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Guide

Dealing with Outstanding Issues

Outstanding Issues are dealt with in various ways. Some simply tell you which parts of the website need to be completed or updated, some remind you that contact is necessary with the Connexional Team (listed buildings/conservation areas) or TMCP (legal transactions) while others show which stage of authorisation your project is currently at.

Some of the Outstanding Issues stop the progression of the project through to authorisation or final consent. Outstanding Issues are colour coded to give you an idea of why they are relevant at a particular time. Each project has a number of different tabs and any Outstanding Issues are listed at the top of the relevant tab.

The full list of Outstanding Issues is as follows:

Project Purpose Form not complete

All the questions on the Project Purposes Form require completion unless the property concerned is a manse. If the property is a manse the only section visible on the Project Purposes Form will be Project Outcomes.

You may not feel that it is relevant to complete all of the fields in some circumstances (i.e. sale of a property which is not being replaced). If this is the case you will need to type 'N/A' into the boxes provided.

Additional Form not complete

There are a number of required fields on the Additional Form and until these are completed the Outstanding Issue will be visible. Any information required will be highlighted on the form.

Grant Form not complete

The Grant Form is required to be completed when you request funding advice from the Connexional Team. All the questions need to be answered before this outstanding issue is removed.

Proposed funding does not cover anticipated costs

Your proposed funding should give an idea of how you intend to fund the total cost of the project. It should at least match the activity cost, but can be more. While your funding sources will be confirmed over a period of time and may differ from your proposed funding it is important to show your funding proposals at an early stage. All projects require both an activity cost, and how it is going to be funded.

Requires listed building or conservation area approval

This outstanding issue will automatically appear on your project if the property concerned is either listed or in a conservation area and this is recorded on the Connexional database. When the Connexional Conservation Officer has given approval to the listed building and/or conservation aspects the outstanding issue will disappear.

Sales Form not complete

When the required fields on the Sales Form have not yet been completed this outstanding issue will be shown on a project involving the sale of a property. The required fields will be highlighted on the form.

Surveyors Report not sent

This means that the 'Date Surveyor's Report Sent' field on the Sales Form has not been completed. When you record the date when the report was sent to TMCP this outstanding issue will be removed.

Surveyors Report not checked

When TMCP Legal record that they have checked the Surveyor's report and it is satisfactory this outstanding issue will be removed.

Purchase Form not complete

When the required fields on the Purchase Form have not yet been completed this outstanding issue will be shown on a project involving the purchase of a property. The required fields will be highlighted on the form.

Lease Form not complete

When the required fields on the Lease Form have not yet been completed this outstanding issue will be shown on a project involving the Lease of a property. The required fields will be highlighted on the form.

Easement Form not complete

When the required fields on the Easement Form have not yet been completed this outstanding issue will be shown on a project involving the granting or taking of an easement. The required fields will be highlighted on the form.

Demolition Form not complete

When the required fields on the Demolition Form have not yet been completed this outstanding issue will be shown on a project involving the demolition of a property. The required fields will be highlighted on the form.

Requires Sharing Clearance

This outstanding issue will remain on a project involving a Sharing Agreement until the Connexional Ecumenical Officer has completed Sharing Clearance section of the Shared Premises form.

Shared Form not complete

When the required fields on the Shared Premises Form have not yet been completed this outstanding issue will be shown on a project involving a Sharing Agreement. The required fields will be highlighted on the form.

Non-Methodist Property requires Sharing Agreement

If a project (e.g. redevelopment) is logged against a property owned by another denomination and a sharing agreement has not been registered against that property, the project cannot be progressed until a sharing agreement is in place.

Church Funds (TMCP) not confirmed

It is the responsibility of the managing trustee to confirm any church funds to be used towards the project. If the Church Funds are held with TMCP and they are not confirmed, the payments form will not be activated following final consent and you will not be able to request payments from TMCP.

Circuit Funds not confirmed

It is the responsibility of the Circuit User (normally the Superintendent Minister) to confirm any Circuit Funds being used towards a project. If the funds are held with TMCP (e.g. Circuit Model Trust Fund) and they are not confirmed, the payments form will not be activated following final consent and you will not be able to request payments from TMCP.

District Funds not confirmed

It is the responsibility of the District User to confirm any District Funds being used towards a project. If the funds are held with TMCP (e.g. District Advance Fund) and they are not confirmed, the payments form will not be activated following final consent and you will not be able to request payments from TMCP.

Managing Trustees authorisation required

Many trustees are eager to receive final consent to their project regardless of their timescales. Unless you are working to a tight timescale (e.g. a sale or purchase or need to undertake urgent work to the property) there is no need to be in a hurry to complete the Managing Trustees authorisation. Make sure all the questions have been answered as fully as possible and any relevant information is recorded correctly. You may also wish to be able to confirm as many sources of funding as possible before the Managing Trustees authorisation is completed.

Circuit Meeting authorisation required

It is the responsibility of the Circuit User (normally the Superintendent Minister) to complete the Circuit Meeting authorisation. Once the Managing Trustees authorisation has been completed, the Circuit User will receive an email from the website telling them that their action is now required on the project.

Final Consent required

This should be the last outstanding issue on a project. When the Circuit User has completed the Circuit Meeting authorisation the District User will receive an email from the website telling them that their action is now required on the project.

For Information Only notices

These are listed under outstanding issues, but will not block your project from final consent.

Property Details not complete

Managing trustees are able to access the details held on the Connexional database about the property. While the presence of this outstanding issue will not stop your project progressing through the consents process, it is wise to check through all the information to make sure it is up to date. For example, if your church has recently entered into a sharing agreement you will need to make sure that the Sharing section of the form is up to date. The required fields on the Property Details form will be highlighted.

Annual Returns not complete

The Annual Return has not be completed on the Annual Returns site. Whilst this is not required as part of the project, it is important to ensure that your returns are submitted every year. Some districts will not give funding or consent to projects with outstanding annual returns.

Missing/Overdue Quinquennial Inspection

Quinquinnial inspections ensure that your property is safe for use. They are a legal requirement and should be done every 5 years. If this quinquennial inspection is overdue or missing, then you may find that your district will not give consent to your project, although there may be special circumstances where the district does not require one. If the property is less than 5 years old, a quinquennial inspection is not required.

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