Glrlgulding Bedfordshire Guide Association Annual Trustees Report & Financial Statements Year ended 31 December 2023 Registered Charity No.1054718
Bedfordshire Guide Association Ind•x For th• Y•ar Ended 31 D•comhr 2023 CONTENTS PAGE Report of the Trustees Independent Examiner's Report 10 Statement of Financial Activlties Balance Sheet 12 Notes to the Accounts 13
edfordshire Guide Association Page I R•port of th• TruitM8 For th• Y•ar End•d 31 D•c•mb•r 2023 The Trustees are pleased to present thelr report together with the linanclal statements of the charity for the year ended 31st December 2023. R•f•r•nc• and admlnlstratlon d•tall8 R6glStered chority name: Bedlordshlre Gulde Associatlon Reg5stered chority number. 1054718 Correspondence address: Mrs K Keeling, 63 Station Road Flitwicl MK45 IJU Independent Examiner. Miss C WilmoL 32 Selsey DrNe, Luton LU2 8HZ Banker& Lloyd& High Stree( Leighton Buzzard Branch Trust••* The Trustees serving durlng tho year and in office on the date of approval of thls report were as follo (Resigned 3111212023) (Appolnted oil0112024) Mrs K Keeling Mrs A Barker County Commissioner County Commissioner Assistant County Commissloner County Treasurer Mid Beds Division Commissioner Luton South Division Commissioner Luton South Division Commissioner Luton South Division Commissioner East Beds Division Commissioner East Beds Division Commissioner Eost Beds Division Commissioner Luton North Division Commissioner Luton North Division Commissioner South Beds Division Commissioner Leighton Linslade Division Commissioner Woburn Division Commissioner Woburn Division Commissioner Dunstable Division Comissioner Ms A Wenham Mr A Maynard Ms C Mayr Mrs A Bollada (Resigned 2810312023) (Resigned 1010812023) Ms P Whittall Mrs A Barker (Resigned 3111212023) (Appointed oil0112024) (Appointed oil0i12024) (Resigned 1010912023) Miss D Ellis Miss Z Swinburn Mrs L Olrver Mrs D Smith (Resigned 0410812023) (Appointed1711112023) (Appointed 0710612023, Resigned 2911112023) Ms A Simms MS Z Pascoe S Chisman Bedford Division Comissioner Ms K Jonff5 North Beds Division Commissioner s C Dickman County Training Advisor County Programme Advisor County Membership Support Adviser County Inspire Advisor County Inspire Advisor County Marketing & Communications Adviser Ms C Hare rs V Davy Ms E 8owl8Y (Resigned1011212023) sJWeir
Bedfordshire Guide Association Page 9 Report of the Trustees For the year ended 31 December 2023 STRUCTURE GOVERNANCE AND MANAGEMENT Governlng Instrument The Association's objects and regulations are regulated by the Guiding Manual and a deed of constitution dated1910, with subsequent revision and, under that deed, is constituted as an unincorporated association. The Bedfordshire Guide Association has operated under the name of'Girlguiding Bedfordshire, since May 2002, following the national launch of The Guide Association's new identity as 'Girlguiding UK.. Organisation of the Association Guiding within the United Kingdom is organised in a series of areas to provide support, lines of two~way communication and opportunities for young members, Leaders, and Commissioners to make decisions and take responsibility. Each of the six Regions of England and the three Countries of Scotland, Ulster and Wales has a Chief Commissioner, who is Chairperson of an Executive Committee which is appointed according to the Country or Region constitution, and which is responsible for the administration of Guiding in that Country or Region. This County is situated within the Anglia Region. Each County, Division and District has a commissioner who is responsible for the organisation and development of Guiding in her area. She is supported by an Executive Committee which meets regularly. The members of the County Executive Committee are the trustees of the Association and policies on Guiding initiatives and activities are implemented by delegation from County through to Division, District and finally Unit level. STRUCTURE GOVERNANCE AND MANAGEMENT (continued) At the year end the County has approximately 3400 (2022- 3300) young members who are supported by approximately 720 (2021- 706) adult volunteers and 81 (2021- 76) young volunteers, all of whom operate within the County's 9 Divisions,19 Districts and 223 Units.
ordshire Guide Association ort of the Trustees Page 9 For the year ended 31 December 2023 Appolntment of Trustees The voting members of the County Executive Committee are the Trustees of the Association and the office holders who comprise the County Executive are as set out in the Constitution. All Trustees give their time freely and no Trustee remuneration was paid in the year. Details of Trustees, expenses are disclosed in note three of the accounts. Bedford Division Commissioner vacant at the end of the year. The division is being supported by the county commissioner and members from the division have represented the division at the county executive. South Bedfordshire Division and its districts were closed and replaced by two new divisions, Leighton Linslade and Woburn. Luton South Division and Luton North Division Commissioner are vacant, division teams are in the process of being put in place with new constitutions being developed. Karen Keeling's term as County Commissioner ended on 3111212023. Amanda Barker was appointed as her successor. OBJECTIVES AND ACTIVITIES Objectives The Association provides a balanced programme of activities, aiming to help girls and young women, within the age range 4 to18 years and who live in Bedfordshire, to develop emotionally, mentally, physically, and spiritually so that they can make a positive contribution to their community and the wider world. OBJECTIVES AND ACTIVITIES (Continued) Publlc Benefit When planning the activities of Girlguiding Bedfordshire, the Trustees have consldered the Charity Commission's guidance on public benefit and in particular
Bedfordshire Guide Association Page 9 Report of the Trustees For the year ended 31 December 2023 the specific guidance on charities for the advancement of citizenship or community development. They are of the opinion that the foregoing objectives and activlties together with the achlevements demonstrate the public benefit of the work of Girlgulding Bedfordshire ACHIEVEMENTS AND PERFORMANCE Girlguiding Bedfordshire has continued to implement the county strategy and action plan to support our recovery following the impact of COVID pandemic. 2023 was a stable year with our membership continuing to grow. The strategy focused on continued financial stability, membership growth, training, providing adventure, community support and safety. Units are all meeting face to face with many offering day trips and residential events. At the end of 2023, the organisation is financially stable, our girl membership and volunteer numbers grown steadily throughout the year. Member Experiences Plans for a county trip to Iceland in 2025 have commenced with 2 International experience weekends planned for girls interested in attending, Three members started working on their Queens Guide Award in 2023. This is the highest award available for young members to achieve and it shows a huge commitment to guiding taking up to 3 years to complete. Units throughout the county celebrated the Kings Coronation. Some volunteers were in London helping on the day. The county also participated in the Big Help OUL ACHIEVEMENTS AND PERFORMANCE (continued) A Rainbow Circus was an event run at Redbourne school in July for Rainbows from across the county. Games, dancing, circus skills, crafts and bouncy castles were enjoyed by all.
ordshlre Guide Association Page 9 port of the Trustees For the year ended 31 December 2023 Both the Wrest Park Quest and Shuttleworth Quest have been enjoyed by many units and we were happy to support the family day at Shuttleworth in August. A new partnership also began with Bletchley Park and plans of a county day for all sections in 2024 has started. The archery team have continued to deliver numerous sessions throughout the county. The climbing club held regular sessions throughout the year at Big Rock for guides and rangers. In the summer they enjoyed a weekend in the Peak District. A team of volunteers achieved their Tomahawk Throwing qualification and are now offering sessions throughout the county. Member Voices- We will listen to members and promote their voice. At our annual commissionerfs day was held in January with a focus on growth, inclusion and supporting the divisions. A county weekend was held for volunteers at Hautbois in October. A weekend focused on celebrating guiding, reflecting on our recent achievements, and planning for the future. Olivia, our Keech cottage Elephant, has continued visiting units around the county with all profit from the badges being passed on to Keech Cottage. Delivery of Guiding Our Go Guiding publication was produced electronically and emailed directly to parents with details of our adventures. Our paid PR support has also led to more exposure in the press and in social media for what we are doing, with the focus on encouraging more adults to volunteer so that we can offer more girls the opportunities they want and need. ACHIEVEMENTS AND PERFORMANCE (continued) The welcome and induction sessions have continued to be run by the county Growth team to help new volunteers joining to gain an understanding of the organisation and the opportunities available.
Bedfordshire Guide Association Page 9 Report of the Trustees For the year ended 31 December 2023 Recruitment of volunteers is a key priority. This has been supported by developing materials for units to use. In addition, targeted social media campaigns have been developed to help units who need volunteers to continue running. Resources and capacity Girlguiding Bedfordshire supports all these activities and actions through a structured plan and budget, with each team having a clear objective shown below. The Membership Support Advisor and her team focused on supporting Mentors in being part of the team that ensures new volunteers receive a warm welcome into Girlguiding Bedfordshire, supporting new commissioners and developing the thanks and recognition that volunteers receive to improve retention. The existing Leadership Qualification was retired in the summer with thirty-six leaders completing their Leadership Qualification in 2023. The new leadership development programme was launched in the autumn of 2022, at the end of 2023 we have thity-seven volunteers working on the new scheme with one volunteer successfully gaining their qualification. Our valuing volunteers, event was held in November at the Rufus Centre where over130 awards were given out. This included fifty-four long service awards, I Laurel Award, 2 Anglia Region Brooches, l Anglia Region Youth Award, 2 Region Thank You awards, 21 Bedfordshire Brooches, 7 Good Service awards, I Bedfordshire Youth Awards, 8 Thanks badges, and12 Hero certificates. The Marketing and Communications Advisor and her team focused on providing effective external communications that delivers on the key PR messages that increases awareness of Girlguiding in Bedfordshire and internal communication that supports adult members in the delivery of Good Guiding. The development of the county website continued throughout the year. The county Linkedln account was also launched to support recruitment of volunteers and trustees, The Programme and Adventure team have worked hard in 2023 developing relationships and preparing events. We have continued to work with Wrest ParL
ordshlre Gulde Assoclation port of the Trustees For the year ended 31 December 2023 Page 9 Shuttleworth and Keech Cottage. A new partnershlp was also inltlated with Bletchley Pork, The Trainlng team alm to provlde tralnlng opportunltles that enable new and experienced Leaders to broaden thelr skills and provlde good gulding throughout the County. Two members of the team galned thelr tralnlng qualiflcation, and all the team were all involved In dellvering sessions for the region. In addition, twenty sessions coverlng safe space, flrst response, flnance, mentorlng, young leaders, programme, rlsk assessment and Commlssloners. Thls exciting and adventurous programme Is only possible due to the dedication and support of our amazlng 800+ volunteer workforce. FINANCIAL REVIEW As part of our ongoing governance, the Trustees have been working to reduce the free reserves of the County as It was felt that the charity has surplus reserves agalnst the reserves policy. We had therefore budgeted a reduction in the free reserves by approximately £12,000 during the year. The actual results were decrease in free reserves of £17,257. The Trustees will continue to budget with the expectation of reducing the free reserves for another year with the alm over that time to gradually increase the income to meet the level of expenditure. The Statement of Financial Activities on page 9 discloses the charlty had net outgoing resources of £17,257 from funds available for unrestricted use during the year. FINANCIAL REVIEW (continued) The Trustees are satisfied that the assets of the charity are adequate to fulfil the obllgations of the charity on a fund-by-fund basis.
Bedfordshire Guide Association Page 9 Report of the Trustees For the year ended 31 December 2023 Principal Funding Source The principal funding source continues to be the County share of the annual subscription. The annual subscription is levied on all members of the County. Opportunitles Grant During the year, the County continued to designate funds for the Opportunities Grant. This grant is available to ensure that all events and opportunities that Girlguiding offers are available to all members, regardless of their financial background. Sustainability Grant A sustainability has been set up to support any units with financial challenges. Units can apply for support for subscriptions, rent or resources to support running the unit. The aim of the grant is to support units and members impacted by the cost-of- living crisis to provide opportunities for all members. Reserdes Policy The Trustees strive to maintain free reserves in unrestricted funds at a level which equates to approximately two years of budgeted expenditure and to ensure that sufficient funds are available for unforeseen expenditure that may be incurred by international events organised by Girlguiding Bedfordshire and unforeseen exceptional expenditure incurred by Units, Districts or Divisions within the County. This policy would provide sufficient funds to ensure the continuation of the charitable activities across the County for at least a two-year period. The balance of free reserves at the balance sheet date, being unrestricted resen/es not designated to or invested in fixed assets and investments, was £87,788.
lordshire Guide Association ort of the Trustees For the year ended 31 December 2023 Page 9 APPROVAL This report was approved by the Trustees on the date shown below and signed on their behalf by: Mrs A Barker County Commissioner Date: IS
B•dfordshlr• Gulde Assoclatlon Ind•pend•nt Examlner's Report on the Accounts Forthe Year Ended 31 December 2023 Poob It) I report to the trustees on the accounts of the Bedfordshire Guide Association for the year ended 31st December 2023, whlch are set out on pages 9 to13. R•spectlv• rnspon$lbllltl•s of tru8te•$ and examlner The charlty's trustees are responslble tor the preparatlon ot the accounts. The charity's trustees consider that an audit Is not requlred for this year under section 144 of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to: examine the accounts under section145 of the 2011 ACL to follow the procedures laid down in the general Directions given by the Charity Commission (under section145(5)(b) of the 2011 Act), and to state whether particular matters have come to my attention. Basls of Independent examlner's statement My examination was carried out in accordance with general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audi¢ and consequently no opinion is given as to whether the accounts present a 'true and fair, view and the report is limited to those matters set out in the statement below. Independent examlner's statement In connection with my examination, no matter has come to my attention: (i) which gives me reasonable cause to believe that in, any material respect, the requirements: to keep accounting records in accordance with section130 of the 2011 Act. and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met; or (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Miss C Wilmot Date 32 Selsey Drive Luton LU2 8HZ
adfordshire Guide Association stat•m•nt of Flnanclal Actlvltlos For tho Yoar Ended 31 Decomber 2023 Page11 Unrestrictea Restrictea funds funds Total Notes 2023 2022 Incomlng resources Income from guldlng actlvitles Membership subscriptions County badges Training Income Youth events Adult events 15,676 3,710 4,970 10,464 15,676 3,710 4,970 10,464 11,245 3,940 1,400 26,284 International trips Sundry income Donations received 375 375 200 200 58 58 Grants received 3,334 3,334 851 1,000 80 Deposit interest 851 Total Incomlng resources 36,304 3,334 39,638 43,949 Resources expended Guiding activities Adminstration and general 28,173 25,658 5,357 33,530 25,658 50,257 18,409 Total resources expended 53,831 5,357 59,188 68,666 Net (outgolng)I Incomlng resources (17,527) (2,023) (19,550) (24,717) The notes on pages13 to15 form part of these accounts.
Bedfordshire Guide Association Page12 Balance sheet At 31 December 2023 Notes 2023 2022 Investments The Scout Association Investment Account 5,325 5.325 Current Assets stock of badges Debtors and prepayments Cash Bank current accounts Deposit account NSB savings 5,701 6,152 1,096 1,065 86,890 25,420 13,879 85,714 25,420 119,087 132,272 Current Liabilities Creditors and accruals (566) (25) Net Current Assets 118.521 732.247 Total Assets less Liabilities 118.521 137.572 Income tunds Unrestricted funds Unrestricted designated funds Restricted funds 87,788 7,443 23,223 104,835 7,923 25,246 118.454 738.004 This report was approved by the trustees on the date shown below and signed on their behalf b Mrs A Barker County Commissioner Mr A Maynard County Treasurer Date: The notes on pages13 to 15 torm part ot these accounts.
edfordshire Guide Association Page13 Notes For th• Yr Ended 31 December 2023 l Accountlng pollcles a) Basls of accounting The accounts have been prepared under the hlstorical cost convention and in accordance b) Incomlng resources These are included in the Statement of Financial Activities (SOFA) when: the charity becomes entitled to the resources; the trustees are virtually certain they will receive the resource; and the monetary value can be measured with sufficient reliability. c) Resources expended Expenditure is included in the SOFA on an accruals basis. d) Flxed assets Tangible fixed asset expenditure is capitalised if the asset can be used for more than one e) stocks Stocks are stated at the lower of cost and net realisable value. Unrestricted Restricted Total funds funds 2023 2022 2 Analysis of expenditure Guldlng actlvitles Membership subscription County badges for resale County awarded badges Training costs Youth events 668 668 3,505 1,775 8,203 10,723 343 1,037 4,130 1,864 6,725 24,148 221 3,505 1,775 8,203 10,723 343 Adult events International trips Opportunities grants awarded Outdoor expenses Uoyds Bank Grant (Ist Arsley) Transport grants Learning & Development Grant Region sustainability grant New Rainbow unit grant awarded Generation Green Grant 779 370 779 583 370 55 1,327 1,327 500 356 500 480 480 80 988 988 1,468 8,975 120 3,869 3,869 495 28.173 5.357 33.530 50,257
Bedfordshire Guide Association Page14 Notes (continued) For the Year Ended 31 December 2023 Unrestrlcted Restricted funds funds Total 2023 2022 2 Analysls of expendlture (contlnued) Admlnlstration and general Membership support Volunteer expenses Marketing & communication costs Administration Support Sundry expenses 1873 2,527 10,980 7,378 1,900 25,658 2,873 2,527 10,980 7,378 1,900 25,658 3,262 1,231 5,621 4,225 1,982 16,321 3 Trustee expenses 2023 2022 All members ot the Executive Committee are entitled to be reimbursed out of pocket expenses together with travelling expenses. Claims made during the year 2,527 2,181 None of the Trustees received remuneration for their role as Trustee. 2023 2022 4 Debtors and prepayments Youth event prepayment Training event prepayment Other debtors 100 438 557 1,095 2023 2022 5 Credltors and accruals Accrued expenses Youth event income 546 20 25 566 25
edfordshire Guide Association Page15 Notes (continued) For the Year Ended 31 December 2023 2023 2022 6 Unrestricted funds Balance brought forward Net (outgoing)lincoming resources Amounts designated during year Expenses against designated funds Balance carried forward 104,835 119,414 (17,527) (14,659) (370) (55) 850 135 87,788 104,835 At Ist Jan Deslgnated At 31st Dec during year 2023 2023 Expenses 7 Unrestricted designated funds Transport fund Opportunities grant fund 3,171 4,752 7,923 (480) (370) 850 2,691 4,752 7,443 370 370 These funds are part of the unrestricted funds which the trustees have earmarked for a particular use, without restricting or committing the funds legally. The designation may be cancelled by the trustees if they later decide that the charity should not proceed or continue with the use for which the funds were designated. At Ist Jan At 31st Dec Income 2023 Expenses 2023 8 Restrlrted tunds Growing guiding Programme Update grant Learning & Development grant Jean Cooper donations Anglia Sustainability Grant Gale Family Trust Grant Generation Green Grant Lloyds Bank- Held for Ist Arlesey 40 40 3,197 76 1,428 20,000 (988) 2,209 76 893 20,000 3,334 (3,869) 500 (500) 5,357 25,246 3,334 23,223 These funds represent grants and donations received by the charity and are restricted by the donor for a particular purpose.