renew their annual subscription (5 days in early March)
collecting payments and sending reminders (3 hours per week for 4 weeks)
invoicing and managing payments from new advertisers throughout the year (2 hours per month throughout the year)

Hall & Glebe Meadow Committee

We are looking for someone to fill a Treasurer role and provide operational support, including:

authorising and managing operational and project expenditure for the Church Hall, Glebe Meadow and Car Park (some aspects of the Parish Office are included)
liaison with the hall bookings secretary to monitor receipts - advance booking fees, self-invoiced fees, hire charges etc
advise on the fees and expenses our caretaker and groundsman submit

Minimum 2 hours per week, plus commitment as a member of the committee.

Managing and authorising staff pay

This would involve 1 hour per month:

settling fees and expenses from five people who work for us in self-employed or employed roles
settling payroll costs, salary, HMRC and Pension payments each month

Managing insurance

This would involve around five bursts of two half days per year:

managing annual renewals and periodic competitive quotations for five properties
authorising payments (and any claim receipts)
advising on any matters claimed to be additional risks that need to be added to the cover

Managing utilities

We currently have a caretaker who reads the meters at all our properties. However, we are looking for additional support in:

submitting readings to the utility provider to ensure accurate billing, checking bills and advising the anticipated direct debits (5 hours per month)
annually, where appropriate, reviewing switching providers (a couple of days per year)
monitoring the cesspool on the Glebe Meadow to ensure it is emptied in time

Managing leases and licences

We are looking for someone with skills in contract management, finance, communication and negotiation who can manage the leases, licenses and properties we actively manage. This would involve:

an understanding of the agreements and what needs doing when
discussion and negotiation with other parties
managing performance licenses to cover the church and activities in it, and the Church Hall and usage by hirers, ensuring we pay the correct fees and allow licenced use only

A guideline of between 1 and 5 days per month.

Please get in touch if you can help in any of these areas via our Parish Office, or directly with David Stewart (contact details above).