## **Essex South East Guide Association** Charity Registration Number: 1029086 Working title: Girlguiding Essex South East **Annual Reports and Financial Statements 1[st] March 2020 to 28[th] February 2021** ## **Trustees:** Alison Tompkinson – County Commissioner Amanda Gardner – Assistant County Commissioner from1[st] September 2020 Carole Davies – Division Commissioner, Basildon Janet Nelson – Division Commissioner, Billericay Jacqueline Cole – Division Commissioner, Castle Point Paula Bower – Division Commissioner, Rayleigh Sally Baskett - Division Commissioner, Southend East Susan Bishop – Division Commissioner, Southend West Carol Crowhurst – Outdoor Activities Adviser Julie Nye – Guiding Development Coordinator Anne Wright – County Treasurer ## **Executive Committee:** County President County Commissioner Assistant County Commissioner Division Commissioners County Secretary County Treasurer County Guiding Development Coordinator County Outdoor Activities Adviser County Trefoil Guild Chairman Other Advisers as appointed by the County Commissioner ## **Registered Address:** 7 Great Hautbois Road Coltishall Norfolk NR12 7JN ## **Independent Examiner:** Karen Batman 2 Vine Close Basildon Essex SS14 1GF ## **Bankers:** Lloyds Bank Santander 78 High Street Bootle Rayleigh Merseyside Essex L30 4GB SS6 7EB 2 ## **Structure, governance and management** Girlguiding Essex South East (the County) is part of the Anglia Region of Girlguiding. It has its own Executive Committee as set out in its constitution. The Executive is chaired by the County Commissioner and meets a minimum of four times a year. Girlguiding Essex South East operates in accordance with all policies adopted by Girlguiding. Girlguiding is governed by Royal Charter. Trustees are responsible for the recruitment and appointment of new trustees. All new trustees are given a detailed introduction to the workings and activities of the organisation. ## **Aims and Objectives** As a member of Girlguiding, Girlguiding Essex South East aims to help girls and young women to develop emotionally, mentally, physically and spiritually so that they can make a positive contribution to their community and the wider world. This is achieved through activities which are relevant to the age group and which encourage learning by doing, through working in small groups, making their own decisions, having a balanced and varied programme, caring for each individual and sharing a commitment to a common standard. ## **Public Benefit Statement** The Trustees of Girlguiding Essex South East accept the need to have regard to the Charity Commission's guidance on public benefit. They recognize that it is their responsibility to ensure that the benefits offered are realised in Essex South East by promoting all aspects of Guiding within the county, both within the membership and in the wider community. ## **Annual Review by the County Commissioner** ## – Girlguiding Essex South East Annual Report March 2020 February 2021 This year has certainly been a very different and challenging one for the members of Girlguiding Essex South East with most of the year spent in lockdown meaning face-to-face guiding meetings could not take place. Many leaders rose to the challenge and found different ways of keeping their units active. Some used their daily exercise time to walk round their girls’ houses to deliver activity packs through letterboxes, others posted or emailed out activities while some met on Zoom or other digital platforms. Some leaders needed to take a step back from guiding to deal with increased workloads, working from home, 3 home-schooling etc. Where possible, local commissioners and other leaders supported these units to allow Guiding to continue and we are very grateful to anyone who took on extra guiding during this time. When restrictions eased in the Autumn of 2020, some leaders went back to faceto-face meetings outdoors completing the necessary risk assessments and following strict safety guidelines but this was short lived as tighter restrictions were reimposed. Our County Training Day due to take place in April had to be cancelled but the County Training Team continued to run trainings throughout the year focussing on First Response and Safe Space trainings although these all had to be done on Zoom. The training team trained a large number of leaders during this time and arranged Covid safe face-to-face First Aid trainings when allowed, to enable leaders to complete their qualification. Opportunities for our young members to take part in larger events was sadly curtailed. Basildon Gang Show was due to take place in April 2020 and Essex International Jamboree in August 2020 but both sadly had to be cancelled as did many other events, camps, holidays and outings. The Outdoor team organised a virtual sleepover which took place in November. All the activities and a challenge pack were shared online and the girls were encouraged to sleep somewhere other than their own bed. Many of our young members took part, finding some interesting places to sleep. Our annual celebration of Thinking Day, when we think about Guiding around the world also had to be a virtual celebration. Again, activities were published on-line and girls and leaders were invited to renew their Promise virtually. Our Annual Subscriptions payments were due to be paid to Girlguiding at the end of February 2021. Most units had either not met at all or had only met virtually since March 2020 which meant that many leaders were reluctant to ask parents to pay their usual ‘subs’. To help support units who might be facing financial difficulties making the annual subscriptions payments, the county made the decision to make a grant to each unit that applied, of 20% of their Annual Subscriptions bill. As we reach the end of this financial year, we are still living under quite tight restrictions and units are still not able to meet in person. This has not stopped some girls from achieving the highest awards available to them – the Bronze, Silver and Gold Section Awards. Thanks must go to all the leaders who have worked hard to keep their units active and provided girls with much needed activities during the last 12 months and we 4 hope that the leaders who have needed to take a break during this time will be able to reopen their units when we are allowed to meet in person again. Alison Tompkinson – County Commissioner for Girlguiding Essex South East ## **Financial Review** Not surprisingly this has been a very different year with events being cancelled resulting in the return of fees and grants. Also grants being received to help units facing financial difficulties. The year started with the cancellation of Essex International Jamboree and the return of grants given to girls, leaders and staff. Subsequently the County paid monies to cover expenses incurred and ongoing costs until February 2022. Funds for international trips were held by County pending decisions. Following the cancellations insurance payouts are slowing being received and the funds returned to the girls. A Sustainability Grant was received from Anglia Region to support struggling units until February 2022. Four units successfully applied. Four other units successfully applied for Financial Assistance from County. Following a great deal of discussion it was decided that the County would offer a 20% subsidy for the Annual Subscription to all units with girls in the County. A total of 194 units applied and received the subsidy in February 2021. It was recognized that some assistance may also be needed next year and the County wanted to be in a position to make a similar offer. The Finance Committee met three times during the year to offer financial support and advice to Divisions and the County Executive. The County continues to hold funds in the CCLA COIF Investment Fund account as a long term undertaking with the expectation of a higher return whilst receiving quarterly interest. The value at the end of the year is higher than the initial investment. Having maintained a healthy balance of funds the County will be able to continue supporting the girls, leaders and units with access to new experiences and resources and financial assistance. Reserves Policy: This is continually reviewed and agreed by the County Executive that £50,000 be held in Reserve to give strength and viability to Girlguiding Essex South East as an organisation. 5 Investment Policy: Any investments made need the approval of the Trustees and are made in the most secure way possible. Risk Assessment: A full risk assessment has been carried out and copies of this document can be obtained from the County Commissioner. Approved at a meeting of the Executive Committee of Girlguiding Essex South East on 13[th] September 2021. Susan Bishop Julie Nye Trustee Trustee 6 Girlguiding I Balance Sheet 1st March 2020 to 28th February 2021 Bank Balances: 2019120 12,228.04 40.224.47 49,505.70 50,486.63 152,444.84 2020121 16,350.26 40,269.92 47,266.01 50,569.23 154,455.42 Lloyds Bank Lloyds 32 Day Notice Santander COIF Deposit Account COIF Investment Account 11,832.61 164.277.45 12,766.12 167,221.54 Funds 2019120 102,595.84 3.934.00 2020121 102,654.00 3.661.01 6,630.00 809.55 General Fund5 LeamTng & Development Grant Sustainability Grant Dawn Crampin Fund Jack Petchey International Reserve Essex International Jamboree 809.55 6,750.00 188.06 50,LMJO.00 -33.02 S0,0￿.00 3,5￿.1￿) 167,221.54 164,271.45 Additional A55ets: Stock: Badges - Resale value - £2,163.44 Equipment: Based on purchases over £250 per itern. New Value at 2810212021 Depreciation at 20% per annum £156.66 £201.51 Banners, Pop Ups & Saits Projector 2015116 £1300 2019120 £302.26 Essex Scout & Gulde Internatlonal Jamboree: Essex South East have a one sixth share of the funds held in Essex Scouts EIJ Account. Rifftiams Cam te: Site: Equally owned by Essex South East and Essex North East Funds: Essex South East entitled to half the funds up to a maximum of £1,894 Llabilities - Nil Essex South East Guide Association tla Girlguiding Essex South East Charity Registration No. 1029086 Girlguiding Statement of Accounts 1st March 2020 to 28th February 2021 Income 2019120 2020121 Expendlture 2019120 2020121 Annual Subscriptions Donations 18,482.25 19,146.20 100.C(I 50.00 Annual Subscrlptlons Donations 125.30 25.00 531.10 Grants: Essex International Jamboree repaid Learning & Development Grant (Region) Sustainability Grant (Rgnl ECVYS Grants= Essex International Jamboree participants Leaming & Development Grant SustaTnab?lity Grant International Annual Subscription - units Financial Assistance Jack Petchey 0.00 l2,3C￿.00 12.300.00 0.00 3.934.￿) 272.99 0.00 7,580.00 0.00 950.00 2,100.00 0.00 0.00 16,801.26 500.00 16,912.50 11,202.00 Jack Petchey 17.662.50 4.452.00 County Tralnings 1,697.00 480.00 County Trainin¥s New Res￿rceS Publicatlons Awards & PresentatTons 4,180.79 180.13 1,343.43 0.00 1,717.57 1,394.62 Events Actlwties - Girls BP Challenges Outdoor Events Activities Glrls BP Challenges Outdoor Adults Hares About Town 811.00 335.¢)0 3,114.81 0.00 1,293.31 400.82 920.54 231.97 59.70 270.00 338.00 o.oo International County Contingent Eurojam Refund Badges Archive Badges 6,271.26 2,203.33 900.00 International Essex International Jamboree Badge5 Archive Badges Archlvfst County Equipment Insurance Officer Expen PR. Web & Marketing 5afestore Subscriptions Venue Hire 6,115.70 2,424.41 o.(L) 6,5CIO. 809.64 2,515.98 1,649.65 791.94 1,458.01 3.269.98 374.80 189.25 113.49 326.40 341.44 498.19 544.08 1,115.68 481.56 523.90 838.21 2,781.48 2,920.32 Interest COIF Investment COIF Deposit Lloyds 32 Day Notice Santander Royal Bank of Scotland 372.97 336.02 224.47 192.38 53.19 380.46 82.60 45.45 106.68 287.25 30.00 RBS/Santander transfer l)onus 1,000.00 500.00 Misc 474.05 0.05 57,546.14 51,804.64 56,575.22 49,794.06 Income Over Expendlture 2.010.58 Accounts examined by . (Karen Batmanl Essex South East Guide Association tla Girt8uiding Essex South East Charity Registration No. 1029086 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the 1Th￿teeS1 mernbers of Essex South East Guide Association On accounts for the year ended 28th February 2021 Charity no lif any) 1029086 I report to the trustees on my examination of the accounts of the atKsve charity {Ihe Trust") for the year ended 2810212021. Responsibilities and As the charity's trustees, you are responsible for the preparation of Ihe basis of Teport accounts in accordance with the requirements of the Charrties Act 2011 (Wie Act"). I report in respect of my examination of the Trusys accounts carried out under section 145 of the 2011 Act and in carying out my examination. I have followed all the applicable Direction5 given by the Charity Commission under seclion 14515)Ib) of the Act. Independent examine￿ s statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination whtch gives me cause to believe thal in, any material respect: the accounting records were not kept in accordance with section 130 of the Chaiities Act,. or the accounts did not accord with the accounting records., or the accounts did rsot compty wth the applicable requirements concerning the fomi and content of accounts set out in the Charities {Accounls and Reports) Regulations 2008 other than any requirement that the accounts give a Irue and fairf view whrch is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in conneclion with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Date: 14 08 aoai Name: Karen Batman Relevant professional qualification{sl or body lif any): Address: 2 Vine Close Basildon Essex SS14 1GF IER Oct 2018