Making Alterations or Applying for General Trustee Grants

When planning alterations or applying for a General Trustee Grant there are some important points you must factor into your plans.

• Any plan to make alterations to property require approval of Presbytery and the General Trustees, regardless of value
• All applications to the General Trustees for grants (regardless of the cost/nature of the works) require Presbytery approval first.  Please ensure the amount of grant being sought is clearly indicated. Any requests for release of congregational funds held in the Consolidated Accounts should also be reflected clearly in the application form.
• If the proposed alterations affect your sanctuary CARTA must be consulted.
• If you are seeking to release funds of any amount held by the General Trustees you must still follow this process.
   

Repairs and Renewals

When making repairs or renewing fabric, it is important to take the following into account.

Repairs or Renewals costing less than £20,000 (excluding VAT and Fees)

• Repairs and renewals which cost less than £20,000 in one year on a particular buildings complex can be undertaken by a congregation without referring to the Property Committee unless the release of funds is required from the Central Fabric Fund.

Repairs or Renewals costing more than £20,000 (excluding VAT and Fees) in one year

• Repairs and/or renewals which will exceed £20,000 for a particular building complex in one year require to be approved by Presbytery. A Presbytery Application form should be completed. 
• The sum of £20,000 refers to the cost of works to each building complex. A building complex could be the sanctuary, the manse, the halls. If the sanctuary and halls are linked then this would classify them as one building complex. 

Repairs or Renewals costing more than £50,000 (excluding VAT and Fees) over a three-year period

• The General Trustees refer to a spending limit of £50,000 known as “The Financial Limit”.  Work that reaches this limit requires permission. This Financial Limit refers to expenditure over a three period (backwards or planned). If Presbytery has approved work which over a three-year period will exceed £50,000 for a buildings complex, permission is required from the General Trustees. (The £50,000 excludes VAT and fees.)
• Application must be made to Presbytery using both the Presbytery Application Form and the General Trustees Forms. The General Trustees will only consider projects that have first been approved by Presbytery.   
• If, for example, you need to carry out more than one repair over the course of a year and you discover the second or subsequent repair will take you over the £50,000 threshold (excluding VAT and Fees), you must follow the process for repairs exceeding £50,000 regardless of the cost of the latest repair.
   

Looking After Manses

Each congregation should maintain a current Manse Condition Schedule (link). The Schedule records vital information about the manse and its maintenance, helping you to keep track of what was done and when, who owns what and to plan a schedule of work.  The Schedules operate as a working document, so you can tell the condition of the property at any given time.  They also work as a handy checklist that help you to know what to look out for when inspecting the property.  

Manse Schedules are reviewed at the Annual Inspection of records by Presbytery to ensure you are using good practice.  If you are unsure about what to complete in any part of these documents, please contact the Presbytery Property Convener, who will be happy to help.

Recordkeeping

It is essential that a Manse Condition Schedule (link) and a Property Register (link) is kept up to date.   Both documents are part of those submitted at the Annual Inspection of Records to ensure you are maintaining good practice.  If you are unsure about what to complete in any part of these documents, please contact the Presbytery Property Convener, who will be happy to help.

Both these documents give congregations valuable information on when work was done, help you to plan a schedule of works and, in case of fire or other damage, what contents were in the property.

Safety

Congregations are obligated to ensure their premises are adequately insured and protected against fire and other hazards. Asbestos is an ongoing concern. There is considerable information on these matters and many more at the General Trustees resource page.