TERMS AND CONDITIONS FOR THE ADMINISTRATION OF THE FUND
- PURPOSE OF THE FUND
1.1 The purpose of the Mancroft Appeal 300 Fund is to cover expenditure on a Project with the following key aims:
- The creation of a ringing training and heritage centre (RTHC) in the tower at The Church of St Peter Mancroft. This will include a computerised dumbbell installation and a CCTV system, which will allow visitors to the church to see the bells being rung.
- The construction of a new ringing gallery higher in the tower and installation of a glass screen to insulate activity in the RTHC and ringing room from the church.
- Strengthening work to the bell frame.
- Installation of fully adjustable sound control.
- Restoration of ancient peal boards.
- Equipping the ringing room with bespoke furniture.
1.2 An outline design has been completed and costs calculated by a professional team. Initially it is proposed to raise funds for items 1.1(a) to (c) above and this work has been calculated to cost £380,000.
1.3 In raising funds for the project, it will be made clear to potential and actual donors that the funds contributed will be used for these three items of work.
1.4 However, they will also be informed of the other three items of work (i.e. 1.1(d) to (e)) and told the following:
- These items may be the subject of future fund raising activity.
- Should the first phase of fund raising generate more than is required for items (a) to (c), excess funds may be used for some or all of items (d) to (f).
- Should the first phase of fund raising generate less than is required for items (a) to (c), a reduced programme of work selected from items (a) to (f) may be undertaken, subject to agreement from the St Peter Mancroft Guild and The Church of St Peter Mancroft Parochial Church Council (PCC).
- CONSTITUTION AND OPERATION OF THE FUND
2.1 Money raised for the project is held in a restricted designated account belonging to The Church of St Peter Mancroft, which is a registered charity (see 3.1 below). The account is called ‘St Peter Mancroft Church General Number Two Account’ and the account number is 40802263.
2.2 The funds in the account belong to The Church of St Peter Mancroft PCC.
2.3 Management of the fund rests with a Project Committee consisting of members of the St Peter Mancroft Guild of Ringers. Among the members of the Committee are a Chairman and a Project Treasurer. In the future, we intend to designate a Project Coordinator, who may be a member of the Committee or someone external to the Committee co-opted to the role. The Project Coordinator will be responsible for the management of contracts with any contractors and professional advisers appointed to work on the project.
2.4 All transactions relating to the Project shall only be made through the above account.
2.5 All monies expended on the Project will be subject to approval by the Project Committee and payment must be authorised by two approved signatories who will be members of the Project Committee. A specific form has been produced for this purpose. Once the form has been authorised, it will be submitted to The Church of St Peter Mancroft PCC Treasurer who will make payment.
2.6 In the case of expenditure incurred under a contract or contracts for work on the Project, the following procedures will also apply. An architect appointed to manage such contracts will issue interim and final payment certificates for work which incurs costs under the contract. The Project Coordinator (see 2.3 above) will be responsible for checking and issuing payment certificates.
2.7 The Project Coordinator will also be responsible for agreeing and issuing payment certificates for interim and final payments to any professional team members that are appointed.
2.8 Once interim or final payment certificates have been issued, payment will be made in the same way as outlined above at 2.5.
- DONATIONS TO THE APPEAL 300 FUND
3.1 The Church of St Peter Mancroft PCC has charitable status (registered charity No.1134653 ) and the Appeal 300 fund is eligible for Gift Aid tax benefits under this charitable registration.
3.2 Gift Aid forms will be made available by the Project Treasurer to all intending donors, whether for single or continuing donations.
3.3 Donations may be made by cheque, bank transfer, in cash or online via the BT My Donate website. Cheques should be made payable to the account aforementioned at 2.1, the payee being ‘St Peter Mancroft Church – Appeal 300’, and submitted to the Project Treasurer. Donations of cash may be presented to any of the committee members for deposit by the Project Treasurer in the Fund account.
3.4 The Project Treasurer will acknowledge or make arrangements for the acknowledgement of all donations to the Fund. Donations made via the online giving website will be acknowledged automatically.
- ACTION TO BE TAKEN IN EVENT THAT INSUFFICIENT MONEY IS RAISED TO UNDERTAKE THE PROJECT AS DESCRIBED
Proceeding with a project of reduced scope
4.1 The decision to proceed with a project of reduced scope may be taken in the event of a funding shortfall to cover items 1.1(a), (b) and (c) above. The Project Committee in consultation with The Church of St Peter Mancroft PCC will decide the contents of the revised project.
4.2 Donors and potential donors will already have been told what will happen to their money in these circumstances (see 1.4(c) above)). Unless potential donors have stipulated that their donations are conditional on the items 1.1(a), (b) and (c) going ahead, they will be informed about the revised form of the project and asked to proceed with their donation once it is known that contracts are to be let.
4.3 Donations which have already been made and been Gift Aided cannot be returned to the donor.
Cancellation of all further work on the project
4.4 The Project Committee, in consultation with The Church of St Peter Mancroft PCC, will oversee the allocation of money in the account in accordance with the following guidelines.
- Money from fund-raising events and activities will be allocated between a number of potential beneficiaries, including the St Peter Mancroft Guild General Fund, The Church of St Peter Mancroft Restoration Fund and the Norwich Diocesan Association of Ringers Bell Restoration Fund.
- Where money has been pledged but not yet paid over, whether in the form of grants from charitable or other institutions or pledges from individuals, the bodies or individuals concerned will be contacted by the Project Committee and informed that the Project will not be proceeding and that we will not therefore be taking up their pledges.
- Where individuals or bodies have already made sizeable donations (of £100 or more), they will be contacted and asked whether they wish the money donated to be allocated as at 4.4(a). If not, donations will be returned to the extent that the available funds allow. Should the available funds be insufficient to return donated monies, the money returned to individuals will be in proportion to the size of their donations. Donations which have been Gift Aided cannot be returned to the donor.
- Where money has been loaned to the Project, it should, subject to any wishes to the contrary among those who have made loans, be returned to the extent that the available funds allow. Should the available funds be insufficient to return all loaned monies, the money returned to individuals will be in proportion to the size of their loans.