PAROCHIAL CHURCH COUNCIL OF ST MICHAEL’S AMBERLEY WITH NORTH STOKE

ANTI-BULLYING AND HARASSMENT POLICY

STATEMENT OF COMMITMENT

The Church is required by God to foster relationships of the utmost integrity, truthfulness and trustworthiness. Abuse, harassment and bullying will not be tolerated. All complaints of abuse, harassment and bullying will be taken seriously and investigated and the appropriate action taken.

What is bullying and harassment?

Any behaviour that could potentially undermine someone’s dignity and respect should be regarded as unacceptable. Bullying may manifest itself in a variety of different ways. It is usually persistent, and often unpredictable, and canamount to severe psychological intimidation. Harassment, in general terms, is unwanted conduct affecting the dignity of the target. It may be related to age, gender, race, disability, religious belief (including theology or churchmanship),nationality or any personal characteristic of the individual. The point is that the actions or comments are viewed as demeaning and unacceptable to the recipient.

Standards of Behaviour

The Diocese of Chichester expects the highest standards of behaviour from all those who participate in any way in its activities, whether in a salaried, stipendiary or voluntary position. In particular, it expects that all will avoid behaviour that could lead to allegations of bullying or harassment.

Those with pastoral responsibility for the clergy in this diocese (rural deans, archdeacons, suffragan bishops and the diocesan bishop) and the clergy and laity recognise the importance of setting a good example.

It is our policy that these matters are to be treated with confidentiality and that no action will be taken without the willing consent of the person who feels he or she has been the target unless either party is at risk or is performing an action which is unlawful.

Fair Procedures

When both the perpetrator and the target is a clergy person or a licensed lay minister, complaints of bullying or harassment may, with the target’s consent, be brought under the Grievance Procedure and Clergy Discipline Measure for Licensed Ministers under Common Tenure. It has been developed by the church to deal with grievances of various kinds between ministers.

When the perpetrator is a clergy person, it may be more appropriate for the target, or an archdeacon with the target’s consent, to make a complaint under the Clergy Discipline Measure 2003.

When the perpetrator is a lay person, and the target is either ordained or lay, complaints of bullying or harassment may, with the target’s consent be dealt with in one of a number of ways according to the circumstances. It is important to notify the Archdeacon at the earliest possible opportunity.

False Accusation

False accusations are a serious matter. The behaviour of anyone who is found to have been made an unfounded, deliberately malicious complaint or allegation will be regarded with the utmost seriousness and formal action may be taken.

Implementation

The Vicar is responsible for encouraging and monitoring the implementation of this policy. During an Interregnum, the church wardens and/or the Parish Safeguarding Officer has this responsibility.

You may find it helpful to consult the Diocesan Website, https://www.chichester.anglican.org

PCC of Amberley with North Stoke

Finance Policies

Introduction

This document sets out the policies of the PCC of Amberley with North Stoke ((the ‘PCC’) in respect of:

• Financial record keeping
• Accounting policies
• Reporting
• Internal control over financial transactions
• Payroll
• Investment and funds
• Exceptional transactions

Financial record keeping

Financial records should be kept which are sufficient that the PCC:

• Can meet its legal and other statutory obligations for accounting and reporting
• Can maintain proper financial control of the assets and liabilities of the organisation.

These financial records must include as a minimum:

• A record of all the monetary transactions
• A record of all donations that qualify for Gift Aid or GASDS claims
• A record of all assets and liabilities
• A cumulative record of all funds where restrictions have been placed on usage of such funds.

Accounting policies

The accounting policies of the PCC are based on the framework requirement to produce annual financial statements  on an accruals basis and in accordance with the Charities SORP (FRS 102) – Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Charities Act 2011.

The more specific accounting policies adopted by the PCC are as set out in Note 1 to the most recent financial statements contained in the Annual Report and Financial Statements of the PCC. These should not, as a general rule, be subject to change unless the requirements of the framework of accounting change.

The accounting period adopted for the PCC is the calendar year.

Reporting

The PCC should meet the requirements of reporting to external bodies within the allowed timescales.

Each year, a Trustees Report including the Financial Statements (the ‘Annual Report’) for the previous calendar year shall be prepared containing such information as is mandated by the accounting framework above and other applicable guidance. This document should be subject to review by a firm of qualified Independent Accountants, subject to approval by the PCC and be finalised in time for presentation to the Annual Parochial Church Meeting.

The appointment of the firm of Independent Accounts to undertake the review should be approved by the PCC each year.

Other statutory or regulatory requirements for reporting include:

• The annual Charities Commission return which will include lodging a copy of the completed Annual Report.
• The annual Church of England financial return which will be based on the results presented in the Annual report.
• Gift Aid and GASDS claims from HMRC.
• Payroll reporting – see below.

Internal control over financial transactions

Key control requirements over financial transactions and banking arrangements should include the following as a minimum:

• The setting up of any banking arrangements with organisations not already in a contractual relationship should be approved by the PCC. Presently, the PCC has accounts with Lloyds Bank PLC and Barclays Bank UK PLC.
• Each bank account should have at least two PCC members as approved signatories which will not include the Incumbent.
• The Treasurer of the PCC will ensure that all bank and other financial organisation balances are reconciled each month end.
• All cash and cheques received by the PCC should be banked and accounted for promptly. The Treasurer should not handle and bank any cash received e.g. collection and donation monies. This should be undertaken by another member of the PCC who will account for such activity to the Treasurer so that the amounts can be appropriately reflected in the financial records and to segregate responsibilities.
• All payments made by the PCC from bank accounts or otherwise should be supported by adequate documentation to justify the payment.
• The Treasurer will make all payments from the PCC bank accounts by bank transfer. Cheque and cash payments may only occur in exceptional circumstances.
• If relevant expenses are incurred by members of the PCC then supporting documentation should be submitted to the Treasurer before consideration for reimbursement. Such reimbursement will be by bank transfer.

Whilst in most organisations, two signatories would normally be required to make payments from the PCC bank accounts, the PCC at its discretion may allow the Treasurer to act as a single signatory if that person has relevant professional qualifications and the size of the organisation remains sufficiently limited so as to not merit the extra administrative burden and delays that a two signatory structure would entail. Such a decision should be approved by the PCC annually.

The PCC is a small organisation with relatively consistent levels of income and expense except when major repair works are undertaken. As such, there is no need for a separate budgeting process as existing run rate is a good proxy.

Payroll

The PCC should generally contract a payroll bureau to process and produce relevant required documents such as payslips, P30s, P60s, etc because of the specialist knowledge required.

All services contracted for which have a nature which might rmean that the contracted person should be considered as an employee rather than a contractor (e.g. organist, cleaner, gardener) should be evaluated in accordance with HMRC guidance to assess whether they should be paid for through the payroll or as contractor costs.

All payroll related payments to employees, HMRC and to the payroll bureau for their services will be made by the Treasurer by bank transfer on the basis of reports provided by the payroll bureau.

The PCC will offer membership of the pension plan to all new employees and re-offer to existing employees as required.

Other policies in respect of remuneration:

• No trustee or employee is entitled to benefits or other perquisites.
• No trustee is entitled to remuneration.

Investment and Funds

All receipts of the PCC will initially be recognised in a PCC bank account, usually one of the current accounts.

The PCC maintains an investment account with the CBF Church of England Deposit Fund since this fund offers a convenient way of achieving a much better return than the poor rates that bank accounts pay. Cash deposits and withdrawals from this Fund take place only through the PCC Barclays current account and the Fund requires a dual signatory process for this to happen. Such movements may occasionally be recommended by the Treasurer at his discretion and only for amounts which leave flexibility in day-to-day funding of activities.

The PCC also holds residual investment balances associated with historic restricted fund donations. It is policy not to open any further such accounts.

It is PCC policy to maintain a balance on Unrestricted Funds (excluding property) at a minimum of two months’ worth of average unrestricted payments as contingency against unforeseen situations.

Exceptional transactions

Larger transactions tend to occur when repairs are needed to either the Church, Church Hall, Churchyard or Vicarage are required. Such transactions will include not only the cost of contractors and equipment but also the seeking of grants to fund such activity

The basic policies for such occurrences are that:

• The PCC will not accept liability for any financial commitment unless it has been properly authorised. Any orders placed, or undertakings given, which are likely to cost the PCC more than £2,500 must be approved by the PCC. However, the PCC has mandated that the Church Wardens and Treasurer acting together may approve expenditure not exceeding £5,000.

All grant applications undertaken on behalf of the PCC must be done in the name of the PCC and, with either the prior approval of (i) the PCC or (ii) both a Churchwarden and the Treasurer

PAROCHIAL CHURCH COUNCIL OF ST MICHAEL’S AMBERLEY WITH NORTH STOKE

Charity Registration Number 1187780 

COMPLAINTS POLICY AND PROCEDURE

 The Parochial Church Council (PCC) is committed to its role which primarily includes “cooperation with the minister in promoting in the parish the whole mission of the Church, pastoral, evangelistic, social and ecumenical.” But there may be a time when you need to complain. This complaints procedure is for those who are unhappy about matters for which the PCC is responsible that have affected them. Prior to using this formal procedure the PCC encourages an informal approach to the Vicar or a Churchwarden to see if the matter can be resolved in that way.

Making a complaint to the PCC

Complaints should be made in writing or by email to the PCC Secretary whose name and contact details are set out below. The PCC Secretary will ensure that your complaint is:

• treated seriously
• handled fairly without bias or discrimination
• treated confidentially.

You should complain within 3 months of the event that you are complaining about. You need to set out:

• your full name and address
• what you think went wrong and how it has affected you including enough details to show why you are aggrieved
• what (if anything) you think the PCC should do to put it right

If someone else complains on your behalf, the PCC will need written confirmation from you saying that you agree for that person to act for you.

The PCC Secretary should immediately record receipt of a complaint in a log.

How your complaint will be dealt with

The PCC Secretary will write to you or send you an email to confirm receipt of your complaint within 7 days of its receipt and arrange for it to be considered by the PCC’s Complaints Committee. If your complaint refers to particular individuals who are members of the Complaints Committee it will meet without them being present.

The PCC’s Complaints Committee will look fairly into your complaint including seeking the views on the matter from any individuals, whether members of the PCC or otherwise, to which your complaint refers. The Complaints Committee may appoint one or more persons to look into the matter on its behalf but it will be the Complaints Committee that makes any decisions. The Complaints Committee and any such appointed persons will treat the matter confidentially.

The Complaints Committee may invite you to present your complaint to them. If so, you may attend with a friend / representative if you wish.  The meeting should be held as informally as possible. The Chair will explain the purpose of the meeting, introduce the members and emphasise confidentiality. The meeting will be minuted by the Committee.

The PCC Secretary will write to you with the conclusions from the PCC Complaints Committee’s review and reasons for that outcome. The PCC Secretary will aim to respond to you in this way as soon as possible, and no longer than 6 weeks the after receipt of your complaint.

This will be the PCC’s final response to your complaint.

If you remain dissatisfied, you may wish to consider contacting the Charity Commission as while Parochial Church Councils are independent bodies they are charities and as such are regulated by the Charity Commission. The Charity Commission can be contacted either via their website https://www.gov.uk/complain-about-charity or by writing to them at Charity Commission First Contact, PO Box 1227, Liverpool L69 3UG.

PCC Secretary: Michael Davey

mpdavey@gmail.com

07749690024

The Parish Church of St Michael, Amberley with North Stoke

Equal Opportunities Policy

Statement of Policy

We believe that all people are created equal in the sight of God, and we seek to promote all the organisation’s activities in ways which recognise and encourage that principle.

We recognise that discrimination is unacceptable and have made the decision to adopt a formal equal opportunities policy.  Breaches of the policy will lead to disciplinary proceedings and, if appropriate, disciplinary action.

The aim of the policy is to ensure no job applicant, employee or volunteer is discriminated against either directly or indirectly on the grounds of race, colour, ethnic or national origin, religious belief, political opinion or affiliation, sex, marital status, sexual orientation, gender reassignment, age or disability.

We will ensure that the policy is circulated to any agencies responsible for our recruitment and a copy of the policy will be made available for all employees and volunteers, and made known to all applicants for employment.

The policy will be implemented in accordance with the appropriate statutory requirements and full account will be taken of all available guidance and in particular any relevant Codes of Practice.

Everyone who is part of the Church has individual responsibility under this policy to ensure that the service they deliver and their behaviour towards other staff, volunteers, church members, and all those they come into contact with in the course of their duties is both fair and lawful, irrespective of the position held by them.

Everyone who is part of the Church should ensure that the language they use, the behaviour they adopt, and the working environment they create is non-threatening and non-discriminatory so as to preserve dignity and respect for all, regardless of race, religion, sex, sexuality, marital status, age, employment status, political persuasion, mental or physical health, or criminal convictions.

Training and promotion

Staff and volunteers will receive training in the application of this policy to ensure that they are aware of its contents and provisions.

All promotion will be in line with this policy.

Monitoring

We will maintain and review the employment records of all employees and volunteers in order to monitor the progress of this policy.

Monitoring may involve recording recruitment, training and promotional records of all employees, the decisions reached, and the reason for those decisions.

The results of any monitoring procedure will be reviewed at regular intervals to assess the effectiveness of the implementation of this policy.  Consideration will be given, if necessary, to adjusting this policy to afford greater equality of opportunities to all applicants and volunteers

PAROCHIAL CHURCH COUNCIL OF ST MICHAEL’S, AMBERLEY WITH NORTH STOKE

CONFLICT OF INTEREST POLICY

Preamble

Those responsible for administering a charity (the ‘charity trustees’) must act in the best interests of the charity.  Amongst other things, that requires them to avoid anything that prevents decisions being taken by reference to other considerations.  It also follows that charity trustees need to avoid putting themselves in a position in which their duty to act only in the best interests of the charity could conflict with any personal interest they may have.

This has implications in practice for both individual charity trustees and for the charity trustees collectively:

• individual charity trustees must identify and declare any conflict of interest on their part; and
• the charity trustees collectively must ensure that they have arrangements in place that enable conflicts of interest to be identified and dealt with effectively.

The early identification of conflicts of interest is therefore key to ensuring that both individual charity trustees and the charity trustees collectively do what is expected of them.

A conflict of interest policy is designed to ensure that the discussions and decisions of the charity trustees are not influenced by any other interests.  Its purpose is to make sure that everything that may affect an individual charity trustee’s contribution to a decision is identified, dealt with appropriately and recorded. For general guidance to charities, you may find the Charity Commission’s guidance on this helpful[1].

A Parochial Church Council (PCC) is in no different a position in these respects from any other charity.  Its charity trustees (ie all the individual members of the PCC) are under a legal obligation to act in its best interests.  The church does not, however, operate in a vacuum: both it and its members form an integral part of the life of the community.  This can give rise to conflicts of interest for individual members of the PCC where the best interests of the PCC may be at odds with those of other community organizations. And other conflicts of interest may arise from personal or family circumstances.

Where a conflict of interest is not identified and dealt with appropriately, it can result in decisions or actions that are not in the best interests of the PCC and/or which, in the case of interests of a personal kind, can confer an unauthorised benefit on one or more members of the PCC.  [See also the Parish Resources Guidance Note:  PCC members and private benefit[2]]

Conflicts of interest can take many forms.  Some will make it inappropriate for the individual to participate in a discussion or decision; others may simply need to be identified and declared, so allowing the individual to continue to contribute their experience and expertise to the matter at hand.

Policy

1. This policy applies to all members of the PCC, the Standing Committee and any other committees or working parties set up by the PCC.
2. A conflict of interest is any situation in which a member’s personal interests or loyalties could prevent, or could be seen to prevent, the member from making a decision only in the best interests of the PCC. Such a situation may arise either:
   • where there is a potential financial benefit to a member, whether directly or indirectly through a connected person (such as a close family member or business partner); or
   • where a member’s duty to the PCC may compete with a duty of loyalty he or she owes to another organization or person (eg by virtue of being a trustee or committee member of a body which has an interest in the matter).
3. It is desirable that any conflicts of interest are declared to the Chair of the meeting as soon as the agenda is circulated. They must also be declared at the meeting when the relevant agenda item is reached.
4. Subject to paragraph 6, where a conflict of interest arises in connection with a personal benefit, the member concerned must withdraw from the meeting and not take part in any discussions relating to it (including discussions for the purpose of obtaining any authority from the Charity Commission that would be required to authorize the benefit – see the Guidance Note: PCC members and private benefit).
5. Subject to paragraph 6, where a conflict of loyalty arises, the PCC will consider what level of participation, if any, is acceptable on the part of the conflicted member, having regard to the duty to act in the best interests of the PCC. However, the normal expectation will be that the conflicted member should withdraw from the meeting during discussion of the item of business in question.
6. A member need not withdraw from a meeting if his or her interest (whether financial or non-financial) is common to a class of persons and is neither (i) significant nor (ii) substantially greater than the interests of other members of that class.
7. The existence of a conflict of interest must be recorded in the minutes, together with the decision as to how it should be dealt with.

This policy was adopted by the PCC on 17 May 2025

[1] https://www.gov.uk/guidance/manage-a-conflict-of-interest-in-your-charity

[2] http://www.parishresources.org.uk/wp-content/uploads/remunerationguidance.pdf

PAROCHIAL CHURCH COUNCIL OF ST MICHAEL’S AMBERLEY WITH NORTH STOKE

 VOLUNTEER POLICY

General statement of policy

Volunteering is at the heart of Christian service and discipleship and most of the people at St. Michael’s are volunteers. They give their time and talents generously, and without payment, to our parish community to further the local mission and ministry of the church.

This policy sets out our key responsibilities to, and expectations of, our volunteers and is intended to help ensure that anyone who volunteers at St. Michael’s is appropriately supported and managed in their roles.

Volunteers are subject to all relevant St. Michael’s Church policies and, in particular, policies and guidance relating to Safeguarding, Health and Safety and Data Protection.

Key elements of these policies are referred to in this document and the full policies are available from the Church Wardens.

This policy will be reviewed by the PCC annually and as events or legislation change requires.

Key terms and definitions

For the purposes of this policy the following terms are taken to have the stated definitions.

• accident – an event causing injury, harm or ill health
• activity leader – the person identified by the PCC as the leader of a particular activity that involves volunteers
• church property: the church building, outside areas or any other buildings for which the PCC is responsible
• hazard – anything with the potential to cause injury, harm or ill health
• near-miss incidents – events not causing harm, but having the realistic potential to cause injury or ill health
• volunteer – an unpaid person undertaking church work and/or involved in helping with church activities supported by the PCC
• PCC – the Parochial Church Council for St. Michael’s Church
• PCC Member (H&S) – the member of the PCC appointed to have specific responsibility for implementing this policy
• risk – the likelihood that exposure to a hazard will lead to a negative consequence
• volunteer – an unpaid person undertaking church work and/or involved in helping with church activities supported by the PCC

Our Key Responsibilities to Volunteers

St. Michael’s Church values the important contribution volunteers make to its ministry and mission and, therefore, seeks to:

1. offer opportunities to anyone who wants to volunteer, adhering to the principles of an inclusive church and such that no-one is disadvantaged by conditions or requirements that cannot be shown to be justifiable;
2. offer appropriate training, equipment and support for volunteers in their role(s);
3. provide relevant information about the church’s work, policies and procedures;
4. make necessary arrangements to ensure the health, safety and welfare of volunteers;
5. reimburse agreed out-of-pocket expenses;
6. encourage a positive and friendly atmosphere; and
7. celebrate success and recognise loyalty and dedication.

Our Key Expectations of Volunteers

Volunteers are viewed as representatives of our church and, as such, are asked to:

1. act responsibly and within the law;
2. aim for high standards of efficiency, reliability and quality in fulfilling volunteering role(s);
3. respect, support and adhere to PCC policies and management decisions – including all aspects of safeguarding, health and safety, and data protection;
4. work collaboratively with other volunteers;
5. treat all church property and equipment with care and consideration; and
6. speak to the activity leader (or a churchwarden) promptly about any difficulties encountered with volunteering so that appropriate support may be offered.

Data Protection and Confidentiality

In line with the General Data Protection Regulations (GDPR) the PCC takes care to protect volunteer information. Similarly, volunteers are expected to protect any personal or confidential information to which they may have access in the course of their volunteering. Our GDPR policy contains further details and is available from the Church Wardens.

Equal Opportunities and Diversity

St. Michael’s is an open, inclusive community-based Church which believes that God loves everyone no matter who they are. In this spirit, volunteers are expected to affirm every person as a creation of God and to treat them with dignity and respect.

Health and Safety

5. Volunteers are expected to act responsibly at all times and to have due regard for their own safety.
6. Volunteers should read the Health and Safety Policy which includes specific information on the following: Electrical Equipment; Manual Handling; Working at Height; Preparation of Food; Slips and Trips; Working Alone.
7. Volunteers should read any completed risk assessments which relate to the activity in which they are volunteering and should ask the activity leader if there is anything in the risk assessment they do not understand.
8. Volunteers should report promptly to their relevant activity leader (or churchwarden or PCC Member (H&S)) any Health and Safety hazard, defect or damage they notice during their volunteering activity.
9. Volunteers should report promptly to their relevant activity leader (or churchwarden or PCC Member (H&S)) any accident or near-miss incidents which occur during their volunteering activity.

Insurance

6. The PCC has appropriate types of insurance in place to cover its volunteers. These include employers’ liability insurance and public liability insurance in the event of a volunteer being harmed due to the negligence of the PCC or a third party being injured as a result of the actions of a volunteer whilst performing church duties.
7. Our insurance does not cover volunteers’ personal belongings.
8. The PCC does not provide motor insurance for volunteers.
9. Volunteers who use their own vehicles as part of their volunteering are recommended to check with their insurer that they are appropriately covered to do so.

Note: Driving in connection with charitable volunteering is normally classified by insurers as “social, domestic and pleasure” which is part of standard cover. There is unlikely to be any additional cost, but some insurers require the policy holder to notify them. Useful information may be found about insurance for volunteer drivers on the ABI website[1] and in their very helpful document: VOLUNTEER DRIVING – THE MOTOR INSURANCE COMMITMENT, the latest version of which can be downloaded from their website.

Payment of expenses

7. No payments are made to volunteers, other than the reimbursement of out-of-pocket expenses which are accompanied by receipts and agreed in advance by the Treasurer via the relevant activity leader.

Recruitment and Selection of Volunteers

8. The PCC welcomes and respects the breadth of experience, skills, dedication and goodwill that volunteers bring. Informal interviews may be carried out to ensure that applicants are suitable for the role in question. Selection will be based on the ability of each applicant to fulfil the role concerned, taking into account any effect the volunteer may have on the safety of all parties, the Church and its reputation.
9. Volunteers need to be over 16 years of age to volunteer independently, and under 18s will be asked for parental consent. Younger people may get involved in some aspects of volunteering with us if they are accompanied by a responsible adult. We do not have an upper age limit for volunteers.
10. There may be situations that require the PCC to undertake an individual risk assessment of a volunteer which may result in asking someone to stop volunteering – for example when health issues are assessed as an unacceptably high risk to the person concerned or others around them.
11. For certain roles a Disclosure and Barring Service (DBS) check will be required.

Safeguarding

9. The PCC of St. Michael’s has adopted the House of Bishops Safeguarding Policy Statement together with the supporting safeguarding policies and practice guidance. The Policy Statement can be viewed online on the Church of England website.[2]
10. If a volunteer has any concerns around the welfare of a child or vulnerable adult, please immediately contact our Children, Youth and Vulnerable Adults’ Safeguarding Representative.

Their contact details are:

Tel: 07973 163369

Email: safeguardingamberleystmichael@gmail.com

[1] https://www.abi.org.uk/products-and-issues/choosing-the-right-insurance/motor-insurance/volunteer-drivers/

[2] https://www.churchofengland.org/sites/default/files/2017-11/cofe-policy-statement.pdf