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2020-12-31-accounts

GIRLGUIDING MIDDLESEX NORTH WEST

FINANCIAL STATEMENTS

For the year ended 31 December 2020

Charity No. 1062138

GIRLGUIDING MIDDLESEX NORTH WEST

INDEX TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2020

Page

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GIRLGUIDING MIDDLESEX NORTH WEST

LEGAL AND ADMINISTRATIVE INFORMATION

Name Girlguiding Middlesex North West
Charity Number 1062138
Principal Address Willow Tree Centre
Breakspear Road North
Harefield
Middlesex
UB9 6LZ
Trustees Mrs M Frost Mrs C Hughes
Miss H Hutchings Miss E Calderbank
Mrs S Cargill Mrs S Past
Mrs A Porcheron
Bankers Lloyds Bank plc Barclays Bank plc
Station Road Harrow Branch 54 High Street
PO Box 1000 Ruislip
BX1 1LT Middlesex HA4 7AT
HSBC
High Street
Uxbridge
UB8 1BY
Independent examiner Corrie Irwin

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GIRLGUIDING MIDDLESEX NORTH WEST

TRUSTEES’ REPORT FOR THE YEAR ENDED 31 DECEMBER 2020

The trustees present their report and accounts for the year ended 31 December 2020. The trustees have adopted the Statement of Recommended Practice (SORP) ‘Accounting and Reporting by Charities’ issues in March 2005 in preparing the annual report and financial statements of the charity.

GOVERNING DOCUMENT

The Guide Association is incorporated by Royal Charter. The County is an unincorporated Association governed by the same Royal Charter and its bylaws under which the constitution of the Executive Committee has been established.

TRUSTEES

The trustees named on page 3 have served throughout the year. Appointment of trustees is governed by the Trust Deed of the charity. The Board of Trustees is authorised to appoint new trustees to fill vacancies arising through resignation or death of an existing trustee.

TRUSTEE INDUCTION AND TRAINING

The chair of trustees is responsible for the induction of any new trustee which involves awareness of trustee’s responsibilities, the governing document, administrative procedures, the history and approach of the charity.

RISK ASSESSMENT

The trustees actively review the major risks which the Charity faces on a regular basis and have established systems to mitigate the risks. Procedures are in place to minimise any financial risk in areas of budget control and expenditure authorisation. All large events have an individual risk assessment prior to agreement for the event to go ahead. The trustees ensure that the Charity is adequately insured.

ORGANISATIONAL STRUCTURE

The charity is organised so that the trustees meet regularly to manage its affairs. A number of unpaid volunteers assist in the charitable activities of the charity.

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GIRLGUIDING MIDDLESEX NORTH WEST

TRUSTEES’ REPORT FOR THE YEAR ENDED 31 DECEMBER 2020 (CONTINUED)

PURPOSE AND AIMS

The purpose of the County is the same as Girlguiding, namely to enable girls and young women to develop their potential and make a difference to the world.

POLICIES

The County follows the policies and rules set out in the Guiding Manual published by the Guide Association. In providing activities, the County promotes the use of the Guiding method which is also set out in this manual.

VOLUNTARY SERVICES

All adult member of the Guide Association are unpaid volunteers.

REVIEW OF ACTIVITIES

Following advice from the government and Girl Guiding all guiding activities were suspended. Willow Tree Centre closed from 17 March 2020 and remained closed for 2020. Bookers were given the option to cancel with a deposit refund or to postpone to a future date. As the extent of the pandemic unfolded, postponed bookings also became cancellations.

Virtual Online guiding was offered by many units to replace the usual face to face meetings. The County hosted a hugely successful virtual camp fire with over 400 people taking part. To keep the momentum of guiding and to allow unit leaders a break the County launched a 30 Days of Summer challenge. We celebrated the festive season with an online County Christmas Jingle Mingle including a quiz and the obligatory Christmas jumpers. Face to face outdoor meetings with social distancing and limited numbers were able to happen from late July. Girl guiding operated a hybrid model allowing units flexibility of meeting to adapt to the ever changing circumstances throughout the pandemic. The County want to say thank you so much to all volunteers for all of your hard work, especially during this unique and challenging year. We are proud of you all, and grateful for your support.

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GIRLGUIDING MIDDLESEX NORTH WEST

TRUSTEES’ REPORT FOR THE YEAR ENDED 31 DECEMBER 2020 (CONTINUED)

FINANCIAL REVIEW

The statement of financial activities shows total income of £72,022 (2019: £87,961) and total expenditure of £95,836 (2019: £150,490).

Income fell by £15,939 in the year, with the main driver being the impact of Covid-related closures of Willow Tree which resulted in a significant decline in trading income from bookings (down from £56,412 in 2019 to £3,594).

Expenditure decreased by £54,653, as all but essential running costs for Willow Tree were pared back. The efforts made to identify savings should contribute to more efficient operations in the future.

The overall impact of Willow Tree closures was cushioned to a large extent by the generous donations and grants received from third parties. Prior to the pandemic, Trustees had recognised the gradual decline in trading income, and the Willow Tree Management Committee continue to look at ways to boost this in the longer term.

PRINCIPAL FUNDING SOURCES

Income included donations and grants received of £52,578 (2019: £14,131) and membership fees received of £15,821 (2019: £16,986). Of the donation and grant income, £14,000 was a transfer from unrestricted to restricted funds (2019: £5,000) and £38,578 was received from external donors (2019: £9,131).

RESERVES POLICY

The Trustees carry out an annual review of the charity’s reserves policy in the light of known risks and future plans to try to maximise the funds it can generate from reserves.

ACCOUNTING POLICIES

There have been no material changes in accounting policies during the year.

PUBLIC BENEFIT

The Trustees have had regard to the guidelines issued by the Charity Commission relating to public benefit and are satisfied that the charity confers a public benefit. The County follows the charitable objects of Girlguiding in providing a programme of activities which has identifiable public benefit. We work to be positively open to all girls between the ages of 5 and 18 and note that with effect from 2018 Girlguiding implemented a new programme for all members and at that time introduced specific provision of activities for the 18-30 year old age group.

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GIRLGUIDING MIDDLESEX NORTH WEST

TRUSTEES’ REPORT FOR THE YEAR ENDED 31 DECEMBER 2020 (CONTINUED)

STATEMENT OF TRUSTEES’ RESPONSIBILITIES

The Trustees are required under the Charities Act 2011 to prepare financial statements for each financial year which give a true and fair view of the charity’s financial activities during the year and of its financial position at the end of the year (unless the charity is entitled to prepare accounts on the alternative receipts and payments basis). In preparing financial statements giving a true and fair view, the trustees should follow best practice and:

The Trustees are responsible for keeping accounting records which disclose with reasonable accuracy the financial position of the charity and which enable them to ascertain the financial position of the charity and which enable them to ensure that the financial statements comply with applicable law and regulations. They 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.

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GIRLGUIDING MIDDLESEX NORTH WEST

TRUSTEES’ REPORT FOR THE YEAR ENDED 31 DECEMBER 2020 (CONTINUED)

GOING CONCERN REVIEW

The Trustees have reviewed the financial position of the charity. In 2020, expenditure was limited to essential costs only while bookings were cancelled and deposits returned. The future income stream was, and remains, uncertain. We anticipate that expenditure of around £1,600 per month will be necessary during any period in which bookings cannot be taken to cover necessities such as insurance, security and utilities. The site has been tended by volunteers when possible to look after the garden and undertake external groundworks. Expenditure has increased particularly around compliance/health and safety as the site prepares to become compliant to enable re opening.

Further grant funding from London Borough of Hillingdon in 2021 is enough to cover the current essential Willow Tree expenditure until Q1 2022, and the support from the county’s unrestricted funds which have total cash balances of £121,064 at 31 July 2021 mean that Trustees are confident the charity can continue to operate for the foreseeable future.

APPROVAL

This report was approved by the trustees and signed on their behalf.

Mrs M Frost Chairperson

Date: 4 October 2021

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GIRLGUIDING MIDDLESEX NORTH WEST

INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF GIRLGUIDING MIDDLESEX NORTH WEST

I report to the charity trustees on our examination of the accounts of the Charity for the year ended 31 December 2020.

Responsibilities and basis of report

As the charity trustees of the Charity you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

I have no concerns and have come across no other matters in connection 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.

Name: Mrs Corrie Irwin BA FCCA

Address: 35 Lawrence Drive, Ickenham, UB10 8RW

Date:

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GIRLGUIDING MIDDLESEX NORTH WEST

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 DECEMBER 2020

Notes
INCOMING RESOURCES
Membership fees
Investment income
Trading and rental income
8
Events and sundry
Donations, grants and other
income
7/9
Total incoming resources
RESOURCES EXPENDED
Charitable activities
10
Governance costs
4
Donations and grants
Total resources expended
Net (outgoing)/incoming resources for
the year
Total funds brought forward
Total funds carried forward		 Unrestricted
Funds
Restricted
Funds
2020
Total
2019
Total
£
£
£
£
15,821
-
15,821
16,986
17
12
29
82
-
3,594
3,594
56,412
-
-
-
350
-
52,578
52,578
14,131
15,838
56,184
72,022
87,961
2,831
73,436
76,266
138,036
865
4,705
5,570
6,104
14,000
-
14,000
6,350
17,696
78,141
95,837
150,490
(1,858)
(21,957)
(23,815)
(62,529)
124,734
1,157,396
1,282,130
1,344,659
122,876
1,135,439
1,258,315
1,282,130

There were no recognised gains or losses other than those included in the Statement of Financial Activities.

The notes form part of these financial statements.

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GIRLGUIDING MIDDLESEX NORTH WEST

BALANCE SHEET AS AT 31 DECEMBER 2020

Notes
FIXED ASSETS
6
CURRENT ASSETS
Stock – unrestricted funds
Stock – restricted funds
Debtors – unrestricted funds
15
Debtors and prepayments –
restricted funds
Cash at bank – unrestricted funds
11
Cash at bank – restricted funds
12
Cash in hand – restricted funds
CREDITORS: AMOUNTS FALLING
DUE WITHIN ONE YEAR
16
Unrestricted funds
Restricted funds
NET CURRENT ASSETS
NET ASSETS
CAPITAL
Unrestricted fund
Restricted fund		 2020
£
£
1,103,163
296
-
1,573
733
121,993
31,637
17
156,249
(987)
(110)
(1,097)
155,152
1,258,315
122,876
1,135,439
1,258,315		 2020
£
£
1,103,163
296
-
1,573
733
121,993
31,637
17
156,249
(987)
(110)
(1,097)
155,152
1,258,315
122,876
1,135,439
1,258,315		 2019
£
£
1,141,923
2,390
465
68
935
122,322
16,721
337
143,238
(47)
(2,984)
(3,031)
140,207
1,282,130
124,734
1,157,396
1,282,130		 2019
£
£
1,141,923
2,390
465
68
935
122,322
16,721
337
143,238
(47)
(2,984)
(3,031)
140,207
1,282,130
124,734
1,157,396
1,282,130
156,249 143,238
(987)
(110)		 (47)
(2,984)
(1,097) (3,031)
1,258,315 1,282,130
122,876
1,135,439		 124,734
1,157,396
1,258,315 1,282,130

Approved by the Trustees and signed on their behalf by

Mrs M Frost (Chairperson) Mrs A Porcheron (Treasurer)

Date: 4 October 2021

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GIRLGUIDING MIDDLESEX NORTH WEST

The notes form part of these financial statements.

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GIRLGUIDING MIDDLESEX NORTH WEST

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2020

1. ACCOUNTING POLICIES

1.1 Basis of preparation of financial statements

These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value and in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and with the Charities Act 2011. The Charity constitutes a public benefit entity as defined by FRS 102.

There are no material uncertainties that cast significant doubt on the charity’s ability to continue as a going concern.

1.2 Recognition of income

Income is included in the Statement of Financial Activities when due, except for voluntary income and donations which are accounted for when received by the charity. All trading activities are carried out with members in pursuance of the Region’s charitable objectives. No permanent endowments have been received in the period.

1.3 Value added tax

VAT is not recoverable by the charity, and so is included in the relevant costs in the Statement of Financial Activities.

1.4 Recognition of expenditure

Expenditure is accounted for when due. Fundraising expenditure comprises costs incurred in inducing people and organisation to contribute financially to the charity’s work, including the cost of advertising for donations and the staging of special fundraising events. Governance costs comprise all costs involving public accountability of the charity and its compliance with regulation and good practice. This includes all expenditure not directly related to the charitable activities or fundraising ventures. No remuneration is paid to any of the Trustees of the charity.

1.5 Fixed assets

Tangible fixed assets are capitalised whether purchased or donated, and are valued at cost. Depreciation is provided at rates calculated to write off the value of the assets over their estimated useful lives. The rates used are:

Long leasehold buildings 2% by the straight line method Furniture and equipment 25% by the reducing balance method

Major donations received for fixed assets are credited to restricted funds as shown in note 13.

1.6 Stocks

Stocks are valued at the lower of costs or net realisable value.

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GIRLGUIDING MIDDLESEX NORTH WEST

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2020

2. RESERVES

At 31 December 2020 free reserves amounted to £122,876 of which £45,000 has been designated to various funds. Restricted reserves of £1,135,439 are restricted to the purposes of the Middlesex North West Guides Development fund specifically for the development and building of the Willow Tree campsite, and for the management of the property and site under the direction of the Middlesex North West Guides Willow Tree Centre Management Committee, together with certain other restricted activities.

3. LEASEHOLD LAND AND BUILDINGS

This represents the cost of buildings erected at the Willow Tree campsite. The land was previously leased by the Guide Corporation Trust for a period of 99 years from 1 October 1997.

4. GOVERNANCE COSTS
Management and administration – unrestricted
Management and administration – restricted		 2020
£
865
4,705
5,570		 2019
£
2,547
3,557
6,104

5. STAFF COSTS

There were no wages and salaries paid by the charity for the current or preceding year. No remuneration was paid to the Trustees.

6. FIXED ASSETS
COST
At 1 January 2020
Additions
At 31 December 2020
DEPRECIATION
At 1 January 2020
Charge for the year
At 31 December 2020
NET BOOK VALUE
At 31 December 2020
At 31 December 2019		 Leasehold land
and buildings
£
1,566,669
-
1,566,669
454,453
31,333
485,787
1,080,882
1,112,216		 Equipment
£
209,144
-
209,144
179,436
7,427
186,863
22,281
29,707		 Total
£
1,775,813
-
1,775,813
633,890
38,760
672,650
1,103,163
1,141,923

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GIRLGUIDING MIDDLESEX NORTH WEST

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2020

7. UNRESTRICTED FUNDS

There were no donations or grants received during the period.

8. RESTRICTED FUNDS – TRADING INCOME £3,594 (2019: £56,412)

This represents letting and other income derived from the Willow Tree Centre.

9. RESTRICTED FUNDS

The County continued to provide support to Willow Tree for running costs and the rolling replacement fund. The Trustees are grateful for the donations made with major external donors as follows:

We also gratefully received funeral donations in memory of Peggy Lovett and Kathleen Wilkinson.

10. CHARITABLE ACTIVITIES – RESTRICTED FUNDS
Willow Tree Centre – running costs
Administration and fundraising
11. CASH AT BANK – UNRESTRICTED FUNDS
On current account
On Lloyds Bank deposit
Sub-committee bank accounts and cash		 2020
£
71,135
2,300
73,435
2020
£
64,682
55,991
1,320
121,993		 2019
£
121,713
9,030
130,743
2019
£
65,499
55,974
849
122,322

Of which the following are designated funds:

Willow Tree Fund
Emergency Fund
Programme Fund		 £
20,000
20,000
5,000
45,000

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GIRLGUIDING MIDDLESEX NORTH WEST

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2020

12. CASH AT BANK – RESTRICTED FUNDS 2020 2019
£ £
Bank current and deposit accounts 31,637 16,721

13. RESTRICTED FUND

Included within the restricted fund is total capital expenditure of £1,566,669 (2019: £1,566,669) in respect of the Willow Tree campsite. Against this sum depreciation of £485,787 (2019: £454,453) has been charged.

14. CAPITAL COMMITMENTS

No capital commitments have been made in respect of the leasehold land and buildings as at 31 December 2020.

15. DEBTORS AND PREPAYMENTS

The unrestricted fund debtor relates to the membership fees payable from units which had not been received at the year-end. The restricted fund debtor relates to prepayments of expenses for services being provided over periods lasting into 2021.

16. CREDITORS – AMOUNTS FALLING DUE WITHIN ONE YEAR

Creditors represent Willow Tree running costs and badge purchases relating to 2020 which had not been paid at 31 December 2020.

17. SUB-COMMITTEE ACCOUNTS
GUIDING DEVELOPMENT COMMITTEE
Income
Fees etc.
Grants (from Unrestricted funds)
Expenditure
Accommodation, books, training costs and administration
Excess of (expenditure over income) /income over
expenditure		 2020
£
-
3,300
3,300
2,829
471		 2019
£
350
4,000
4,350
4,404
(54)

18. RELATED PARTY TRANSACTIONS

There have been no transactions with related parties during 2020 (2019: nil).

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