## **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION** **(operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FlNANCIAL STATEMENTS** ## **Year months ended 31 JULY 2023** **REGISTERED CHARITY NO: 1058859** **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **CONTENTS** ||**Page No**| |---|---| |STATUTORY AND LEGAL INFORMATION|3| |REPORT OF THE TRUSTEES|4 - 6| |INDEPENDENT EXAMINER’S REPORT|7| |STATEMENT OF FINANCIAL ACTIVITIES|8| |BALANCE SHEET|9| |NOTES TO THE FINANCIAL STATEMENTS|10 – 14| |DETAILED INCOME AND EXPENDITURE ACCOUNT|15| |(not part of the Financial Statements)|| 2 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **STATUTORY AND LEGAL INFORMATION** ## **LEGAL STATUS** The Association is a registered charity with the charity number 1058859. ## **THE TRUSTEES** The Trustees who served the charity during the period were as follows: Miss Helen Thompson Miss Catherine Marsh Miss Natalie Price Mrs Evelyn Price Miss Natalie Price Mrs Linda Harbottle Mrs Jean Edusei Mrs Cath Dixon County Commissioner (from 01/09/21) County Commissioner (to 25/08/22) County Commissioner (to 25/08/22) County Treasurer (to 04/02/23) Division Commissioner (from 25/08/23) Division Commissioner Division Commissioner Division Commissioner ## **REGISTERED OFFICE** 6 Tyne View Lemington Newcastle upon Tyne NE15 8DE ## **INDEPENDENT EXAMINER** Mr Mark Thompson MAAT VODA Spirit of North Tyneside Wing 2nd Floor, Wallsend Customer First Centre 16 The Forum Wallsend NE28 8JR ## **BANKERS** National Westminster Bank Plc 16 Northumberland Street Newcastle upon Tyne NE1 7EJ 3 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **REPORT OF THE TRUSTEES** The Trustees present their report and the financial statements of the charity for the year ended 31July 2023. ## **INTRODUCTION** The financial statements set out the aims, objectives and financial performance of the charity over the past twelve months. ## **ORGANISATION** The charity is a member of The Guide Association, incorporated under a Royal Charter. ## **OBJECTIVES OF CHARITY** The objectives of Newcastle upon Tyne County Guide Association are to develop, promote and advance Guiding in Newcastle upon Tyne, in line with the Guide Association's Statement of Purpose. As part of a world-wide movement, guiding enables girls and young women to develop their potential and to make a difference to the world. Its aim is to help girls and young women develop emotionally, mentally, physically, and spiritually so they can make a positive contribution to their community and the wider world. A distinctive, stimulating, and enjoyable programme of activities is delivered by trained volunteer leaders. ## **CONSTITUTION OF THE CHARITY AND NATURE OF THE GOVERNING DOCUMENT** The governing document of the Newcastle upon Tyne County Guide Association is the "County Constitution" dated 10 November 2019 and approved by Northeast England Guide Association. The ultimate responsibility for the management of the County is vested in the Executive Committee. ## **FINANCIAL CONTROLS** The charity has an administrator who prepares the financial statements. Expenditure has to be authorised and cheques require signing by two signatories; all expenditure has to be supported with an invoice or a receipt. ## **INVESTMENT POWERS AND RESTRICTIONS** The charity is responsible for its own investments and there are no restrictions on how or where it invests. ## **REVIEW OF DEVELOPMENTS, ACTIVITIES AND ACHIEVEMENTS** A sub-committee with an approved constitution and known as Tyne View Management Group continues to manage the property at 6 Tyne View. 4 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023 REPORT OF THE TRUSTEES (cont)** ## **REVIEW OF FINANCIAL PERFORMANCE** During the year, the charity generated a loss of £16072 (2022: loss of £3476). This comprised a profit on other charitable activities through the shop of £1283 (2022: £1873 profit) and a loss on other trading activities of £16072 (2022: loss of £3476). At the end of the financial year, the charity’s reserves, all of which are unrestricted, amounted to £248874 (2022 £264946). The Trustees consider the financial performance for the year and the position as of 31 July 2023 to be satisfactory. Loss due to decrease in shop sales, distribution of Covid grant to units, increase in utility bills, spending on county event for the young members, new website, increased admin hours. ## **STATEMENT OF PUBLIC BENEFIT** Newcastle upon Tyne County Guide Association is a branch of Girlguiding which, with its branches, forms the United Kingdom's largest voluntary organisation for girls and young women. A report on Girlguiding’s public benefit activities during the previous year can be found in its latest Annual Report. The Trustees confirm that they have read and considered the guidance of the Charity Commission in relation to public benefit. The County has continued to provide its own public benefit activities, in particular by providing organisational and administrative support and training to subsidiary branches of Girlguiding within the County, organising activities principally for the benefit of those branches and also promoting more broadly the charitable objectives of Girlguiding for the benefit of girls and young women. ## **METHODS FOR RECRUITMENT AND APPOINTMENT OF NEW TRUSTEES** The Trustees are mainly members of the Guide movement and will have been trained by the County's regular and ongoing training programmes. Other persons with special skills may also be appointed. ## **THE TRUSTEES** The Trustees who served the charity during the period were as set out on page 3. ## **RESPONSIBILITIES OF THE TRUSTEES** The Charities Act requires the Trustees to prepare financial statements for each financial year of the charity at the end of the year and of the surplus or deficit for the year then ended In preparing those financial statements the Trustees are required to select suitable accounting policies, as described on page 8 and then apply them on a consistent basis, making judgements and estimates that are prudent and reasonable. The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time, the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011 and the applicable 2008 Regulations. The Trustees are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. 5 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **REPORT OF THE TRUSTEES (cont)** ## **POLICY ON RESERVES** The Executive Committee continues to maintain reserves in accordance with the approved policy on reserves. Factors taken into account include the need to hold sufficient reserves to cover administration costs. Also taken into account is the refurbishment and ongoing maintenance of the County Headquarters. Unrestricted funds are needed: (a) to provide funds which can be designated to specific Guiding events to enable those events to be undertaken at short notice (b) to cover administration and support costs without which Guiding in Newcastle upon Tyne could not function at a County level. The trustees consider it prudent that unrestricted reserves should be sufficient: (a) to avoid the necessity of realising fixed assets held for the Association's use (b) to cover one year's administration and support costs (c) to provide for unexpected major capital expenditure up to £10,000 General reserves are currently in line with the stated policy. The level of reserves is monitored and reviewed by the trustees twice a year. ## **Signed by Order of the Trustees** ## **COUNTY COMMISSIONER** ## **Helen T** ~~**h**~~ **ompson** ## **Approved by the Trustees on 11 October 2023** 6 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES** I report on the financial statements of the Newcastle Upon Tyne County Guide Association for the period 1[st] August 2022 to 31[st] July 2023. ## **Respective responsibilities of trustees and examiner** The Charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for the year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the 2011 Act, - to follow the procedures laid down in the general Directions given by the Charity - Commission (under section 145(5)(b) of the 2011 Act), and - to state whether particular matters have come to my attention. ## **Basis of independent examiner'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 audit, 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 examiner's statement** In connection with my examination, no matter has come to my attention: (1) which gives me reasonable cause to believe that in, any material respect, the requirements: - to keep accounting records in accordance with section 130 of the 2011 Act ; • 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. Signed: Name: Mark Thompson MAAT VODA 2nd Floor, Wallsend Customer First Centre 16 The Forum, Wallsend NE28 8JR Date: 7[th] November 2023 7 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 JULY 2023** |**Note**
**INCOME FROM:**
Donations and legacies
**2a**
Other charitable activities
**2b**
Investments
**2c**
Charitable activities
**2d**
Other income
**2e**
**EXPENDITURE ON:**
Charitable activities
**3a**
Trading costs
Correction(error last year)
**3b**
**NET INCOME/(EXPENDITURE)**
**FOR THE YEAR**
Transfers between funds
**NET MOVEMENT IN FUNDS**
**FOR THE YEAR**
**RECONCILIATION OF FUNDS**
**Total funds brought forward**
**Net movement in funds in year**
**Total funds carried forward**|**Undesignated**
**Designated**
**2023**
**2022**
**Funds**
**Funds**
**Total**
**Total**
**£**
**£**
**£**
**£**
2130
2130
1913
14716
14716
14664
716
716
7
12198
12198
8469
0
0
0| |---|---| ||29760
29760
**25053**| ||33378
25114
16313
12454
164
12454
164
12216| ||45832
45832
**28528**| ||-16072
-16072
**-3476**
0
0
0
| ||-16072
-16072
**-3476**| ||264946
264946
**268422**
-16072
-16072
**-3476**| ||248874
248874
**264946**| All activities relate to Unrestricted or Designated Funds; there are no Restricted Funds. 8 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **BALANCE SHEET AS AT 31 JULY 2023** **----- Start of picture text -----**
|||||| |---|---|---|---|---| |Note|31 July 2023|31 July 2022| |£|£|£|£| |FIXED ASSETS|4|136374|140466| |CURRENT ASSETS| |Stocks|9|7357|7617| |Debtors|15|0| |Liquid funds|5|74672|89929| |Investments|6|35105|31597| |117149|129143| |CURRENT LIABILITIES| |Creditors: Amounts falling due|7|(167)|(181)| |within one year| |NET CURRENT ASSETS|116982|128962| |Provision for|future maintenance|8|(4482)|(4482)| |TOTAL ASSETS LESS|248874|264946| |CURRENT LIABILITIES| |PF)|OL| |FUNDS EMPLOYED| |Undesignated funds|12|248874|264946| |Designated funds|12| |Total Funds Employed|248874|264946| |[||[| **----- End of picture text -----**
## **SIGNED ON BEHALF OF THE TRUSTEES** ## **COUNTY COMMISSIONER** ## **Helen Thompson** ## **11 October 2023** 9 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **NOTES TO THE FINANCIAL STATEMENTS** ## 1 **ACCOUNTING POLICIES** (a) The accounts have been prepared under the historical cost convention and in accordance with applicable accounting standards including the Financial Reporting Standard 102 (FRS102) as applicable to Charities (effective January 2016) comprising the Statement of Recommended Practice Accounting and Reporting by Charities (“SORP 2015”). (b) The cost of fixed assets is depreciated over the useful lives of the assets using the following rates: Tents and Equipment, Office Equipment 25% pa Reducing Balance Property 2% pa Straight Line Full depreciation is charged in the year of acquisition and none in the year of disposal. (b) Stocks are valued by the charity at the lower of cost and net realisable value. ## **2 INCOMES FROM** : |**2a**
**Donations and legacies**
Grants
Trust Income: WA Handley Charitable Trust
Other donations
Gift Aid
**2b**
**Other charitable activity income**
Agency sales
Rental income
Training income
Other
**2c**
**Income from investments**
Interest Income
**2d**
**Income from charitable activities**
Subscriptions
Activities|**Undesignated**
**Designated**
**2023**
**2022**
**Funds**
**Funds**
**Total**
**Total**
**£**
**£**
**£**
**£**
0
0
1750
1750
1750
283
283
163
97
97| |---|---| ||2130
2130
1913| ||13736
13736
14089
0
0
50
520
520
520
460
460
5| ||14716
14716
14664| ||716
716
7| ||716
716
7| ||9820
9915
9915
2378
2378
-1446| ||12198
12198
8469| 10 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **NOTES TO THE FINANCIAL STATEMENTS (cont)** |**2**
**INCOME FROM (cont):**
**e**
**Other income**
Sundry income
**Total Income**|**Undesignated**
**Designated**
**2023**
**2022**
**Funds**
**Funds**
**Total**
**Total**
0
0
0| |---|---| ||0
0
0| ||29760
21660
**25053**| ## **3 EXPENDITURE ON:** |**3**
**EXPENDITURE ON:**|| |---|---| |**3a**
**Charitable activities**
Activities
Training costs
Travel, refreshments
Venue hire
Badges, recognition costs
Water, gas, electricity
Repairs, renewals
Printing, stationery, office costs, projector
Postage, telephone
Marketing, PR
Subscriptions paid
Grants, gifts, donations
Insurance
Licences, web costs
Staff costs
Depreciation
Sundries
Legal
Corrections
Returned Grants
**3b**
**Raising funds**
Cost of agency sales
**Total expenditure**|**Undesignated**
**Designated**
**2023**
**2022**
**Funds**
**Funds**
**Total**
**Total**
**£**
**£**
**£**
**£**
3103
3103
140
728
728
400
631
631
103
590
590
100
207
207
2606
1541
1541
1096
1054
1054
802
247
247
0
1168
1168
929
0
0
32
602
602
375
651
651
-250
1882
1882
1350
3074
3074
118
5449
5449
3983
4092
4092
4434
0
0
0
95
95
95
164
164
0
8100
8100
0| ||33378
33378
16313| ||12454
12454
12216| ||12454
12454
12216| ||45832
45832
**28529**| 11 ## **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **NOTES TO THE FINANCIAL STATEMENTS (cont)** ## 4 **FIXED ASSETS** |**COST**
As of 1 August 2022
Additions
As of 31 July 2023
**DEPRECIATION**
As of 1 August 2022
Charge for the Year
As of 31 July 2023
**NET BOOK VALUE**
As of 31 July 2023
As of 31 July 2022|**Fixtures**
**and**
**Fittings**
**Tents and**
**Equipment**
**Property**
**£**
**£**
**£**
2645
0
195266
-|**TOTAL**
**£**
**197911**| |---|---|---| ||2645
0
195266|**197911**| ||1898
0
55547
187
0
3905|**57445**
**4092**| ||2085
0
59452|**61537**| |||| ||560
0
135814|**136374**| ||747
0
139719|**140466**| ## 5 **LIQUID FUNDS** |NatWest Current Account
NatWest Deposit Account
Floats and Cash in Hand
**STMENTS**
Natwest 95 Day Liquid Manager
Scout Association (SA closed its acc)|**31 July**
**31 July**
**2023**
**2022**
**£**
**£**
63884
79670
10157
10077
631
182| |---|---| ||**74672**
**89929**| ||**31 July**
**31 July**
**2023**
**2022**
**£**
**£**
**35105**
**0**
**31597**| ## 6 **INVESTMENTS** 12 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** The investment can be withdrawn on 7 days’ notice. ## **NOTES TO THE FINANCIAL STATEMENTS (cont)** |7
**CREDITORS**
Creditors
8
**PROVISION FOR LIABILITIES**
Provision for future maintenance|**31 July**
**31 July**
**2023**
**2022**
**£**
**£**
167
181| |---|---| ||167
**181**| ||**31 July**
**31 July**
**2023**
**2022**
**£**
**£**
4482
4482| ||**4482**
**4482**| ## 9 **AGENCY SALES** |**GENCY SALES**||| |---|---|---| |Sales
less: Cost of Sales
Opening Stock
Purchases
Closing Stock
Cost of sales
**PROFIT FOR THE YEAR**|**Year ended**
**31 July 2023**
**£**
**£**
13736
7617
12194
7358
(12453)
**1238**|**Year ended**
**31 July 2022**
**£**
**£**
14089
8252
11565
7617
(12216)
**1873**| |||| 13 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **NOTES TO THE FINANCIAL STATEMENTS (cont)** |10|**TRUSTEE EXPENSES**||| |---|---|---|---| |||**31 July**|**31 July**| |||**2023**|**2022**| ||Number of Trustees who were paid|3|1| ||expenses||| |||**£**|**£**| ||Travel expenses|**230**|**103**| ## 11 **DONATIONS** The following donations have been received during the period: |Sundries|**31 July**
**31 July**
**2023**
**2022**
186
0| |---|---| ||186
**0**| ## 12 **SUMMARY OF FUND MOVEMENTS** |Opening Balance
Income
Expenditure in SoFA
**Closing Balance**|**Undesignated**
**Designated**
**2023**
**2022**
**Funds**
**Funds**
**Total**
**Total**
**£**
**£**
**£**
**£**
264946
**264946**
268422
21660
21660
25053
37732
37732
28529| |---|---| ||**248874**
**248874**
**264946**| 14 **NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne)** ## **REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023** ## **DETAILED INCOME AND EXPENDITURE ACCOUNT** |**INCOMING RESOURCES**
Subscription fees
Bank deposit interest
Trust income
Gross agency sales
Training Income
Rent
Sundry donations
Grant
Other Income
Activities
Gift aid
**TOTAL INCOMING RESOURCES**
**RESOURCES EXPENDED**
County events/Charitable Activities
Training expenses
Cost of sales
Rates Water and Waste
Heating & lighting
Maintenance
Repairs & renewals
Telephone & postage
Printing & stationery
Licences/website
Travel & personal expenses
Refreshments
Insurance
Marketing & PR
Subscriptions
Depreciation
Grants, gifts and donations
Sundries
Legal
Corrections
Badges – cost of recognition
Venue & Equipment hire
Wages
Cleaning
Correction
**TOTAL RESOURCES EXPENDED**
**SURPLUS / (DEFICIT) FOR THE YEAR**
**Accumulated Fund balances brought forward**
**Accumulated Fund balances carried forward**|**2023**
**£**
9820
716
1750
13736
520
0
283
-8100
460
2378
97
**21660**
3103
728
12454
383
1158
0
1054
1168
247
3074
454
177
1882
0
602
4092
651
0
95
0
207
590
5449
0
164
**37732**
**-16072**
**264946**
248874|**2022**
**£**
9915
7
1750
14089
520
26
163
0
5
-1446
-| |---|---|---| |||**25053**| |||140
400
12216
162
934
0
802
929
0
118
103
0
1350
32
375
4434
-250
0
95
0
2605
100
3983
0| |||**28693**| |||**-3640**
**268422**| |||264946| 15 NEWCASTLE UPON TYNE COUNTY GUIDE ASSOCIATION (operating as Girlguiding Newcastle upon Tyne) REPORTS AND FINANCIAL STATEMENTS For the year ended 31 July 2023 16