**Charity No.** 1178538
## **Building Circles**
## **TRUSTEES REPORT**
**and**
**FINANCIAL STATEMENTS**
**For the period ending**
**31 March 2021**
**Building Circles**
## **TRUSTEES REPORT For the year ended 31 March 2021**
## **1. Report of the Trustees**
The trustees present their annual report and financial statements of the charity for the year ended 31st March 2021. The Financial statements have been prepared in accordance with the accounting policies set out in note 1 to the accounts. and comply with the charity’s constitution.
## **2. Reference and Administrative Details**
Building Circles uses the ‘Foundation’ Model Constitution of a Charitable Incorporated Organisation who’s only voting members are its charity trustees. The constitution was adopted on the 8 May 2018 and the conversion from an Unincorporated Trust to a Charitable Incorporated Organisation was approved by the Charity Commission on the 29 May 2018, registration number 1178538.
The Organisation’s address is: Cranwood, Lower Washwell Lane, Painswick, GL6 6XW
## **3. Structure, Governance and Management**
The first Trustees were appointed under the Foundation constitution on 8 May 2018. Apart from the first charity trustees, every trustee must be appointed for a term of four years by a resolution passed at a properly convened meeting of the charity trustees. In selecting individuals for appointment as charity trustees, the charity trustees must have regard to the skills, knowledge and experience needed for the effective administration of the CIO.
The following Trustees served during the period ended 31 March 2021:
Frances Watson (Chair) Nigel Dibb (Finance Adviser) resigned 28 October 2020. Linda Morris (Treasurer) appointed 6 July 2020. Kevin Elliott resigned 12 August 2020. Sophie Reed resigned 25 September 2020. Craig Pumfrey Sophie Ayre Jon Minall Andy Rozwadowski appointed 19 January 2021.
The Accounts have been independently reviewed by Mr. Richard Gray:
R.W.K. Accounting Services, Ltd, 1, Annex, The Wheelhouse, Bonds Mill Estate, Stonehouse, GL10 3RF
Bankers to the Trust are:
Unity Trust Bank plc, 9, Brindley Place, Birmingham, B1 2HB
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**Building Circles**
The Trust has employed the following staff on a part time basis during the accounting year:
Liza Narracott CEO Katie Buck, Office Manager Louise Worgan, Trainer/Project Manager Jo Sutherst, Assistant Training Manager Amy Parry, Activities and Volunteer Coordinator
## **4 Objectives and Activities**
The objectives of the Trust are:
The promotion of social inclusion amongst those who may have additional sensory or communication disabilities and who are socially excluded from society, or parts of society, as a result of their disability, to enable them to experience more fulfilling lives through such training, education and services as the Trustees deem appropriate.
The relief of those in need with learning disabilities to enable them to live safer lives through the provision of training to protect them from abuse in their communities.
## **4.1 Empowering socially isolated people with learning disabilities.**
In achieving this objective, the Trust seeks to provide friendship and support to individuals with learning disabilities, which may be severe in nature. These individuals, known as our focus people, will have been identified in conjunction with the relevant statutory agencies or referred by their carers. Friendships are established by trained volunteers who are matched with focus people with similar interests. The volunteers provide opportunities for them to explore activities in the community and enjoy the pleasure of having their own friend. As our charity has developed the number of people referred to us continues to exceed the number of volunteers that we have available. We invite everyone to our regular social events, knowing that we can provide people with learning disabilities with a wide range of enjoyable social activities which also enhance their lives while waiting to be matched or instead of having a 1:1 friend.
In response to requests from our focus people 2 cookery workshops have been held on a weekly basis. These enable participants to increase their skills in a relaxed environment.
We also run two gardening projects, one in Quedgeley and one in Prestbury, where focus people can plant, and harvest vegetables grown in raised beds in community allotments.
## **4.2 Enabling people with learning disabilities in Gloucestershire to lead safer lives.**
In 2015 people with learning disabilities informed Building Circles that one of the factors contributing to their isolation is the bullying they experience from school children on public transport and in public places. In response to this we developed a workshop to enable children to understand the distress bullying causes. We recruited co trainers with experience of bullying by school children to deliver training in secondary schools across Gloucestershire.
In 2016 Building Circles was given the opportunity to develop and run training for all people with learning disabilities in Gloucestershire to help protect them from sexual abuse. It is delivered in ways appropriate to the understanding of the participants, and two of the tutors have learning disabilities themselves. Further training packages have now been developed.
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**Building Circles**
## **5. Achievements and response to Virus Control Measures**
## **5.1 Focus People**
Building Circles is in contact with 311 people with learning disabilities through our different activities. We have over 50 matched friendships, including four volunteers who visit group homes and provide friendship to the residents and friendships focus person generated among themselves. Contact between focus people and their volunteers has been restricted to phone, letters and online conversations with more able individuals. Conversations with the volunteers and carers themselves suggest that people living in group homes are frustrated that they are unable to do their regular activities but are otherwise alright. Several focus people living with elderly parents are reported to be “subdued”; perhaps influenced by the concerns of family members. The most vulnerable group are more able people with learning disabilities living alone in the community. Conversations with them and their volunteers reveal loneliness, e.g. “I want to see my mum!” “I`m missing you!” and high anxiety levels e.g. “I need to check my electricity meter but it`s in another building and I mustn`t go out”.
A WhatsApp group has been set up to encourage focus people to socialise online, which is helping to ease the loneliness for those able to use technology.
## **5.2 Volunteers**
We currently have 40 regular volunteers, most of whom are matched with focus people. Recent phone conversations with them show that many have made efforts to stay in contact with their focus people. An online group has also been set up to enable volunteers to support each other.
## **5.3 Social Events**
Our programme of social activities for people with learning disabilities, their carers and volunteer used to run on a two-monthly basis, attracting up to 120 people each time. This year we have so far been unable to host social events because of the pandemic. 1:1 meetings in parks and open spaces are gradually being introduced, and if regulations permit, we hope to hold a small social gathering in July for focus people who have been particularly isolated.
## **5.4 Hobby Workshops 2020**
The weekly cookery workshop we used to hold in Quedgeley had 20 participants. This was discontinued in March 2020 due to the impact of COVD 19. As the ratio of carers to participants is high and the room is large it is possible that this activity could recommence with smaller numbers as soon as we are allowed to.
Our second cookery workshop used to be held in a smaller room in Highbury Church, Cheltenham, with 13 focus people attending. We hope this workshop will also start again in due course.
## **5.5 Care-to-Grow Gardening Project**
The allotment in Quedgeley used to provide opportunity for up to 40 focus people to grow crops and enjoy being in the open air. This year a group of 3 were able to go to the allotment and provide maintenance between lockdowns in September and October and work restarted with this group as restrictions eased in April.
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The allotment in Prestbury, which used to have 15 participants, is now attended by a volunteer and 2 focus people to ensure social distancing.
## **5.6 “Sing with Circles”, Kingsway, Gloucester**
“Sing with Circles” started in October,2018 because the Volunteer Coordinators noted how much the focus people enjoyed singing. 20 people took part in these sessions, which were suspended in March 2020 due to the impact of COVID 19.
## **5.7 Bullying Prevention Project**
Between March 2019 and March 2020 2,033 children between the ages of 11 to13 attended Bullying Prevention training. Feedback from the children and from staff indicated very positive changes in attitude after the sessions. Four co-trainers helped to deliver the training. This service is now suspended pending the lifting of restrictions.
## **5.8 Sexual Abuse Prevention Courses and additional Training Packages**
This project started in 2016 and since then 888 people with learning disabilities have received training using group ,1:1 sessions and staff training methods to meet their individual needs.
Additional training packages were also provided 1n 2019/2020 to meet the needs expressed by people with learning disabilities and service providers:
- Drug abuse awareness
- Financial abuse prevention
- Internet safety
- Relationships
- Self-advocacy
It has not been possible to deliver face-to –face training since March 2020.
## **5.9 Sex Education**
While providing training on sexual abuse prevention it became obvious to the trainers that many people with learning disabilities have little understanding of sex and how their bodies work. A grant from the Lottery in 2019 enabled Building Circles to set up basic sex education workshops, and to develop additional courses as the need became apparent. 120 people received Sex Education training up before March 2020. All training then stopped due to the impact of COVID 19.
## **6. Quality assurance**
A small Quality Assurance Project team has continued to work this year towards the PQASSO Standard. We reviewed and refreshed all our Policies and Procedures against that standard. These have been passed to the trustees for signing off and adoption.
During this period a new Quality Assurance standard, called Trusted Charity Status, has been introduced. The new standard has very similar headlines to the PQASSO standard and so will enable Building Circles to apply for Trusted Charity Status as soon as possible.
This will be commissioned once the Covid19 situation has been resolved and staff are back in post.
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## **7. Contribution of Volunteers**
Our volunteers who are matched with individuals in general spend 2-4 hours per month with their focus people, besides attending social events. We have a further group who help at the social events, hobby workshops and allotments in various capacities or assist in fundraising events for us.
The Chair spends the equivalent of four days a month on Circles matters, the Treasurer spends the equivalent of two days a month supporting the service delivery and financial management respectively. Additional is required for accounts preparation.
The value of this time donated by Volunteers and Trustees supports the operational costs of the charity to the value of at least £70,000 per annum.
## **7.1 Contribution of Volunteers in managing the changed circumstances.**
Two volunteers have worked with the Activities Coordinator to maintain contact with focus people, volunteers and group homes during the lock down. While the Coordinator has supported 20 focus people individually, the volunteers are supporting the co- trainers, who they know personally, and a group of more able people who are living alone in the community. They have also contacted most of the volunteers and 30 group homes.
Feedback from the homes is positive, and many have made extra efforts to provide activities for their residents. Many volunteers are in touch with their focus people by phone, text or letter; some are sending presents as well. They are also able to reassure their friends that full contact will be resumed as soon as possible.
## **8. How we measure performance**
Our performance is measured by feedback from the focus people themselves, either spontaneously, during discussion with more verbally able individuals or from comments from carers speaking on behalf of the focus people. We carry out surveys of people`s attendance at socials and their activity preferences once a year.
Regular three-monthly contact with volunteers helps us monitor how the individual friendships are developing and we often hear comments that the focus people enjoy the activities they share, are happier, more relaxed and more inclined to take an active role.
Through our contact with families and residential homes we monitor any problems or issues that arise. Family members and staff tell us that the friendships make a significant difference in the wider lives of the focus people, evidenced by increasing confidence, independence and general wellbeing. E.g.,” D`s confidence has grown, and he is now volunteering in a primary school.”
Our performance is also measured by our funders, who require regular feedback on agreed goals. We have quarterly meetings with Gloucestershire County Council, one of our main funders.
## **9. How the impact of the COVID 19 virus has affected staff, volunteers and beneficiaries.**
Most of our beneficiaries are very confused by the current situation. Many have limited comprehension and do not understand why they cannot do their usual activities. They are also deprived of the opportunity to go out shopping, which is an important part of their lives. People in isolation and those with mental health problems have had a very difficult time, and we have concentrated on supporting them.
Staff have been furloughed, with key people brought back to work as required.
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## **Building Circles**
Volunteers who are in touch with their focus people are a significant part of their support network. Conversations with them show that many are happy to wait until the situation changes and then re- start active contact. However, there has been a significant loss of volunteers during the pandemic.
## **10. Implications for the charity`s operations and activities for the coming year**
Building Circles` twofold purpose is to promote social inclusion and to provide training to protect people with learning disabilities from abuse. Under normal circumstances both require proximity to others. The challenge is to create environments in which services can be provided safely.
In order to move forward as a charity, the following steps have been taken:
## **10.1 Reducing expenditure**
- Building Circles now operates from a virtual office.
- Two members of staff were made redundant in Spring 2020.
- All remaining staff currently work from home.
## **10.2 Ensuring Safe Contact Standards**
- A safe working policy has been developed.
- Environments which permit social distancing will be opened in accordance with Government policy. Small numbers of people are permitted to take part in garden activities.
- Focus people supported by a carer can meet their volunteers in open air venues.
- Large social activities will not take place in the immediate future until restrictions' end in June 2021.
## **10.3 Safe Training**
Short term plan
- Training packages updated/modified.
- Additional training materials prepared.
- On-line training investigated.
## Medium Term plan
- Online training now being delivered in Gloucestershire.
- Staff training and `Teach the trainer` training prepared.
- Online training being promoted out of county to generate income.
- Anti- bullying training being prepared to be sold to schools.
- Staff training packages being prepared for service providers and local businesses.
- University of Gloucestershire training promoted to other universities.
## Long Term Plan
- Return to face-to-face training.
- Employ/re-employ more co-trainers as required.
- Re-organise work patterns to ensure online activities as well as face to face training are incorporated into working practice.
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**Building Circles**
## **11. Future direction of the Organisation**
Planned Actions:
- Work towards building up our volunteer base and fully resuming core social activities as soon as social distancing considerations permit.
- Collaborate with charities with similar aims to share ideas and develop joint bids.
- Continue to prioritise fundraising for core costs.
- Work towards expanding our operations as restrictions ease.
- Continue to develop a higher profile for Building Circles through increased publicity and marketing, and the use of social media.
- Continue to be ambassadors for people with learning disabilities in our own communities.
- Continue accessing Corporate Sponsorship from local businesses.
- Continue to sell our sexual abuse prevention and sexual education training out of county.
- Find ways to continue to implement our vital work in schools in order to stop children bullying and abusing people with learning disabilities.
- Continue to offer paid employment and skills development to people with learning disabilities by careful mentoring and support.
- Look at new opportunities of development in line with the Charity’s vision and overall needs of people with learning disabilities in the County.
## **12. Financial Review**
## **12.1 Financial results**
The financial statements have been prepared in accordance with Note 1 to the Accounts.
The income from donations was lower this year at £10,162 (£16,954 in 2019/20) and charitable grants down at £85,426 compared with £138,736 last year. This was made up by the Coronavirus Job Support Scheme (CJSS) which paid £62,167 to support staff unable to work during restrictions. The Charity approved the top up of salaries as a staff retention measure. Operational costs reduced to £128,258 (£191,964 in 2019/20). As a result, the reserves increased from £143,964 to £173,597. It is important to recognise that a substantial proportion of the reserves at each year end are committed to expenditure in the following year as support programs and related funding straddle the financial years. Although general funds were reduced due to Covid-19 and the need to supplement salaries, the flexibility afforded by funders has allowed the level of unrestricted funds to remain broadly the same.
## **12.2 Post Balance sheet impact of COVID 19**
The Trustees agreed to report the impact of COVID 19 as a Significant Incident last year to the Charities Commission due to the scale of the impact on the charity’s operations from the end of March 2020 following the Government announcement on Isolation rules on 16 March 2020. As a result, all Sexual Abuse Prevention training for vulnerable people and Bullying Prevention of Vulnerable adults training in schools was halted. All social inclusion events, hobby workshops and choir sessions discontinued. All meetings between Volunteers and people with learning disabilities were cancelled resulting in increased levels of social isolation. Employees where appropriate were placed on furlough under the Government CJSS.
The budgeted costs for the year ended 31 March 2021 were 40% lower than in 2019/20 but this level cannot be sustained in 2021/22 as activity resumes.
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**Building Circles**
The unrestricted funds have been used to meet those costs that cannot be charged to the restricted funds whilst the Isolation restrictions apply. However, many funders have agreed to support the limited use of up to restricted funds for non-restricted purposes to ensure the charity can restart operations as the COVID 19 Isolation rules are relaxed.This has been reflected in the attached accounts.
The split between Restricted and Unrestricted funds were wrongly stated in the 2019/20 accounts and this has been corrected in the last years values.
The UK economy is in recession and economic recovery is still uncertain due to the impact of COVID 19 and the slow return to normal social conditions. However, the Charity continues to bid for new funding and in particularly is seeking medium term grants to improve sustainability of its charitable activities. Funds of £173,597 are carried forward into 2021/22 and further substantive funding grants are expected to be secured. The Trustees consider that as a result of the action taken to minimise ongoing operating costs during the pandemic and by improving the recurrent level of funding secured, the charity is a going concern. Resumption of operations in 2021/22 is likely to increase costs but a more robust financial strategy will improve the availability of funds.
## **12.3 Unadjusted Post Balance sheet events**
Redundancy costs of £3,434 in June 2020 were not adjusted in 2019/20. There are no equivalent events in 2020/21.
## **12.4 Reserves Policy**
The Trustees have adopted a prudent management approach to ensure the Unrestricted Funds Reserve does not fall below a minimum level that would, if circumstances changed for whatever reason, not only enable the Charity to meet its financial obligations, but also allow the operations of the charity to be funded for at least 2 months without drawing on any Restricted Funds.
The Trustees have agreed that, as the operating costs and staffing levels have reduced and a better system for controlling the management of leave adopted, the minimum reserve should be reduced to £25,000 (2020/21 £35,000). The Unrestricted Fund Reserve was £47k at the year-end (2019/20 £54,437) after recognising the flexibility of restricted funds of up to £30,000.
## **13. Risk Assessment**
## **13.1 COVID 19**
Although there are still risks, the impact of The COVID 19 is reducing as restrictions are eased with restrictions expected to end on 21[st] June 2021. The charity can restart operations on a limited basis from the first quarter of 2021/22 and expand as restrictions ease. Reliance on the Coronavirus Job Support Scheme will be reduced. Restrictions and home working has had a negative impact on staff and the risk to retaining key employees remain. There is a need to rebuild unrestricted funds once operations commence.
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Building Circles
13.2 Ethnomk Atsks
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Treasurer
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**Building Circles**
## **Accounts for the year ended 31 March 2021**
## **Independent examiner’s report to the trustees of Building Circles in Gloucestershire**
I report on the accounts of the Charity for the year ended 31 March 2020, which are set out on pages 2 to23 **.**
## **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 this 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
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**Building Circles**
**----- Start of picture text -----**
Building Circles
Charity
Number
Statement of Financial Activities for year ended
1178538
31 March 2021
Restricted Endow-
Unrestricted income ment Total this Total last
funds funds funds year year
£ £ £ £ £
Income and endow-
ments from: (Note 2)
- -
Donations and legacies 10,162 10,162 16,954
Charitable Activities 78 85,348 - 85,426 138,736
Other Trading Activities - - - -
Investments 136 - - 136 626
Other income 1,179 60,988 - 62,167 17,730
Total 11,555 146,336 - 157,891 174,046
Expenditure on:
(Note 3)
Raising Funds - 14,487 - 14,487 25,817
Charitable Activities -
14,656 98,461 113,117 165,553
Other 654 - - 654 594
Total 15,310 112,948 - 128,258 191,964
Net gains/(losses) on in-
vestments - - - - -364
Net income / (expendi-
- - -
ture) 3,755 33,388 29,633 18,282
Transfers between funds -836 836 - - -
Net Movement in Funds -4,591 34,224 - 29,633 -18,282
Reconciliation of Funds
Total funds brought for-
ward 47,495 96,469 - 143,964 162,246
Total funds carried for-
ward 42,904 130,693 - 173,597 143,964
**----- End of picture text -----**
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**Building Circles**
## **Note 1 Accounting Policies**
## **1.1 Basis of accounting**
The Financial statements have been prepared in accordance with the Charities Act 2011 and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard (FRS 102) published on 16 July 2014 as amended by Updates Bulletin 1 on 2 February 2016 and Bulletin 2 on 5 October 2018.
## **1.2 Reporting of Grant Income and Costs related to fund raising**
The 2020/21 income received as Grants specifically for the provision of services has been classified as appropriate under Charitable Activities in line with the 2019/20 accounts. The costs incurred in raising funds (predominantly bid preparation) have been seperately disclosed in the 2020/21 figures. This is lower than in 2019/20 due to Covid-19 which restricted both activities and potential funding opportunities.
## **1.3 Preparation of the accounts on a going concern basis**
The impact of COVID 19 was substantially addressed by reducing the ongoing operational costs during 2019/20 . Some of these costs were still incurred in the first quarter of 2020/21.The Coronavirus Job Retention Scheme was used extensively to protect the Charities resources when memebers of staff were unable to deliver services due to restrictions. In addition, funds of £144k were brought forward from 2019/20 ans as well as the £62k from the Coronorvirus Job Retention Scheme, new grants and donations totalling £96k were received. Many funders authorised some flexibility in the methods of delivery including on-line training. Although plans to restart charitable activities in the latter part of 2020 was not possible,the time was used to produce training matreials and improve governance. It is expected that from May 2021, activities can begin to return to normal with government restrictions planned to end completely on June 21st.With the healthy fundholding and activities set to resume imminently, the charity is a going concern.
## **1.4 Income recognition**
All income is recognised once the charity has entitlement to the income, it is probable that the income will be received and the amount of income receivable can be measured reliably.
Donations are recognised when the Charity has been notified in writing of both the amount and settlement date. In the event that a donation is subject to conditions that require a level of performance before the charity is entitled to the funds, the income is deferred and not recognised until either those conditions are fully met, or the fulfilment of those conditions is wholly within the control of the charity and it is probable that those conditions will be fulfilled in the reporting period. Investment Income; interest on funds held on deposit is included when receivable and the amount can be measured reliably by the charity; this is normally upon notification of the interest paid or payable by the bank.
Other Income for 2020/21 is almost exclusively the Coronovirus Jon Retention Scheme. No benefits in kind (e.g.office space) were received in 2020/21. Volunteer help; the value of any voluntary help received is not included in the accounts but is described in the trustees’ annual report.
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**Building Circles**
## **1.5 Fund Accounting**
Unrestricted funds are available to spend on activities that further any of the purposes of charity. Restricted funds are donations which the donor has specified are to be solely used for particular areas of the Trust’s work or for specific projects being undertaken by the Charity.
## **1.6 Expenditure Recognition, Post Balance Sheet events**
Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably.
All expenditure is accounted for on an accruals basis. All expenses including support costs and governance costs are allocated or apportioned to the applicable expenditure headings.
## **1.7 Governance Costs**
Includes costs, where incurred, of the preparation and examination of statutory accounts, the costs of trustee meetings and cost of any legal advice to trustees on governance or constitutional matters.
## **1.8 Grants payable without performance conditions**
These are only recognised in the accounts when a commitment has been made and there are no conditions to be met relating to the grant which remain in the control of the charity.
## **1.9 Tangible Fixed assets and depreciation**
All assets costing more than £500 (2020 £500) are capitalised and valued at historical cost. Depreciation is charged on furniture and equipment on a straight-line basis over their estimated useful life of five years from the year of acquisition.Where an asset is purchased on or close to the end of the accounting period, depreciation starts in the next accounting year.
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