ARTICLE 6: FINANCE

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SECTION A: BUDGETARY PROCESS

1. The Finance Committee shall both monthly and annually prepare a budget which to the best of their ability reflects the true income and expenditure of the church.  This budget must be approved by a two-thirds majority vote.

2. Budgeted items shall include but not be limited to the following:

a. Utilities

b. Maintenance

c. Enhancements to the properties

d. Insurance on the properties

e. Expenses for church activities

f. School expenses

g. Benevolences and Gifts

h. Spiritual Leader's & Officer's salaries

i. Missions

j. Miscellaneous expenses (i.e. postage, fees, etc.)

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SECTION B: RULES AND PROCEDURES FOR INCOME AND EXPENDITURE

1. Kautantowit's Mecautea shall maintain account(s) at a financial institution (Bank) for the depositing and withdrawal of funds.  These account(s) shall be established and administered by the Chief Financial Officer (CFO)/Treasurer.

2. Funds may be withdrawn either as authorized by the budget, or as detailed in Section C, below, exceptions to budgetary process.

3. All funds collected in the form of tithes and offerings shall be counted first by the tellers of the church.  Their totals shall be recorded in a ledger.  The treasurer shall verify these sums and deposit them into the body's accounts in a timely manner.

4. All funds shall be deposited, and no expenses or gifts may be paid directly with cash from tithes and offerings.  All expenditures shall be made by withdrawal from a body account, so as to maintain a record of all transactions.

5. In order to aid the record keeping by members for tax purposes, the CFO/Treasurer shall maintain a strict accounting of the total annual contribution of each member who submits their offering using a numbered envelope.

6. The CFO/Treasurer shall make a conscientious effort to maintain church accounts at the least expense, while seeking a high rate of interest.

7. The church accounts and financial records shall be audited annually.

8. The treasurer shall provide to the church monthly, quarterly and annual summaries of income and expenditure.

9. All withdrawals from these accounts shall be by check, or shall be accompanied by signed receipts.

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SECTION C EXCEPTIONS TO BUDGETARY PROCESS

1. Occasionally the church may authorize unbudgeted expenditure of funds.  Such authorization shall require a vote for expenditure of up to $500. 00. Authorized for expenditure of over $2,000.00 shall require a two-thirds majority vote.

2. The church may from time to time receive freewill offerings for an individual or organization.  These funds will be deposited into church accounts and a check given to the individual or organization in the same amount.

3. The CFO/Treasurer may, at the authorization of the elders, withdraw an amount not to exceed $500.00 in order to meet an extraordinary expense. The maximum that may be withdrawn in a fiscal year using this exception shall be $2,000.00 and must be pre-approved by the Kautantowit's Mecautea Supreme High Council.

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SECTION C RULES ON RECIEPTS

1. Two persons, either both assistant treasurers, or the assistant treasurer and a board member will count plate offerings after church.

1. Offerings should be deposited in church bank accounts at earliest convenience, but certainly no later than 2 days after receipt.

2. Donor checks should be promptly stamped “for deposit only” with the church’s account information.

3. As in accordance with the bylaws, confidential records of individual pledges will be kept. Quarterly statements of individual pledge payments will be sent to donors.

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DISBURSEMENT

1. All disbursements should be made in accordance with the church’s approved budget or by special authorization by the trustees and the KM Supreme High Council in accordance with the church Bylaws.

2. Disbursements should be made only with a proper document for service or product received by the church (receipt, invoice etc.). If no invoice was provided, a receipt should be created articulating the service rendered, the date received and to whom disbursement should be made.

3. All disbursements, except those as noted in subparagraphs (A) below, should be requested using the Disbursement Request form. When requested, such requests should clearly identify the line item in the budget to which the expense pertains.

   1. Regularly occurring expenses such as utilities require only the bill or invoice.

4. Any disbursements over $500 require the written approval of two members of the board of trustees. Email is an acceptable form of written approval. Such disbursements must be addressed/presented to the KM Supreme High Council by the next scheduled monthly meeting.

5. CURRENT Passwords and Accounts for online banking should be maintained in a secure manner by both the Chief Financial Officer/Treasurer and the Chancelor of Treasury at All Times.

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Segregation of Duties

1. Bank Statements should be reconciled with recorded receipts and disbursements by the CFO & bookkeeper and reported to the KM Suprem High Council monthly. The bookkeeper shall not have disbursement authority.

2. Segregation of financial duties should be as follows:

   1. Assistant Treasurer records receipts.

   2. Treasurer and Designated Trustee make disbursements.

   3. Bookkeeper reconciles bank statements.

   4. Online Banking Accounts shouldbereconciled wih recorded reciepts and disbursements by the COT & bookkeeper and reported by both to the CFO bi-monthly and presented to the KM Supreme High Council monthly. The bookkeeper shall not have disbursement authority.

Review

1. An audit will be prepared monthly and presented to the KM Supreme High Council. An aditional audit may be done annually by an independent source per instruction of the KM Supreme High Council and/or the KM Founder's Council.

2. A budget will be prepared bi-annually based on input from the committee chairs and brought forward to the congregation for approval.

3. Monthly financial statements will be provided to board of trustees members,and reviewed at the board of trustees meeting.

4. If any financial irregularities are suspected, the board of trustees will select a sub-committee to investigate the incident. This action will be included in the minutes of the meeting. The committee’s findings will also be included in the minutes of the board of trustees meeting.

5. Review of signing authority on church bank accounts should be performed annually.

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SECION D DISBURSEMENT

If you purchase something on behalf of the church (With Approval by the Supreme High Council), you should use the following procedures:

1. Refer to the financial controls to ensure the disbursement is allowed

2. Complete the disbursement request form (PDF)

3. If your disbursement needs approval, get the appropriate signature or cc the approving person on your email

4. Send the completed form for approval in one of the following ways

   1. Email to expenses at kmfinances@protonmail.com with scanned receipts (preferred)

   2. Print with receipts attached with a paper clip (please don’t staple) and place in the treasurer slot in the parsonage

The funds will be sent to the requested address within 2 weeks.

Please be aware that it is difficult to have checks sent in less than 1 week, so please plan ahead if you need the check by a certain date.

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ARTICLE 7: THE TRUST CLAUSE

All properties of Kautantowit's Mecautea "Mother" church and other Kautantowit's Mecautea agencies and institutions are held, in trust, for the benefit of the entire church family, and ownership and usage of church property is subject to the Discipline. This trust requirement is an essential element of the historic polity of Kautantowit's Mecautea or its predecessor denominations or communions. It reflects the connectional structure of the Church by ensuring that the property will be used solely for purposes consonant with the mission of the entire denomination as set forth in the Discipline. The trust requirement is thus a fundamental expression of Kautantowit's Mecautea whereby local churches and other agencies and institutions within the denomination are both held accountable to and benefit from their connection with the entire worldwide Church.

1 The trust clause is a critical concept to understand, not only because it reflects the connectional nature of the Church, but also because of its practical necessity. “Kautantowit's Mecautea” does not, and cannot, hold property in its own name.

2 Title-holding capacity is thus relegated to the Church’s constituent units.

3 All written instruments of conveyance involving property acquired for use as a place of worship or for other church activities must contain the trust clause language, However, it is important to understand that, even if the trust clause is not contained in any written instruments, the property is still being held in trust for the benefit of the Church. The Discipline lists the situations where this would be the result:

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[If] the intent of the founders and/or a later local church or church agency, or the board of trustees of either, is shown by any or all of the following [then the property is held in trust for the Church]:

a) the conveyance of the property to a local church or church agency (or the board of trustees of either) of Kautantowit's Mecautea or any predecessor to Kautantowit's Mecautea Church;

b) the use of the name, customs, and polity of Kautantowit's Mecautea or any predecessor to Kautantowit's Mecautea in such a way as to be thus known to the community as a part of such denomination.

or c) the acceptance of the pastorate of ordained ministers appointed by a spiritual leader or employed by the superintendent of the district or annual conference of Kautantowit's Mecautea or any predecessor to Kautantowit's Mecautea Church.

5 The principal reason for the trust clause is to ensure that local church property will continue to be used for Kautantowit's Mecautea Church purposes. The trust clause requires that the property “be used, kept, and maintained as a place of divine worship of the Kautantowit's Mecautea ministry and members of  Kautantowit's Mecautea.”

6. Types of Property Subject to the Trust Clause. The trust clause covers not only the local church’s land and building, but also all its personal property, whether it be tangible (pews, church vans, etc.) or intangible (interests in estates or trusts, bank accounts, etc.).

7. Restrictions Imposed by the Trust Clause. The Discipline sets forth detailed procedures that the local church must follow prior to taking most major actions that would affect property subject to the trust clause.

8 These requirements reflect the denomination’s shared interest in the future of the local church property. Additionally, when a local church has been abandoned or has “broken away” from the denomination in some way, the trust clause is the determining factor in what happens to the local church property.

9 In such instances, ownership of the property will usually transfer to the annual conference, on behalf of the denomination.

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3. Validity of the Trust Clause. The trust clause goes beyond “church law” and imposes the civil law requirement that church property shall only be used for purposes consistent with those of the denomination. Thus, there are instances when the civil court systems have been used to either challenge or enforce not only our trust clause, but similar clauses of other denominations, as well. While there are outlier cases, these clauses have been consistently upheld by the courts, even in situations where a local church had been discontinued by the denomination or had decided to separate itself from the denomination.

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ACQUISITIONS AND OTHER DISPOSITIONS OF REAL PROPERTY BY LOCAL CHURCHES

The procedures for the acquisition and sale of property by local churches are set forth in ¶¶ 2536-44. Some procedures vary depending on whether the local church is incorporated or unincorporated. This section is a summary of these procedures.

1. Conveyance of Real Property

Generally. In the simplest terms, a “conveyance” is the process by which title or other interest in real property is transferred from one party (grantor) to another party (grantee). While most conveyances are sales, other instruments creating or affecting interest in, or title to, real property, such as deeds, mortgages, or assignments, can function as conveyancing instruments. Conveyancing is basically a two-step process.:

First, a contract for the conveyance is prepared and executed by the parties. This contract should include any particular provisions that either party desires to be part of the agreement. The contract will guide the parties through the conveyancing process. Although pre-printed form contracts are often used by purchasers or sellers of real property, the terms in such contracts are still subject to negotiation. Local counsel should be consulted before executing any conveyancing instrument, as it is easier to negotiate for particular terms prior to execution of the contract. Indeed, some matters may prove to be nonnegotiable after the contract is executed.

The second step of the conveyancing process is the actual delivery of the conveyancing instrument (usually a deed) by the grantor and delivery of the consideration (payment) stated in the contract by the grantee. The grantee must determine the capability and competence of the grantor to transfer the property prior to paying over the consideration. A complete and thorough examination of the grantor’s title must be made. A title summary (abstract) or title report may be prepared and examined either by the grantee’s legal counsel or by an abstract company specializing in title searches and title insurance. Local law may determine whether an attorney or title company must be used. Title insurance should be considered and used in most cases. Title insurance protects the purchaser against losses due to defects in the seller’s title.

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2. Purchase of Real Property.

Prior to the purchase of real property by an unincorporated local church, a resolution authorizing the purchase must be passed at a charge conference meeting by a majority of the members.

A. Ten days notice of this meeting must be given.

B. Additionally, the local church must obtain the written consent of the spiritual leader, the district superintendent, and the district board of church location and building.

C. Once the necessary approvals have been obtained, the Discipline places specific requirements on the document that conveys the title to the property to the church. That document is to convey title to the church’s board of trustees, and “their successors and assigns, in trust for the use and benefit of [the] local church and of Kautantowit's Mecautea.” D. The document must name the board of trustees, as a whole, along with each individual board member.

E. The procedures to be followed when incorporated churches purchase property are essentially the same. The main difference is the names and terminology of the decision-making bodies that are involved. An authorizing resolution from the charge conference is still required, with the difference being that members are voting in their capacity as members of the corporate body.

F.  The same majority vote and notice requirements apply and the church must still obtain the same written consents.

G. Instead of conveying title to a board of trustees, the Discipline requires that documents involving incorporated churches convey title to the church’s corporate body, in its corporate name.

H. The requirement that the property be held in trust still applies.

I. Regardless of the local church’s form, resolutions at the charge conference should specifically recite: the requisite consents of the spiritual leader, district superintendent, and the district board of church location and building; the presence of a quorum at the meeting of the charge conference taking the action; the name of the presiding officer of the charge conference; the notice that was given before the meeting; and the authority of the charge conference to authorize the purchase as granted by the appropriate Discipline paragraphs. The resolution should direct the local church’s board of trustees to purchase the property in conformity with the terms of the resolution and the requirements of the Discipline and should authorize officers of the board to sign the relevant documents.

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Beyond the specific requirements of the Discipline, there are numerous practical issues that place requirements on the local church when it seeks to purchase property. Title insurance or a title abstract should be obtained to guarantee good title and ownership of the property. In the case of buildings, warranties as to the soundness of structure, compliance with local building codes, and pest and termite infestations should be included in the purchase contract. A professional building inspector should be used to check for structural problems. Environmental issues, such as the presence of underground storage tanks, asbestos, mold, and radon need to be addressed. An environmental audit of the property should be conducted. At times, appropriate relief from the burdens of any potential cleanup can be placed in the purchase contract. The seller may be asked to warrant that there are no environmental problems, and title insurance may be purchased to insure against the future discovery of any problems. Specific provisions also should be made in the real estate contract for the disposition of any fixtures, such as refrigerators, ranges, and other equipment. The insurance responsibilities of the seller prior to the closing should be spelled out. Who is to assume the cost of the required official documentary stamps should be specified? Where construction is contemplated, the contract should permit testing to determine whether the prospective site is suitable for the planned building. Zoning requirements should be checked and the time needed to obtain zoning approvals should be factored into all documents and plans. It is often appropriate to provide for a 30 to 90 day inspection period to investigate all of these matters prior to closing.

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When real property is acquired by a local church, efforts should be made to take the property free of any encumbrances, such as a reverter to the donor’s heirs should the property be no longer used for church purposes. These steps should be taken because local churches may find it necessary in the future to relocate or to use the property for other purposes. A reverter, or other restrictive use clause, can lead to the property reverting to the heirs of the donor with no compensation to the local church. Deeds of prospective properties should be reviewed for any potentially restrictive clauses. The advice of an experienced real estate attorney should be sought if any such clauses are found. Finally, it is important to understand that local laws can place specific requirements on the purchase of property. These Bylaws cannot possibly enumerate the peculiarities of the various state, county, and/or city laws to which these transactions are subject. Therefore, it is imperative that local churches retain local counsel to provide guidance in these areas and to ensure that all local legal requirements are met.

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3. New Construction – Specific Issues. In most states, the law gives laborers or subcontractors who provide services and materials connected with the construction, repair, or remodeling of a building a lien on the property, buildings, and improvements in order to secure the payment of the materials and labor provided. Subcontractors who have not been paid by a general contractor may establish a mechanic’s lien on the property even though the general contractor has been paid. Lien waivers or releases must be obtained from contractors and subcontractors prior to payment for the work ordered. Once a mechanic’s lien has been perfected, suit may be brought to collect the amount of the lien. The general contractor should supply an affidavit providing the names of all subcontractors and suppliers on the building project. Prior to payout on the church or remodeling project, releases or lien waivers should be obtained from the contractor and all subcontractors. Title would be clouded by the possibility of an outstanding mechanic’s lien unless the releases are obtained. It may be advisable to use the services of a third party (such as an architect or title company) to ensure that all the necessary waivers and releases have been obtained.

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4. Sale, Transfer, Lease, and Mortgage of Real Property – Generally. As with the purchase of property, the procedures for the sale, transfer, lease, and mortgage of property by incorporated and unincorporated local churches are essentially the same. Both incorporated and unincorporated churches must give ten (10) days notice of the meeting to vote on the proposed action,

A. obtain an authorizing resolution from the charge conference,

B. receive written consent from the pastor of the local church and from the district superintendent.

C. The Discipline places certain requirements on the pastor, district superintendent, and district board of church location and building that must be met before written consent can be given.

D. All written consents must be attached to, or included within, the document evidencing sale, conveyance, transfer, lease, or mortgage, if permitted by local law.

E. The authorizing resolution relating to an unincorporated local church may provide for any two officers of the board to execute the necessary documents on behalf of the church,

F. while equivalent resolutions or incorporated local churches must direct the board of directors to take the requisite steps to execute the documents.

G. Additionally, the board of an incorporated church must follow all of the local legal requirements applicable to incorporated entities.

H. As with resolutions regarding the purchase of property, resolutions pursuant to THE KM Bylaws, should evidence that all requirements of the Discipline have been followed and should direct the board to execute the necessary documents. A mortgage is a lien upon real property that secures the payment of money owed. The debtor is called the “mortgagor,” and the creditor is the “mortgagee.” The mortgage provides security to the lender for the borrower’s promise to pay. It is accompanied by a promissory note that is expressly secured by the mortgage. In the event of the mortgagor’s failure to pay on the note, the mortgagee can recover the loaned funds by foreclosing on the property. A first mortgage gives the mortgagee first priority on the proceeds of a foreclosure. A second mortgagee recovers proceeds only after satisfaction of the first mortgage. While preparing for closing, title attorneys often question how to deal with the trust clause. They should be informed that compliance with KM Bylaws, KM releases the trust clause from the property. If necessary, the conference chancellor may be able to advise the closing attorney. Obsolete names on a deed (such as  "Kautantowit's Mecautea" (KM)) can be addressed by an affidavit from the district superintendent or other conference official explaining the corporate evolution of Kautantowit's Mecautea as laid out in the “Historical Statement” beginning on page 9 of the Discipline. The deed might also need a brief recital of the local church’s history.

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5. Limitations on the Use of Sale and Mortgage Proceeds.

KM Bylaws place limits on the use of the proceeds from the sale or mortgaging of local church property. A number of General Conferences have made changes to this paragraph. Changes made by the 2008 General Conference clarified that neither mortgage nor sale proceeds may be used to cover the current budget or operating expenses of the church and added the following language: “Provided that provisions are made for the current and future missional needs of the congregation and the current and future housing needs of a pastor, the principal may be used for capital improvements beyond the regular operating budget when written approval is granted by the district superintendent and pastor.” The restrictions on the use of mortgage and sale proceeds are based upon the financial principle that one should not “dip into capital” to pay current expenses. Sanctuaries, educational buildings, and parsonages are capital items against which money can be borrowed only to finance capital expenditures (significant remodeling, expansion, major heating or electrical system upgrades, etc.). If one of these properties is sold, the proceeds may be used to replace it or for another capital need, but may not be used to pay current expense items such as routine repairs and maintenance, salaries of church workers, etc. These restrictions apply only to the spending of the principal. Interest on the proceeds may be used for other purposes.

 

Note that, by its terms, does not restrict the use of proceeds from the sale or mortgage of vacant land or land that contains a building that is neither a church building nor a parsonage.

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6. Leasing of Church Property

 Specific Issues. From time to time, local churches and other church organizations will have the opportunity to lease church property to another organization. Many legal, tax, zoning, and practical issues should be considered before any leasing decisions are made. The leasing of a portion of church property ordinarily should not create any problems with the church’s federal income tax exemption under 508c1a nor with the Internal Revenue Code Section 501(c)(3). Unless rental activities not related to the organization’s exempt purpose (religion) become “substantial,” the federal tax exemption is not affected. Although rentals of church property do give rise to unrelated business income (UBI), I.R.C. § 513 specifically exempts most rental income from being taxable UBI.

However, a more likely area of complication arises at the state and local level. One area of concern relates to local real estate property tax exemptions for religious property. Some states, counties, and/or municipalities have laws that require “exclusive religious use” if a property is to be considered tax-exempt. In areas that have such laws, the leasing of church property to outside business concerns could jeopardize the tax exemption. Churches are strongly advised to confer with legal counsel familiar with local property tax law.

Zoning restrictions may also prohibit the leasing of church property. For example, a church in a residential area may not be zoned for use as a school or child care facility. Before entering any significant lease negotiations, the zoning restrictions should be checked and, where desired, variances or zoning modifications may be considered. The Discipline provides little guidance to local churches contemplating the lease of their property. In an effort to fill in this gap, GCFA recommends that local churches consider the following issues when making these decisions:

1. The tenant (lessee) should ideally be a not-for-profit organization whose purpose is consistent with the mission of Kautantowit's Mecautea.

2. The lessee should further the cultural, civic, spiritual, and/or educational goals of the church and/or community.

3. The lessee’s activities should not supersede or interfere with church programs.

4. The lessee should submit a properly completed rental/lease application that includes, but is not limited to, an explanation of the structure of the lessee’s organization and the general uses which it intends for the rental (hours, access desired, special needs, etc.).

5. The local church and the lessee should execute a lease that spells out the rights and liabilities of the parties. There should be an indemnification and a hold harmless agreement in favor of the church. The church should carefully draft the lease in conjunction with its legal counsel so that the church’s requirements and needs become lease obligations of the lessee.

6. Prior to occupancy, and as part of its duties under the lease, the lessee should be required to submit a current certificate of insurance from the lessee’s liability insurer and to name the church as an additional insured under that policy.

7. All legal documents should be reviewed and approved by an attorney.

8. The church should review the state and local laws relating to zoning and property tax exemptions prior to executing a lease. The lease may be written to shift any potential tax liability to the lessee.

9. There should be a written inquiry made to the local church’s liability insurer to ensure that the insurance policy provides coverage for any liability resulting from the proposed rental and that there will be no premium increase or any exclusion due to the proposed rental. If supplemental or specialized coverages are needed, they should be obtained prior to lease execution and property occupancy. Any increased cost may possibly be offset by adjusting the terms of the lease or by requiring the lessee to pay for the increase should be so incorporated. If any insurance claim or lawsuit should arise, immediate written notice must be given to the local church’s insurance agent and insurance company.

10. If possible, hold harmless, indemnity, and/or fee shifting provisions should be incorporated into the lease agreement to protect the church in the event of any dispute or litigation. Such a provision should also provide that, in the event of a lawsuit, the local church shall be entitled to attorney fees and costs.

11. The lease agreement should obligate the lessee to pay for any damage to the property and/or its contents.

12. The leasing of the property may cause it to fall under the guise of federal or local statutes regarding access for the disabled that otherwise did not apply. Compliance with such requirements should be covered by the lease agreement.37 13. The church should make best efforts to determine the appropriate rent for the uses of the property involved. Any increases in utility bills, maintenance costs, or other expenses should factor into the rent determination. Special zoning, safety, and licensing requirements may also involve additional costs.

14. The lease agreement should clearly delineate the rented space, the permitted uses, and the allowed occupancy times. 15. The lease agreement should prohibit the lessee from making building changes or improvements without the prior written consent of the local church. The lease agreement should specify the party that is required to pay for any necessary changes or improvements. There should be a clear statement that such improvements become property of the church.

16. The lease should cover the duty of the lessee to comply with zoning and code requirements, make safety inspections, and obtain licenses and permits.

17. Special consideration should be given to security if outside individuals are to be given keys and/or access to the building. The responsibility for locking the building should be fully understood. Alternatively, the church may designate board members or other persons to open and close the building.

18. There should be provisions covering the termination, expiration, and renewal of the lease agreement, including appropriate notification deadlines for such actions. After the lease agreement is executed, it must be monitored and enforced. The local church must be prepared to act appropriately if the lessee violates any provision of the lease. Should problems arise with improper usage, breaches of security, non-payment of rent, or other conflicts, it is always best to address them promptly and in writing.

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7. Oil, Gas, and Mineral Leases.

Paragraph 2505 allows the governing body of any church unit or agency owning land in trust for The United Methodist Church to lease the land for production of oil, gas, coal, and other minerals, provided that this production will not interfere with the purpose for which the land is held. Monies received from such leases are to be used for the benefit of the church unit and for the promotion of the interests of the entire denomination. Whenever such leases are contemplated, the services of a local attorney experienced in oil, gas, and mineral leasing should be retained. Given the long term trends in valuation of such assets, leasing them to generate income rather than outright sales of the oil, gas, and mineral rights is usually preferable.

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8. Discontinuation and Abandonment.

When a local church is either discontinued or abandoned, it is very important that all of the procedures outlined by the Discipline are carefully followed.

 

In either situation, the district superintendent needs to consult local legal counsel. It is possible that the abandoned/discontinued church received property that carried a stipulation that such property must be used for church-related purposes. In such a situation, ownership of the property may revert to the original donor of the property, or to someone else specified by that owner. Legal counsel should search the title for any such restrictive clauses and provide guidance if any are found.

 

Even absent such restrictions, legal counsel should ensure that the property is properly transferred, either to another a local church, the annual conference, or a third party. When church property is abandoned, it should be cared for so that it does not become a legal liability. If possible, the property should be transferred for the use of another church or simply revert claused or sold to a third party. When property is of minimal value and/or a buyer is difficult to find, it may be better to convey the property for nominal consideration than to continue to have the responsibility for maintaining and insuring the property. One option to consider in relation to any abandoned cemetery property is the potential to transfer the property to a local cemetery association composed of individuals with family buried there. Occasionally, persons attempt to take ownership and control of a (former) local church. Such situations squarely implicate the trust clause. It is often appropriate for the annual conference to declare the church property abandoned – even though it is still being used – as it is no longer serving the purpose for which it was created, at which point the annual conference would assume ownership and control of the local church property.

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9. Accessibility for Disabled Persons. The Discipline requires that special attention be given to providing equal access to church properties for persons with disabilities. The local church’s board of trustees must conduct an annual accessibility audit of church facilities and then work to remove any barriers to accessibility.

 

The audit and the actions taken are to be part of the church’s annual reports. Generally, any new construction or major remodeling projects must comply with all local codes and laws regarding accessibility and should provide features that allow persons with disabilities to adequately use and enjoy the church and its facilities.

 

As for parsonages, Kautantowit's Mecautea requires that newly constructed or purchased parsonages include a ground-floor level bedroom, bathroom, and laundry facility that are fully accessible to disabled persons. Most Annual Conferences have additional policies regarding parsonages.

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10. Maintenance. Although the local church board of trustees does not have program responsibilities in the local church structure, it is responsible for maintaining and repairing the local church property so that the programs of the local church can be carried out. The board should inspect the property annually to determine upcoming maintenance needs. Record keeping of prior maintenance expenditures can be useful in planning when future expenditures will be needed, such as when a roof or furnace might need to be replaced. By systematizing the repair and maintenance function, through careful record keeping and annual inspections, the board will be able to adequately budget for the financing of needed repairs and maintenance.

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11. Property Taxes. In recent years, the taxation of real property owned by local churches has become an extremely sensitive area in the overall church and state relationship. The ever-increasing cost of government services has focused the attention of local taxing authorities upon properties held by religious organizations. Whereas exemptions from tax on these properties previously were nearly automatic, these exemptions are now coming under close scrutiny by state legislatures, local taxing authorities, and tax assessors. Federal and state income tax exemptions and local property tax exemptions are matters of governmental grace and are not guaranteed by the First Amendment to the U.S. Constitution. Also, the fact that all local churches are exempt from federal income taxes does not guarantee that the church is also exempt from state income tax or local property tax. The real property owned by a local church is generally exempt from property taxes only to the extent that such property is used exclusively to carry out the purposes or ministry of the local church. The specific wording of your state’s statutes needs to be carefully reviewed. In the event that any portion of the property is not used exclusively for the purpose of the ministry of the local church, that portion may not be exempt. A local church that elects to lease a portion of its property could run into such problems. Churches should check local laws before entering into such leases.

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Taxes vs. Assessments and Fees.

It is important to understand the difference between “taxes”, “fees”, and “assessments.” Taxes are imposed upon the inhabitants of the taxing area to finance government purposes without reference to particular a benefit to owners of particular properties. On the other hand, assessments are levied for improvements that are especially beneficial to certain owners of property. For example, assessments may be levied for streetlights or sidewalk repairs. Assessment levies are assigned to property owners proportionally based upon the benefit accrued by each property. Real estate taxes are levied on the basis of a certain valuation of real property by an assessor or his or her agent. “Fees” may be charged for specific services to a church, such as garbage, fire, or police services. In most jurisdictions, local churches are liable for the payment of special assessments and fees, but not required to pay real estate taxes. The local taxing authorities may require evidence of tax-exempt status for federal income tax purposes. Such evidence can be provided by The United Methodist Church Group Income Tax Exemption Ruling Letter dated October 16, 1974. A certification letter specifically naming a local United Methodist church or organization may be obtained from GCFA by submitting the Group Ruling Request Form found on our website. This letter does not provide exemption per se from local property taxes but does serve as evidence of exempt status from federal income tax. This evidence is often accepted by local taxing authorities as evidence in favor of granting local real property tax exemptions. Local Taxing Requirements. In most localities, the administration of the property tax system is handled by an administrative body operating in response to legislative formulas for the setting of tax rates. Tax legislation typically provides procedures to appeal the tax or assessment amount and/or to apply for outright exemption from the tax or assessment. The local church board of trustees should become familiar with the property tax statutes, administrative rulings of the tax authorities, local politics, and the procedures to be followed to appeal local tax assessments. Local counsel should be obtained to render advice and to file the necessary actions regarding local taxes and assessments.

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Local churches should be especially diligent about making the periodic filings required by the property tax authority in order to remain tax-exempt. Failure to return forms requesting verification of property use and location can lead to loss of tax-exempt status, with the only recourse then being to re-establish that status. Churches should avoid the tedious and difficult task of establishing their exempt status anew by responding promptly to correspondence from their local tax authority (usually the tax assessor or the county tax board). Know the requirements for maintaining the church’s property tax exemption and be aware that there often are short deadlines for such responses.

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12. Historic Landmarking of Church Property.

Church property often is a prime target for local community efforts to “preserve” historic sites. The preservation effort begins with the designation of a piece of property – or of an entire area of a town – as a historic landmark. Landmark “status” often is not as glamorous as it sounds. It can give governmental entities the “right” to impose significant controls and financial burdens on owners of landmarked property. If a local church decides to build an addition onto a historic sanctuary, or to remove an old “eyesore” structure, the governmental unit in charge of approving such actions may impose significant financial and other burdens on the church before granting approval or may simply reject the request outright. Other, seemingly less drastic actions, such as replacing old, expensive stained glass with modern, energy saving glass, upgrading the heating and cooling systems, or bringing the church into compliance with the laws and Discipline provisions regarding accessibility for disabled persons, may be more complicated because of restrictions on making changes to the structure. In exchange for such limitations on the use of property, governmental bodies typically will compensate the property owner for reduction in property value and limitations on development and use by allowing federal and state income tax credits against actual expenditures made for future rehabilitation work done to the property. Such income tax credits are worthless to a church, as a church does not pay income taxes. In summary, local churches should be wary of concluding that its property would be enhanced in any way by landmark status. Landmark status may be desirable in certain limited circumstances. However, landmark status can drastically limit the availability and allocation of resources and severely restrict a church’s freedom to make its own decisions about important issues, including how it practices its faith.

 

Kautantowit's Mecautea directs annual conferences to develop a policy for response to actions by governmental bodies seeking to designate church property as historical, cultural, or architectural landmarks. If a church organization decides to oppose landmarking status, it will need to act quickly and decisively, through the use of experienced legal counsel, in order to ensure that all rights are appropriately preserved and protected. The plan should at a minimum consider the following issues: political avenues for support; ecumenical and community support; constitutional issues; applicability of the federal Religious Land Use and Institutionalized Persons Act (RLUIPA); any state religious freedom restoration act or similar protective law that might support the church’s position; precedents in the community and state; the church’s ability to finance a fight; public relations issues; the community’s attitude toward the church; connectional and Discipline issues; and annual conference policy.

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13. Contracts for the Purchase and Sale of Real Property. Contracts for the purchase and sale of real property must be in writing. Oral contracts are not valid or enforceable. In their simplest form, such purchase agreements must contain the following provisions:

1. Names and addresses of the parties.

2. An address and complete legal description of the property to be conveyed.

3. Delivery by the seller of title documentation. The documentation may take the form of abstracts and title insurance binders containing the agreement of a title insurance company to insure the purchaser’s interest against seller’s defective title, or an attorney’s title opinion letter prepared after his or her research into the state of the title.43

4. The time allowed for the buyer to examine the seller’s title, the date for the closing, and the date the buyer will take possession.

5. The type of deed to be delivered.

6. Apportionment of charges – specific clauses relating to the respective liabilities of the seller and buyer to pay the costs incurred for title insurance, surveys, deed preparation, taxes, recording and filing of the deed, surtaxes, mortgage costs, and attorney fees. These are often collectively referred to as “closing costs.” Implicit in all contracts for the sale of property is the seller’s obligation to convey a marketable title. A marketable title is typically defined as one which is free of serious and material encumbrances and of defects in the chain of conveyances by which the seller took title (e.g., grants of all or part of the property to two different grantees by a previous owner, creating more than one claim of title). The seller’s obligation to convey a marketable title does not require him or her to convey title free from all restrictions. Many properties are subject to lease agreements, mortgages, zoning restrictions, public rights of way, and/or easements.

Any exceptions to the seller’s duty to convey free of encumbrances must be specifically noted in the contract, even if the encumbrances are customary in nature. When the buyer is a local church, it may be desirable to include a provision stating that the seller represents that there are no restrictions which would prevent the property from being used as a residence, parsonage, or sanctuary for worship.

Although many deeds contain covenants of warranty about the title, it is generally of little consolation to a buyer that has a cause of action against the seller for damages arising out of defects in the title. The buyer’s title will remain clouded until an action to “quiet” title is brought, thereby subjecting the buyer to a period of uncertainty about the nature and marketability of his or her title. There are several methods used to ensure that the title is clear prior to the sale of property. One is a written opinion from the buyer’s attorney about the marketability of title, based upon an individual title search. The more prevalent procedure is an abstract or insurance, in which the preliminary report of title is furnished by the title insurance company to the buyer’s attorney to determine any title defects. The abstract or commitment for title insurance is then used to determine whether the title policy guarantee from the title insurance company is sufficient to protect the buyer from all defects and encumbrances on the title. The costs of the abstract or title insurance should be specifically assigned in the contract of sale. Typically, the seller is obligated to pay for title insurance to guarantee good title. Deeds. Before the real property transaction can be completed, a deed must be delivered from the seller to the buyer.

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There are three types of deeds, which vary as to the degree of protection awarded to the buyer by the seller:

1. A general warranty deed contains a covenant of warranty under which the seller is obligated to protect the property interest conveyed against lawful claims of ownership from any person whatsoever. This is the deed most churches must obtain.

 2. A special warranty deed is more limited, in that the seller warrants against defects of the title arising after his or her ownership, but does not warrant the buyer against claims from persons in the chain of title who acquired their title prior to the seller’s ownership.

3. A quit claim deed is a deed that passes any title, interest, or claim that the seller may have in the premises, but does not profess that the title is valid and does not protect the seller against the ownership claims of others.

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All deeds must conform to the law of the state where the property is located. The following is a list of de minimus standards required by most states:4

1. Names of Parties: The buyer must be identified with reasonable certainty or the deed is void. Where bona fide purchasers or mortgages are involved, the person to whom the deed is delivered may have express or implied authority to fill in the name of the buyer. Omission of the seller’s name will not usually void the deed if the seller has signed and delivered it.

2. Consideration: It is the custom to specify at least nominal consideration (e.g., “ten dollars and other good and valuable considerations”) to protect the buyer from claims that he or she is under a trust obligation to the seller and to protect the buyer from adverse actions that allege that the buyer is not a bona fide purchaser for value.

3. Words of Conveyance and Warranty: Phrases such as “convey and warrant,” “grant, bargain and sell,” and “warrant and defend the title” are common phrases in warranty deeds. “Conveys and quitclaims” and “quit claims all interest” are normally used in quitclaim deeds. Any words or phrases that substantially indicate the intent of the seller to transfer his or her property to the seller are usually deemed sufficient.

4. Description of Land Conveyed: The primary requirement of such a description is that it be legally sufficient under state law to permit identification of the property to be conveyed. The buyer should require the seller to provide a current survey (no more than six months old).

5. Exceptions or Reservations: In essence, a description of the property conveyed describes the grant. Exceptions or reservations to grants immediately follow this description. Reservations imply the retention or assignment of rights such as ownership of any minerals that may exist underneath the land.

6. Quantity of Estate Conveyed: This clause defines the nature of the estate conveyed and the extent of the buyer’s ownership of the estate (e.g., “To have and to hold Black acre in fee simple absolute”). By obtaining title in fee simple absolute, a buyer gains total control over the property for an unlimited period, with unconditional power to dispose of the property during the buyer’s lifetime. Although zoning requirements and easements may restrict use of the property in some ways, obtaining title in fee simple gives the buyer maximum latitude as to the use of the property. Churches should obtain title in fee simple absolute wherever possible.

 7. Covenants of Title: These are the promises of the seller about his or her title in the land that guarantee undisturbed possession to the buyer and the subsequent transferability of the property without adverse claims of ownership by third parties.

8. Execution: The signatures of the buyer and witnesses and a seal of acknowledgment before a notary public generally conclude the execution of a deed. The significance of the seal has been diluted in some jurisdictions and has been replaced by the word “seal” or the initials “L.S.” However, an acknowledgment is usually a prerequisite to recording a deed. In its absence, a deed may not be effective against third parties. Local statutes cover the specific form of acknowledgment or notarization necessary Physical delivery of the deed is the best evidence of the intent of the seller to transfer ownership to the buyer. A presumption that an effective delivery has occurred will arise from the buyer’s possession of the deed. Also, if the seller records the deed to the buyer, it is presumed that he or she has made an effective delivery. The seller’s words and conduct can be evidence of his or her intent to make a valid delivery. Escrow arrangements are often used, whereby the seller makes delivery to an “escrow grantee,” who is then bound to deliver the deed to the buyer upon the happening of a named event or upon the performance of stated conditions within a stated period, such as final payment. If the buyer does not perform or the event does not occur within the time stated, the deed is returned to the seller.

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9. Surveys.:

A description of the land conveyed is contained in all deeds. Customary formal descriptions vary from state to state, and generally fall into three categories:

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1. Description by reference to monuments and courses: Monuments may be either man-made reference points specifically placed for purposes of boundary identification, such as iron rods or concrete emplacements, or natural objects such as rocks or trees. Courses, on the other hand, are boundary lines sighted by direction in terms of the compass. Such lines may be described as running a certain distance or between boundaries. In the case of a conflict between monuments and courses, monuments prevail in view of their permanency, as opposed to the personal judgment used to determine courses.

2. The Rectangular Survey System:

Most states in the continental United States west of the Allegheny Mountains employ this system. The beginning points of this survey are lines that run parallel to longitudinal and latitudinal bases. Lines conforming to a parallel of latitude are called “base lines.” A series of lines running due north and south at right angles to the base lines are “Principal Meridians.” “Township lines” are those lines running at six-mile intervals on either side of the base line. “Range lines” are drawn at six-mile intervals parallel to the Principal Meridians. The six-mile strips in each case are numbered consecutively. Six-mile squares formed by the intersection of these lines are called “townships,” which are further divided into one-mile squares, called “sections.” Sections may be subdivided successively into 160-acre quarters and 40- acre tracts.

3. Reference to a recorded plat:

This method involves the description of property in a deed by referencing a survey of a larger tract which includes the conveyed parcel. Great care needs to be exercised in the deed language to accurately designate property identified by this method of survey. In all property transactions, a registered land surveyor should be employed to establish the physical location of buildings, to place appropriate markers, and to determine any encroachments. The survey is needed to ensure the buyer’s awareness of the extent and location of the property. Descriptions of the property in question also will appear on the mortgage and title policy or abstract. It is critical that these descriptions, including that on the deed, are identical. A new survey should always be compared with any previous surveys on hand in order to detect any discrepancies.

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Recording of Deeds and Other Conveyancing Instruments.

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All conveyancing instruments should be recorded immediately upon delivery to the buyer. Unrecorded instruments are only valid between the immediate parties. In some states, an unrecorded deed is also valid against one who knows about the transfer. Regardless, failure to properly record a deed leaves open the possibility of the buyer losing his or her interest in the real property to a subsequent buyer who purchases the property without actual or constructive notice of previous purchases (called a “bona fide purchaser”). Some state recording statutes favor the bona fide purchaser over a prior buyer that did not record, whether or not the bona fide purchaser recorded first. These are known as “notice” statutes. In other states, the first buyer to record the instrument in the recorder’s office is protected, regardless of whether he or she had notice of a previous buyer’s existence.

 

These statutes are known as “race” statutes, as the person who wins the race to the courthouse to record his or her deed gets the property. A third type of recording statute is the “race-notice” statute. In this system, a bona fide purchaser is protected if he or she records before a prior buyer. As with the race system, there is a premium on the race to the recorder’s office between bona fide purchasers of the property without notice. However, if the first to record in a race-notice state has actual notice of a prior buyer, he or she is not considered a bona fide purchaser and the first buyer will take the property. A fourth type is a “period of grace” statute, which gives the prior buyer a grace period in which he or she may record and protect his or her interest against subsequent buyers. In these states, the bona fide purchaser is protected if the prior buyer does not record in the time allowed by the statute. 

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To avoid the consequences that can result from failure to record deeds, mortgages, and other instruments properly, legal counsel should be employed. It is the buyer’s responsibility to make sure that the instrument is properly recorded in the local recorder’s office. The cost of recording is generally the obligation of the buyer. Recording systems vary from state to state. Recording statutes enable the owner to give constructive notice of his or her ownership to all other potential purchasers.

 

Adverse Possession In certain circumstances, title can pass from one party to another without the signing of a contract and the delivery of a deed. Adverse possession is one such circumstance. If a person openly and continuously occupies or exerts dominion over the property of another for a certain period of time, that person may be able to gain title to the property by claiming adverse possession. The required time period can vary from state to state. In some states it may be possible for someone who buys from an adverse possessor (i.e., not the true owner) and who then continues the adverse possession may be able to tack on the seller’s adverse possession period to that of the buyer.

 

Any act of dominion or grant of permission by the true owner destroys the adverse nature of the possession. While many states do not permit a claim of adverse possession against church property, church entities should still be careful to ensure that any abandoned or little-used church property, or any portion thereof, is not being used by others without the permission of the church entity.

 

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