## **Trustees’ Annual Report for the period** ## **From 1[st] April 2020 Period start date To 31[st] March 2021 Period end date** **Charity name: Urmston Division Girl Guides Association (also known as Girlguiding Urmston Division)** ## **Charity registration number: 1024556** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|_“To give girls and young women within Urmston Division a space where they can be themselves, have_
_fun, build brilliant friendships, gain valuable life skills and make a positive difference to their lives and_
_their communities._
_To build girls’ confidence and raise their aspirations. To give them the chance to discover their full_
_potential and encourage them to be a powerful force for good. To give them a safe space to have fun._
_We have groups of ‘Rainbows’ (5–7 years), ‘Brownies’ (7–10 years), ‘Guides’ (10–14 years), ‘Rangers’_
_(14–18 years) and ‘Inspire’ (18-30 years)._
_Our volunteers try new things, meet new people, learn skills and are a role model for girls.”_| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|For the year that this report covers, Girlguiding face to face activities and meetings were suspended
due to the Covid Pandemic, with only 1 small window of opportunity for the chance of socially
distanced in person meetings. We were however, able to offer alternative options in order to ensure
that our members could continue participating in some sort of Guiding activities.
We provided a place for meetings and socialisation for all our members, using technology platforms
such as Zoom or Skype. This has been beneficial for the mental health of everybody and has also
provided some respite for parents.
Our activities have included Unit meetings, and several virtual events, and having an awareness of
projects in the community.| |||Our young members have been able to continue earning various badges and awards, giving them a
sense of achievement and a boost to their self-esteem. This has been of great importance during the
Pandemic.
Our Volunteers have adapted and learnt new skills to provide as varied as possible Girlguiding
programme. Adult meetings have been held virtually, but this has enabled contact to be maintained
with each other, not only essential for the functioning of the Division and for planning purposes, but
has helped many feel a sense ‘of belonging’ and ‘normality’.
We offered the provision of our building to a local wrap-around child care organisation who, when
regulations permitted, have been able to continue their daily service to local families.
Plans have commenced to rebuild our property for the continuing presence of Girlguiding in the local
community and for use by the community.| |---|---|---| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|It can be confirmed that all Trustees have details of the Public Benefit guidance:
https://www.gov.uk/guidance/public-benefit-rules-for-charities This is upheld in our decision making
processes.
Our purposes benefit not only the section of the public that are members of Girlguiding Urmston
Division, but specific parts of our local community as demonstrated above.
The guidance is regarded when carrying out and planning activities on behalf of the organisation. As
per our Constitution we have a voting Quorum to make decisions and uphold regulations such as that
of public benefit.| ## **Additional information (optional)** You may choose to include further statements where relevant about: SORP reference ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|**--**| |Policy on social investment
including program related
investment|Para 1.38|**--**| |Contribution made by
volunteers|Para 1.38|**--**| |Other||| ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|Out of 21 Units in our Division, 16 were able to provide some sort of Guiding activities for our
members to participate in, by the means of virtual on-line meetings, maintaining contact with families
by email or Facebook groups, offering activities to be completed at home and during a very short
period of time, being allowed the odd in person meeting . This all definitely helped to keep Girlguiding
going in the Urmston area during the difficult times of the pandemic.
Our units have offered their girls unique experiences using the platform of Zoom for their virtual
meetings, partaking in activities which may not have been possible under normal circumstances; and
many girls have achieved their Bronze, Silver or Gold Award for their section with a record number of
badges being awarded. A few units managed a small number of in person meetings when regulations
allowed too, be it with social distancing and other restrictions.
With some adaptations and creativity, our Rainbows have been working on lots of badge activities with
the support of parents at home. Some of them managed the odd in person activity like a nature walk
or an outdoor games evening. They were all given the opportunity to join in Division/County events
with other young members too. Their Zoom Chrstmas Sing Along was also very popular!
Brownies have had virtual sleepovers instead of a Pack Holiday, a goat joining one of their virtual
meetings, virtual sessions about vultures and a pet show, plus home baking and food tasting. They
have continued to earn lots of badges available through our Programme.
Guides have enjoyed earning badges at home, clocking up over 1000 minutes of Unit Meeting
Activites from our programme, earning Skills Builders Awards and Interest badges. They have also
enjoyed their favourite Virtual Scavenger Hunts and cooking mug cakes together
Rangers have had their local MP join them via Zoom for an on-line meeting; they took a virtual
‘visit’/tour to Bletchley Park and learnt how the Enigma machine works, plus there was lots of cooking
at home in each other’s company via Zoom including a live workshop on chocolate! They celebrated
festivals like St Patricks Day and marked Black History Month, then International Women’s Day by
listening to talks by inspirational women. They even adopted an orangutan via the WWF whilst looking
at environmental issues relating to palm oil. For those who started University in September, they were
able to continue attending meetings virtually, getting the benefit of maintaining some sort of normality
and structured activities whilst they settled in to their unusual University experience during a
pandemic.| There have also been events for the Division as a whole, including a Painted Poppy Pebbles Project to commemorate Remembrance Day – the pebbles were placed at our local War Memorial and War Graves for the local community to share. Our members have also taken part in a couple of large-scale County virtual sleepovers (‘Frosty the Snowman’ and ‘Spring into Action’), and a virtual Division Thinking Day event with over 120 participants renewing their promise together and taking part in activities as part of the World Wide Association of Girl Guides and Girl Scouts. We had several Long Service Awards presented to our volunteers, including 2 special doorstep presentations for 40 years’ service! We recruited several new volunteers, and despite meetings being held virtually, they have gone on to participate in running/leading some of them, and starting their Leadership Several of our Young Leaders have gone on to start their Leadership Qualification too. In January, we set up a new Inspire Group within the Division for members aged 18-30. They meet regularly every month and have provided a network for our younger adult members for peer support, sharing Guiding activities together, and having fun. They look forward to meeting in person for the first time. Plans have also been made for establishing for an Urmston Division Trefoil, which will commence once we are easily able to meet face to face. This has involved working with the County Trefoil Chair, with other Division Trefoils and attending some of their virtual meetings. We have a group of ladies ready to join these meetings in Urmston. We have been involved in the production of ‘Comfort Bags’ for the wider community, providing essential toiletries and items needed for those hospitalised – these were also adapted during the pandemic to include ‘Treat Bags’ for NHS staff caring for Covid patients. We have also had some of our members sewing ‘scrub bags’, again for NHS staff needing to safely launder their uniforms during the pandemic. Girlguiding in Urmston has continued successfully over the last year, with many adaptations, but with much success and new ways of doing things discovered. ## **Additional information (optional)** You may choose to include further statements where relevant about: Achievements against Para 1.41 objectives set |Performance of fundraising
activities against objectives
set|Para 1.41|| |---|---|---| |Investment performance
against objectives|Para 1.41|| |Other||| ## **Financial Review** ||Review of the charity’s
financial position at the end
of the period|Para 1.21||**Financial Review**
Our Community (Current) account stands at £6,791.03
Our Business Premium (savings) account is £84,901.15
Our last financial year has been influenced greatly by the restrictions placed on us all due to the
Covid 19 pandemic. Our usual income streams from room lettings to mainly Girlguiding groups
ceased apart from a few back payments from the previous year. The Dyson House Levy was not
collected from all units this year as this did not seem appropriate and would place added pressure
on some who were struggling financially themselves. The Scout and Guide shop on Saturday
mornings was closed but chose to continue to pay their contribution as an advance payment.
Since October we have been pleased to help a local Kids Mix children's group who were unable to
meet in their usual school premises due to covid restrictions. The Dyson House rental from their
Breakfast and After School club has been useful and resulted in our rental income being greater
than last year.
Income from Subscriptions is considerably higher this year as we received a one-off repayment
from a Rainbow unit as the Division had paid their Subscription fees to Headquarters in the
previous financial year. This is reflected in the lower Subscription expenditure this year as we only
paid for our usual quota of adult volunteers at Division level who are not paid for within their own
units.
The impact of Covid has not been all negative. A welcome source of funding came from Trafford
Council with a grant of £10,000. We were also successful with a grant application to Tesco/
Groundwork Uk for £500. This enabled us to be Covid ready for any potential reopening. Further
Local Restriction grants from Trafford amount to just over £14,000.
A considerable boost to the funds came in the form of a bequest from a lady previously involved in
Guiding. £42,000 was specifically for Dyson House. This came at a time when the Division were
seriously considering the future of the building. We had already received an insurance claim for the
roof last year and knew that the repairs were not for the long term. This bequest has helped focus
how best to provide for the girls and women in our local area. In addition, as Urmston is the only
Division in our County of Greater Manchester West who owns a property, we have the potential to
serve our wider Girlguiding community making our premises available for County meetings and
trainings. Our current finances are in a position we could not have anticipated twelve months ago
hence the decision toprogressplans to rebuild Dyson House. Onceplanningis approved and| |---|---|---|---|---| ||||costings are calculated we will be in position to apply for grants and start fundraising. We intend to
keep £80,000 of our Business premium account as reserve towards the new build.
Despite Dyson House being closed for the majority of the past year we have continued to pay our
standing orders for Electricity and Water. Our increased expenditure on electricity is deceptive as
we received a large refund from EON. Our insurance outgoings remain comparable to last year and
there has been no insurance claim this year. We have paid out for some general maintenance work
in preparation for the Kids Mix group starting. Fortunately cleaning costs are down but we have
purchased the necessary items to ensure that we are covid secure.
By far our greatest expense has been in relation to planning the new build. Planning application
fees amount to £1,411 and a bat survey of £450. As yet we have not paid anything to the architect.
We are hopeful that as soon as covid restrictions are lifted and we have permission from Girlguiding
our units will return and Dyson House will be in full use again.
_Urmston Division Guide Shop is based at Dyson House and although the accounts are reviewed_
_and approved separately to the main Division accounts, they are part of the Division’s assets and_
_reserves. Last year the shop made a profit of £543.89. This is paid back to the units who receive an_
_annual commission._|costings are calculated we will be in position to apply for grants and start fundraising. We intend to
keep £80,000 of our Business premium account as reserve towards the new build.
Despite Dyson House being closed for the majority of the past year we have continued to pay our
standing orders for Electricity and Water. Our increased expenditure on electricity is deceptive as
we received a large refund from EON. Our insurance outgoings remain comparable to last year and
there has been no insurance claim this year. We have paid out for some general maintenance work
in preparation for the Kids Mix group starting. Fortunately cleaning costs are down but we have
purchased the necessary items to ensure that we are covid secure.
By far our greatest expense has been in relation to planning the new build. Planning application
fees amount to £1,411 and a bat survey of £450. As yet we have not paid anything to the architect.
We are hopeful that as soon as covid restrictions are lifted and we have permission from Girlguiding
our units will return and Dyson House will be in full use again.
_Urmston Division Guide Shop is based at Dyson House and although the accounts are reviewed_
_and approved separately to the main Division accounts, they are part of the Division’s assets and_
_reserves. Last year the shop made a profit of £543.89. This is paid back to the units who receive an_
_annual commission._|costings are calculated we will be in position to apply for grants and start fundraising. We intend to
keep £80,000 of our Business premium account as reserve towards the new build.
Despite Dyson House being closed for the majority of the past year we have continued to pay our
standing orders for Electricity and Water. Our increased expenditure on electricity is deceptive as
we received a large refund from EON. Our insurance outgoings remain comparable to last year and
there has been no insurance claim this year. We have paid out for some general maintenance work
in preparation for the Kids Mix group starting. Fortunately cleaning costs are down but we have
purchased the necessary items to ensure that we are covid secure.
By far our greatest expense has been in relation to planning the new build. Planning application
fees amount to £1,411 and a bat survey of £450. As yet we have not paid anything to the architect.
We are hopeful that as soon as covid restrictions are lifted and we have permission from Girlguiding
our units will return and Dyson House will be in full use again.
_Urmston Division Guide Shop is based at Dyson House and although the accounts are reviewed_
_and approved separately to the main Division accounts, they are part of the Division’s assets and_
_reserves. Last year the shop made a profit of £543.89. This is paid back to the units who receive an_
_annual commission._| |---|---|---|---|---|---| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22||The Division Treasurer presents an annual financial report to the Executive Committee who vote as
per our Constitutional Quorum to approve the holding of reserves based on potential running costs
for the next 12 months. This would include the ringfencing of any restricted funds required for
future projects.||| |Amount of reserves held|Para 1.22||**_Breakdown of Reserves Girlguiding Urmston Division End of Year 2021 (approved 21st April_**
**_2021):_**
**Cash and Bank in Hand**
Current (Community) account Barclays
£6791.03
Savings (Business Premium) account Barclays
£84901.15
Cash
£0.00
**Total**
£91,692.18
**Unrestricted Funds**||| ||||**Cash and Bank in Hand**||| ||||Current (Community) account Barclays||£6791.03| ||||Savings (Business Premium) account Barclays||£84901.15| ||||Cash||£0.00| ||||**Total**||£91,692.18| ||||||| ||||**Unrestricted Funds**||| ||||**General Fund**||£732.18|| |---|---|---|---|---|---|---| ||||**Designated Funds**|||| ||||Maintenance and Repairs||£2,000.00|| ||||Running Costs (includes Utilities and Cleaning)||£2,600.00|| ||||Administrative costs (includes Insurance and subscriptions)||£860.00|| ||||Rebuild Fees||£4,000.00|| ||||Grants (international and units)||£500.00|| ||||Special Events/Projects||£1,000.00|| ||||**Restricted Funds**|||| ||||Dyson House Rebuild||£80,000.00|| ||||**Total**||£91,692.18|| |Reasons for holding zero
reserves|Para 1.22||**NA**|||| |Details of fund materially in
deficit|Para 1.24||**NA**|||| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23||There are no uncertainties at this time as we have adequate funds in our reserves.
In relation to replacing our building, we do not anticipate commencing the project until we have the
extra funding from various successful grant applications.|||| |**Additional information (optional)**
You may choose to include further statements where relevant about:||||||| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|||||| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|**--**||||| |A description of the principal
risks facing the charity|Para 1.46|**--**||||| Other ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|**Royal Charter 1922 (update 2018)**| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**Constitution - adopted on 10th May 2021**
_Girlguiding Urmston Division (1024556) is an Executive Committee of the County of Greater_
_Manchester West of the Guides Association (operating as Girlguiding Greater Manchester West)_
_Registered Charity No.1024268)) for the management of the Association’s affairs in the Urmston_
_Division delegated to them as described in Bye Law 8. (2) (c) in the Royal Charter._| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|Trustees are those who make up our Executive Committee, as per our Constitution:
a) The Division Commissioner for Girlguiding Urmston Division. (In the chair, in the event of a
role share they will co-chair).
b) Assistant Division Commissioner for Girlguiding Urmston Division, if appointed. (Vice
Chair).
c) District Commissioners Girlguiding Urmston Division.
d) Treasurer
e) Plus up to three other members of Girlguiding Urmston Division| |**Additional information (optional)**
You may choose to include further statements where relevant about:||| |Policies and procedures
adopted for the induction and
training of trustees|Para 1.51|All Trustees read and sign the Fit and Proper Person’s Declaration having read:
https://www.gov.uk/government/publications/the-essential-trustee-what-you-need-to-know-cc3| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|Girlguiding Urmston Division sits within Girlguiding Greater Manchester West County, within
Girlguiding North West England Region of the national Girlguiding Organisation.| Relationship with any related Para 1.51 parties Other ## **Reference and Administrative details** |Charity name|Urmston Division Girl Guides Association| |---|---| |Other name the charity uses|Girlguiding Urmston Division| |Registered charity number|1024556| |Charity’s principal address|Dyson House, 39, Newton Road, Urmston,
Manchester, M41 5AF| **Names of the charity trustees who manage the charity** |1
2
3
4
5
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18|**Trustee name**|**Office (if any)**|**Dates acted if not for**
**whole year**|**Name of person (or body)**
**entitled to appoint trustee**
**(ifany)**| |---|---|---|---|---| ||Elizabeth
Southern|Urmston Division
Commissioner||| ||Laura Thorpe|Davyhulme District
Commissioner||| ||Samantha
Armitage|Urmston District
Commissioner||| ||Victoria Sellstrom|Flixton & Partington
District Commissioner||| ||Barbara Lynn Pye|Assistant Urmston
Division Commissioner||| ||Susan Barlow|Urmston Division
President|from 15/07/2020|| ||Susan Fraser|Urmston Division
Executive Committee
Member/Depot Manager||| ||Rosemary Diane Guest|Urmston Division
Treasurer||| ||Jenny Stevenson|Urmston Division
Secretary||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| 19 20 ## Corporate trustees – names of the directors at the date the report was approved ## **Director name** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year** ## **Funds held as custodian trustees on behalf of others** |Description of the assets
held in this capacity|NA| |---|---| |Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects|| |Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own assets|| ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Names and**|**addresses of advisers (Optional information)**|**addresses of advisers (Optional information)**| |---|---|---| |**Type of**
**adviser**|**Name**
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