In this section

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RS3 - Charity Reserves: Annex A, B, C & D

Version March 2003

Contents

Annex A -Research Techniques

The data used in this report was derived from seminars with Charity Commission staff, meetings with individual or groups of charities and through examination of the Charity Commission's extensive casework archive.

In addition, the data provided by charities on the Annual Return 2001 was closely analysed and an independent research company undertook a survey on behalf of the Charity Commission.

Annual Return Data

Data was derived from charities' answers to the following questions that appeared on the Annual Return 2001:

Q10a Has the charity had in place during the financial year a policy that sets out the level of reserves needed to effectively meet the needs designated by the charity's trusts? (Yes/No)
Q10b If the answer to 10a is 'Yes' does the charity's annual report contain a description of the policy? (Yes/No)
Q10c Please state the total amount of reserves held by the charity.

The charity 'type' classifications used are derived from the answers charities gave on their Register Check form 2001.

Survey Techniques

In August 2002, the Charity Commission commissioned Martin Hamblin (GfK) to conduct a postal survey of 3,600 charities in England and Wales with an income over £10,000 to investigate the issue of charity reserves. The research achieved a response rate of 56% which is very high for a survey of this type.

The sample was stratified by income according to whether or not charities had a reserves policy.

Charity size classification
Small Income less than £10,000
Medium Income £10,000 - £249,999
Large Income £250,000 - £999,999
Very Large Income £1,000,000 +
Survey findings

Table 1 Number of charities who stated that they had or did not have a reserves policy in their Annual Return 2001.

 

Estimated main charities on the register

Number of charities who have completed their Annual Return

Number of charities with a reserves policy

Amount charities with a policy have in reserves

Charities without a reserves policy

Amount charities without a policy have in reserves

Number of charities who did not answer

Amount charities who did not answer have in reserves

£10,000-249,999

51717

44371

9026

£1.9 billion

33236

£1.9 billion

2109

£60.5 million

£250,000-

999,999

6638

6001

3044

£2.7 billion

2788

£1.1 billion

169

£46.5 million

£1m and over

3966

3661

2381

£16 billion

1203

£2.6 billion

77

£74 million

Total

62321

54033

14451

£20.6 billion

37227

£5.6 billion

2355

£181 million

Table 2 Charity type and reserve ratios

 

Charities with highest reserves ratios

%

Charities with lowest reserves ratios

%

Charities in the random sample

%

General charitable purposes

7

24

2

4

5

14

Education/training

10

34

12

21

12

34

Medical/health/sickness

3

10

8

14

0

0

Disability

1

3

6

11

6

17

Relief of poverty

0

0

4

7

1

3

Overseas aid/famine relief

0

0

1

2

2

6

Accommodation/housing

1

3

5

9

1

3

Religious activities

1

3

4

7

5

14

Arts/culture

1

3

4

7

0

0

Sport/recreation

0

0

3

5

1

3

Animals

0

0

0

0

0

0

Environment/conservation/heritage

5

17

4

7

1

3

Economic/community/development/employment

0

0

3

5

1

3

 

29

100

56

100

35

100

Table 3 Has having a policy helped the charity?

 

Size of Income

 

Total

Medium

Large

Very large

 

%

%

%

%

Yes

46

41

44

54

Neither helped nor hindered

45

50

44

39

No

6

5

7

7

Base

1042

346

331

365

Table 4 When reserves policies have been created.

 

Total

 

%

Number

Pre-1980

2

24

1980 - 1989

4

37

1990 - 1999

32

337

2000

21

215

2001

23

242

2002

5

49

NA

13

138

Base

1042

Table 5 What charities' reserves are for *

 

Total

 

%

Number

To ensure continuity in the event of a large variation of income

71

740

To spend in emergencies

41

425

To pay for specific future projects

40

411

To bridge cash flow problems

37

383

To cover specific liabilities, e.g. pension/contractual commitments

29

297

To generate income

20

206

Other

1

11

Base

1042

*Respondents could give more than one answer so table may add up to more than 100%

Table 6 The main architect of the reserves policy

 

Total

 

%

Number

Trustee body as a whole

39

411

Member of staff

25

264

Specific member of trustee body

19

193

Auditors

8

78

Professional advisor

6

61

Committee/group members

3

35

Others

0-1

4

Base

1042

Table 7 Why people found creating the Reserves Policy difficult *

 

Total

 

%

Number

Setting the levels of reserves

49

43

Difficulty in dealing with so many unknowns

23

20

Limited income or lack of guaranteed income

18

16

Explaining the need for reserves

13

11

Need more specific directions/advice from the Commission

12

10

Do not have any reserves

3

3

Others

19

16

Base

87

* Total number equals more than 87 as respondents may have written more than one reason

Table 8 Sources of advice/information charities use

 

Total

 

%

Number

Advice from auditors

56

585

CC19 - Charity Commission guidance

46

483

SORP 2000

31

323

A professional advisor

21

223

SORP examples - CC66

13

140

Operational Guidance from Charity Commission Website

11

113

Sector periodicals

11

110

Friend or associate

7

76

From trustees

4

45

From other charities/organisations

4

45

Other

3

36

None of the given suggestions

8

88

Base

1042

* Respondents could give more than one answer so table may add up to more than 100%

Table 9 Is the current amount that you hold in reserves…?

 

Size of Income

 

Total

Medium

Large

Very large

 

%

%

%

%

Less than the planned level

29

17

31

40

Consistent with the planned level

58

67

54

52

More than the planned level

10

11

12

7

Base

1042

346

331

365

Table 10 Why some charities have less or more than the planned level of reserves

 

Total

 

%

Number

Income drop/fluctuations

14

58

Phase of high capital expenditure

9

35

Wanted to maintain/expand level of services/activities

8

32

Stock market movements have reduced investment income

8

32

Unexpected income/donations

7

29

Cost of ongoing maintenance/repair/refurbishment

6

25

Building project/bought/rent new project/relocation

6

23

Staffing issues

5

20

Only been running a short time/couple of years/reserve policy in place for short period

5

18

Difficulty attracting funding/aid/sponsorship

5

18

Expenditure lower than expected

2

6

Base

403

Table 11 The steps that charities are taking to remedy the situation

 

Total

 

%

Number

Build up/rebuild reserves in future

28

113

Strategic planning to achieve financial objectives

16

64

Monitor/reduce expenditure

12

50

Continue/increase fundraising

12

47

Capital projects planned

11

45

Review reserves policy and required level during budget planning

8

31

Attempt to obtain lottery/multi-year research and other grants

3

12

Set aside surpluses, as and when they become available

2

9

Make changes/review investment policy

2

9

Temporary bank overdraft/loans/continue trends of reducing net borrowing

2

8

Charge/increase fees

2

8

Disperse excess funds to other causes

2

8

New work coming on stream/carry out consultancy work/contract work/commercial activities

2

7

Base

403

Table 12 Does your charity have any of the following "contingency plans"?

 

Total

 

%

Number

Overdraft or other financial cushion

32

309

Help from members or patrons

23

226

Insurance

23

223

Use of other charity's facilities

9

89

Spend reserves

5

45

Only spend income as available/expenditure control

4

43

Local authority funding

2

15

Fundraising

2

20

Re-negotiation of contracts/salaries

1

8

Closure

1

6

No contingency plans

2

15

Others

3

27

NA/Don't know

24

230

Base

969

* Respondents could give more than one answer so table may add up to more than 100%

Table 13 When charities review their reserves policy *

 

Total

 

%

Number

When producing annual report/at Annual General Meeting

64

671

In conjunction with strategic planning

34

357

Irregularly - as and when necessary

19

198

Others

7

68

Do not review it

4

36

When budget setting

3

28

At trustees meetings

2

24

Don't know/NA

2

26

Base

1042

* Respondents could give more than one answer so table may add up to more than 100%

Table 14 Profiles of respondents

 

 

With Reserves Policy

Without Reserves Policy

 

 

%

%

Income

Medium (£10,000 - £249,000)

33

35

Large (£250,000 - £999,999)

32

33

Very large (£1 Million +)

35

32

 

 

Age of charity

0 - 5 years

7

10

6 - 20 years

34

40

21 - 100 years

45

42

101 years +

13

7

 

 

Main Activity

Providing financial assistance

18

17

Providing services/support

64

69

Acting as umbrella/resource body

6

4

Sponsoring or undertaking research

3

1

Other/Not applicable

9

9

 

 

Source of income

Contract

19

18

Donors

15

14

Grants

21

25

Investments

13

8

Members

9

9

Trading subsidiary

2

2

Other/Not applicable

21

24

 

 

Provision in Governing Document that refers to reserves?

Yes

22

11

No

67

70

Don't know/NA

9

19

Base:

 

1042

969

Table 15 Reserves held by charities without a policy

Does the charity have any money that could be described as reserves?

 

Size of Income

 

Total

Medium

Large

Very large

 

%

%

%

%

Yes

64

59

68

65

No

34

39

30

34

Don't know

1

1

2

1

NA

1

2

1

1

Base

969

334

324

308

Table 16 Amounts that charities without a policy have in reserves

How much money do you have that could be described as 'reserves'?

 

Size of Income

 

Total

Medium

Large

Very large

 

%

%

%

%

£1 - 10,000

21

48

11

6

£10,001 - £50,000

26

32

33

13

£50,001 - £250,000

29

14

38

35

£250,001 - £1 million

14

5

13

25

More than £1 million

9

1

5

21

Base

969

334

324

308

Table 17 Why charities had not developed a reserves policy

 

Total

 

%

Number

No funds to keep in reserves

33

315

Have not considered having one

29

280

Not obliged to have a policy

20

191

Reserve policy agreed/in progress

18

173

Don't know how to create the policy

6

59

No time to consider the issue of reserves

6

53

Informal reserve policy

5

47

All income spent/income balanced with expenditure

4

36

No reserve policy

4

34

Do not want to disclose this information to others

2

22

Reserve policy to be set at year end

2

17

Too difficult

1

11

Others

2

14

Base

969

* Respondents could give more than one answer so table may add up to more than 100%

Table 18 Ease with which policy was created

How easy or difficult did your charity find creating your reserves policy?

 

 

Size of Income

 

Total

Medium

Large

Very large

Ease/difficulty found in creating reserves policy

%

%

%

%

All those who found it easy

44

52

41

40

All those who found it difficult

8

5

11

9

Very easy

13

20

13

7

Quite easy

31

32

29

33

Neither easy nor difficult

45

40

44

50

Quite difficult

8

5

11

8

Very difficult

1

-

-

1

Base

1042

346

331

365

Table 19 Advice that charities without a policy had sought

Have you consulted any of the following for advice on how to set up a Reserves Policy?

 

Total

 

%

Number

Auditor

29

282

CC19 - Charity Commission Guidance

22

216

SORP 2000

17

165

A professional advisor

13

130

SORP examples - CC66

12

114

Operational Guidance from Charity Commission Website

9

91

Friend or associate

4

39

Sector periodicals

2

21

Trustees

-

4

Others

1

12

No, none of the above

48

468

Nothing / NA

7

66

Base

969

Table 20 Reasons for not developing a policy after having sought advice

 

Total

 

%

Number

Policy in process of being formulated

24

121

Policy now in place

21

105

Policy low priority/not seen as necessary

6

33

Insufficient funds

6

31

Funds fully utilised/sufficient for our needs

4

21

Do not have reserves

4

21

Lack of time

3

14

No requirement until now

2

10

Funding from elsewhere

1

7

Undergoing major changes

-

2

Others

2

10

NA

33

167

Base

501 (all who sought advice)

Table 21 Areas set out in written policies

What areas does your written policy set out? *

 

Total

 

%

Number

Reasons why your charity needs/does not need reserves

80

608

The level or range the Trustees believe the charity needs

73

553

Arrangements for monitoring and reviewing the policy

40

304

Steps the charity is going to take to establish reserves at agreed level

30

223

None of above

3

20

Base

761

* Respondents could give more than one answer so table may add up to more than 100%

Table 22 Where charities publish their policies*

 

Total

 

%

Number

In the trustees' annual report

84

640

Financial accounts/statements

2

18

Fundraising literature

2

14

Charity's Website

1

11

Trustee minutes

1

9

Newsletter

1

8

Committee minutes/reports

1

8

Business plan/strategy document

1

7

Meetings of members

1

5

Annual report

-

3

Policy and procedures document

-

3

Others

4

27

We do not publicise the policy

12

94

Base

761

* Respondents could give more than one answer so table may add up to more than 100%

Table 23 Parties that have expressed an interest in charities' reserves policies*

 

Total

 

%

Number

Trustees

67

695

Auditors

59

619

Grant-giving bodies

21

215

Charity Commission

19

193

Employees

11

116

Financial advisors

11

119

Donors

9

95

Fundraisers

5

53

Public

2

16

Members

1

14

Media

1

5

Others

2

18

No-one

16

167

NA

4

37

Base

1042

* Respondents could give more than one answer so table may add up to more than 100%

Annex B - Glossary of Terms

Reserves. The term 'reserves' has a variety of technical and ordinary meanings, depending on the context in which it is used. As in SORP 2000, here we use the term 'reserves' (unless otherwise indicated) to describe that part of a charity's income funds that is freely available for its general purposes.

Reserves are, therefore, the resources the charity has or can make available to spend for any or all of the charity's purposes once it has met its commitments and covered its other planned expenditure.

More specifically SORP 2000 defines reserves as income which becomes available to the charity and is to be spent at the trustees' discretion in furtherance of any of the charity's objects (sometimes referred to as 'general purpose' income); but which is not yet spent, committed or designated (i.e. is 'free'). This definition of reserves therefore excludes:

  • permanent endowment;
  • expendable endowment;
  • restricted funds;
  • designated funds; and
  • income funds which could only be realised by disposing of fixed assets held for charity use.

Income funds are all incoming resources that become available to a charity and that the trustees are legally required to apply in furtherance of its charitable purposes within a reasonable time of receipt (the proper exercise of a power of accumulation is an application.)

Unrestricted funds (including designated funds) are expendable at the discretion of the trustees in furtherance of the charity's objects. If part of an unrestricted fund is earmarked for a particular project it may be designated as a separate fund, but the designation has an administrative purpose only, and does not legally restrict the trustees' discretion to apply the fund.

Restricted funds are funds subject to specific trusts, which may be declared by the donor(s) or with their authority (e.g. in a public appeal) or created through legal process, but still within the wider objects of the charity. Restricted funds may be restricted income funds, which are expendable at the discretion of the trustees in furtherance of some particular aspect(s) of the objects of the charity. Or they may be capital (i.e. endowment) funds, where the assets are required to be invested, or retained for actual use, rather than expended.

Endowment funds. An endowment fund where there is no power to convert the capital into income is known as a permanent endowment fund, which must generally be held indefinitely. This concept of 'permanence' does not, however, necessarily mean that the assets held in the endowment fund cannot be exchanged (though in some cases the trusts will require the retention of a specific asset for actual use e.g. a historic building), nor does it mean that they are incapable of depreciation or loss. What it does mean is that the permanent endowment fund cannot be used as if it were income (i.e. to make payments or grants to others).

Trustees may have the power to convert endowment funds into expendable income; such funds are known as expendable endowments. (Expendable endowment is distinguishable from 'income' by the absence of a positive duty on the part of the trustees to apply it for the purposes of the charity, unless and until this power to convert into 'income' is actually exercised.) If such a power is exercised the relevant funds become restricted or unrestricted income, depending upon whether the trusts permit expenditure for any of the purposes of the charity, or only for specific purposes.

Total return is the whole of the investment return received by a charity, regardless of when it has arisen and how it has arisen.

Un-applied total return is the total return less any that has already be applied for the purposes of the charity (income).

Insolvency. Charitable companies are 'legal persons', can incur liabilities, and can become 'insolvent'. Such a charity can be deemed insolvent either:

  • when it is unable to pay its debts as they fall due; or
  • when the value of its assets is less than the amount of its liabilities taking into account its possible and prospective liabilities.

These two tests have a legal basis for charitable companies, as they are aspects of the definition of inability to pay debts in s.123 of the Insolvency Act.

Unincorporated charities are not 'legal persons' and cannot technically incur liabilities, which are instead incurred by their trustees, acting on their behalf. Unincorporated charities cannot, therefore, technically become insolvent. However, a charity may reach the financial state where the value of the assets in the trust which are available to the trustees to settle their liabilities are insufficient. In the context of unincorporated charities 'insolvency' is used to describe this situation.

For more information on insolvency please refer to our leaflet; Managing Financial Difficulties and Insolvency in Charities (CC12)

Must is used to refer to actions that trustees are obliged to take, most of these are legal requirements.

Should is used to suggest actions which we consider to be good practice and which we expect trustees to follow.

Annex C - Resources for Trustees

There are many resources which charity trustees can tap into to help them with managing Charity Reserves. Whilst this is not a definitive list of all the sources of information available it does offer a useful starting point. The publications listed in Annex D may also be useful.

Organisations

  • The Charity Commission for England and Wales

Responsibility for charities is split between our three offices. Further information can be obtained from the Commission at:

London

Harmsworth House
13-15 Bouverie Street
London
EC4Y 8DP

 

Liverpool

12 Princes Dock
Princes Parade
Liverpool
L3 1DE

 

Taunton

Woodfield House
Tangier
Taunton
Somerset
TA1 4BL

 

Tel: 0870 3330123

Minicom: 0870 3330125

e-mail

  • Association of Chief Executives of Voluntary Organisations (ACEVO)

ACEVO provides good practice resources and information on sector issues.

83 Victoria Street
London
SW1H OHW
Tel: 0845 345 8481

www.acevo.org.uk

  • Association of Charitable Foundations (ACF)

ACF promotes and supports the work of charitable grant-making trusts and foundations.

2 Plough Yard
Shoreditch High Street
London
EC2A 3LP
Tel: 020 7422 8600

www.acf.org.uk

  • Charities Aid Foundation (CAF)

CAF helps non-profit organisations in the UK and overseas to increase, manage and administer their resources.

Kings Hill
West Malling
Kent ME19 TA
Tel: 01732 520000

Website: www.cafonline.org

  • Charity Finance Directors' Group (CFDG)

CFDG provides information for its members and others on a range of issues and specialises in helping charities to manage their accounting, taxation, audit and other finance related functions. Benefits of membership include regular members' meetings, monthly mailings and access to information and services.

Camelford House
87-89 Albert Embankment
London SE1 7TP
Tel: 020 7793 1400

e-mail

Website: www.cfdg.org.uk

  • Directory of Social Change (DSC)

The Directory promotes positive social change and provides a wide range of resources for trustees.

London

24 Stephenson Way
London
NW1 2DP

Liverpool

Federation House
Hope Street
Liverpool L1 9BW

Tel (books): 020 7209 5151

Tel (training and events): London 020 7209 4949 & Liverpool 0151 708 0117

Website: www.dsc.org.uk

  • Inland Revenue (IR)

For information on tax issues relating to charities.

IR Charities

Room 140
St John's House
Merton Road
Bootle
Merseyside L69 9BB
Tel: 0151 472 6036 / 6037 (general enquiries)

Website: www.inlandrevenue.gov.uk

  • Institute of Fundraising

The Institute of Fundraising aims to promote the highest standards of fund-raising practice.

Market Towers
1 Nine Elms Street
London SW8 5NQ
Tel: 020 7627 3436

e-mail enquiries

Website:www.institute-of-fundraising.org.uk

  • Management Accounting for Non Governmental Organisations (MANGO)

MANGO provides specialist accounting support to humanitarian organisations working in developing countries.

97a St Aldates
Oxford
OX1 1BT
Tel: 01865 433885

e-mail

Website: www.mango.org.uk

  • National Association for Councils for Voluntary Service (NACVS)

The NACVS network provides a wide range of information and support for charities.

National Association for Councils for Voluntary Service

3rd Floor Arundel Court
177 Arundel Street
Sheffield S1 2NU
Tel: 0114 278 6636

e-mail

Website: www.nacvs.org.uk

  • National Council for Voluntary Organisations (NCVO)

Information available on fund-raising and governance issues and a range of general support services.

National Council for Voluntary Organisations

Regent's Wharf
8 All Saints Street
London N1 9RL
Tel: 020 7713 6161

e-mail

Website: www.ncvo-vol.org.uk,
www.askncvo.org.uk

  • VolResource

This internet only resource for charities offers quick links to useful organisations concerned with the effective running of charities.

e-mail

Website: www.volresource.org.uk

  • Wales Council for Voluntary Action (WCVA)

WCVA supports charities and the voluntary sector in Wales.

Baltic House
Mount Stuart Square
Cardiff Bay
Cardiff CF10 5FH
Tel: 029 20431700

e-mail

Website: www.wcva.org.uk

Journals, magazines and newspapers

  • Charity Finance

3 Rectory Grove
London
SW4 0DX
Subscriptions - Tel: 020 7819 1200

e-mail

Website: www.charityfinance.co.uk

  • Charities Management

Mitre House Publishing
The Clifton Centre
110 Clifton Street
London EC2A 4HD
Subscriptions - Tel: 020 7729 6644

  • Charity Times

Subscriptions - Tel: 020 7426 0496 / 0123

Website: www.charitytimes.com

  • The Guardian / Society

The Society section in Wednesday's edition of The Guardian is particularly useful.

Website: www.SocietyGuardian.co.uk

  • Third Sector

Subscriptions tel: 020 8606 7500

e-mail

Website: www.thirdsector.co.uk

Annex D - Bibliography

Bashir.H., (1999) Good Financial Management Guide. NCVO. London.

BBC News (1999) UK taking stock of charitable assets. BBC. January 4th .

Bussy. P., (2002) Counting on the future. Charity Finance, July PP 30-32.

Cater.N., (2002) Bad for Business. Guardian Society April 10th .

Charity Commission (2002) Charities' Reserves (CC19). HMSO.

Charity Commission (2000) Accounting and reporting by Charities. Statement of Recommended Practice. HMSO

Charity Commission (2003) Accounting and Reporting by Charities, Statement of Recommended Practice (the charities SORP) Update Bulletin 1. HMSO.

Charity Commission (2003) Charities and Investment Matters: A guide for trustees (CC14).

Charity Commission (2000) Managing Financial Difficulties and Insolvency in Charities (CC12). HMSO.

Charity Commission (2001) The Independence of Charities from the State (RR 7) HMSO.

Charity Commission (2000) SORP: 2000 Example Reports and Accounts (CC66). HMSO.

Charity Commission (2002) Charities and Risk Management.

Charity Commission (2002) The Hallmarks of a Well-run Charity (CC60). HMSO.

Comptroller and Auditor General (2000) Charitable Funds associated with NHS bodies (Ordered by the House of Commons to be printed 12 June 2000). HMSO. London.

Gillingham. S., Tame. J., (1997) Not just for a Rainy Day? NCVO. London.

Gutch. R., (2002) Beginning of the journey. Guardian / Society. June 26th .

Harker. L., (2002) Invest in the Rest. Community Care. September 5.

Hayday. M., (2000) Kick-starting a capital market for charities. NGO Finance magazine Vol 10 issue 6. July/ August.

Hill. N., (2001) Stormy Waters, Guardian/ Society. January 17.

Hill. N., (2002) Risk Management, Guardian / Society. April 10.

Hind, A., (1995) The Governance and management of charities, The Voluntary Sector Press. High Barnet.

Howe. M., (2002) Voluntary sector facing funding crisis warns investment house. Charity Week August 13.

Hudson, M. (1999) Managing without profit, 2nd Edn, Penguin, London.

Jacoby. C., (2002) What Course in The Storm? Third Sector. August 21.

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Acknowledgements

We would like to thank all the charities that gave their time to contribute to the production of this report, with special thanks to the Charity Finance Directors' Group and its members for their involvement.

We would also like to thank Professor Paul Palmer for his help and valuable insights.

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