Beyond Reflections AGM 12th November 2022 beyond reflectthS ## Chair of Trustees Report 2022 AGM – Beyond Reflections ## What are Trustees? Trustees are the people who share ultimate responsibility for the governing of Beyond Reflections and directing how it's managed and run. Our current trustees are: - Jenny Harvey - Jon Wallace - Melissa Tilling - Paul Draycott - Samantha Cartwright - Scott Johnson The current board is 100% comprise of volunteers. We then have Andi, as the CEO, and their fantastic team of staff and volunteers, to deliver the services. ## Current Challenges Beyond Reflections has face a number of issues in the past year, including: - Continued Squeeze on the NHS - COVID-19 - Government Changes - Hostile Media Environment - Increased costs ## What's Been Happening? It's not all doom and gloom. We are resilient and have achieved a lot. - Rebranding – We've become Beyond Reflections. From updating our name, creating a new website, and everything that goes with it. We've maintained our strategic direction, but refined our operations. - Continuation of service - We haven't stopped, and continue to deliver a fantastic service. - Being a "Voice of Experience", providing education and support. - Being a safe place for members, and by focusing on support, and not activism - Building Reach – Working with other charities and organisations to help a greater support network for our members. ## What's Been Happening? - We've reopened our office in Southampton and employed new staff. - Restarted face to face counselling and wellbeing sessions in Southampton - Adapted our services to ensure as many people are supported as possible. - Improved our systems in the office and communications. - New and improved policies # Chief Executive’s State of the Nation Andi, a cautious optimist ## Contents - Fundraising - Pride - New website - New staff - Grant outlook - Business Plan refinements - Continuing to expand - Civi - EDI policy Fundraising Urgent need for funds https://www.justgiving.com/campaign/Beyo ndReflections22-23 Total raised since we launched our appeal at the start of October £728 (JG) + Patricia to give amount Total raised first half of year £5053 – shout out to Markerstudies who raised £1300 Reviewed staffing and resources ## Pride - Amazing to be back out - Connecting with new members, volunteers and supporters across four counties - Ambitious and successful - Abigail will give more information ## New Website - Professional, fast, easy to navigate - Donation link prioritised - Clean and crisp - Runs on 100% renewable energy - Produces 0.538g of CO2 per visit, old site 6.4g per visit - Accessibility widget - Can change font size, font colour, background colour and button colours - crosshair feature - coded for screen readers - Google efficiency 99% on desktop, 84%% on mobile devices, old site 68% and 17% ## Grant Outlook - Beyond Reflections Against Cancer - £3700 for raising awareness of the importance of cancer screening with members and surveying people’s experiences of cancer screening - Current bid for Developing Community Researchers and Whatever It Takes - Awards for All £10k, successful - HIWCF for £5k, at stage 2 - Steel Charitable Trust (for 2023-2024 salaries)- stage 1 submitted - Year five of National Lottery Reaching Communities grant for 23-24, application for second set of funding to be submitted (~£62k) - Tudor ends this year, can’t reapply – their rules – support new ideas ## Business Plan refinements - Continue to work on strengthening services - The cost of mental wellbeing - Board recommended focus on home area for F2F, not national expansion - Income growth not as projected - Business development projects took longer than expected - Opened face-to-face locations for therapy but not for support groups - Lack of volunteers - Improving support for volunteers - Single session therapy pilot ## National Vision - Still building on our success - Small but punching above our weight - Covid put brakes on our development through networking, that’s now coming back - Wellbeing report National ## Upcoming Events - Trans Awareness Week 13[th] – 19[th] November - Share our content on social media - Fly the Trans Flag to show that allies are everywhere - Transgender Day of Remembrance 20[th] November - Beyond Reflections Against Cancer Your Experiences survey - January 2023 - Trans Day of Visibility 31[st] March ## • Transparity Conference - Wednesday 12[th] April, Bournemouth University Prepared by Andi Maratos Date: 07/12/2022 CONFIDENTIAL Page 1 of 11 ## **Overview** 2022 was another year of hard work and great successes for Beyond Reflections culminating in our rebranding and launch of the new national business plan at the AGM. In 2022 each month Beyond Reflections supported on average 172 members through: 21 support groups, 2 wellbeing drop-ins and 87 counselling sessions delivered by 48 volunteers. Our members continue to achieve significant goals through our support, being empowered to make healthy decisions about their future. We have delivered more support than ever and have the processes in place to ensure consistently high service standards. Our volunteers donated significant amounts of time and expertise, and many achieved professional landmarks and qualifications. Our volunteer training has been standardised and streamlined. Providing all volunteers, whatever their role, with a full induction into Beyond Reflections operations. Significant work has been carried out within the administration of Beyond Reflections. New staff roles have been created and the team ended the year at full strength with eight staff: CEO, Operations Manager, Finance Officer, Volunteer Coordinator, Member Experience Officer, Projects and Events Administrator, and Counselling Administrator. This team provide the structure and support necessary to deliver the services and to promote Beyond Reflections nationally. HR processes and procedures have been strengthened with a full revision of the staff handbook and a two-week induction put in place for new staff. The year brought several additional challenges. Some of which can be attributed to the second year of the pandemic, others to growing and learning as a charity. We have not been able to add to our funds through events. Working during the pandemic required a lot of time and learning on the part of the whole team to work effectively online. There was a significant increase in the training and support needed by staff and volunteers as well as cultural changes needed for staff to collaborate in this space. The loss of the shared working environment has had an impact on the causal sharing of information which keeps a team on vision. Lessons have been learnt around supervision of remote staff and volunteers as well as the need to accurately specify projects before starting. The increase in complexity of the work resulted in the majority of Beyond Reflections’ expenditure being refocused into staffing. This will continue into 2023, requiring a revision to the purpose of the Reaching Community grant to cover more core costs. Date: 07/12/2022 Page 2 of 11 CONFIDENTIAL ## **Activities** ## **Wellbeing Statistics** The overall wellbeing of incoming members has decreased since last year. Resulting in a greater demand for our services and more challenging cases being presented for our volunteers. **----- Start of picture text -----**
Wellbeing Disclosure TNQ new members
90% 81% 80% 81%
80%
70% 62%
55% 57% 57%
60% 48% 50% 50%
50%
39%
37% 36% 36%
40%
30% 23%25%
20% 14%12%
10%9%
10%
0%
2022 2021
Wellbeing Disclosure F&F new members
70%
59%
60%
47%
50% 44% 44%
40% 33%
30% 24% 22%
18% 18%
20% 11% 12%11% 11% 12%11%
6% 6%
10%
0% 0%0%
0%
2022 2021
**----- End of picture text -----**
The number of people requiring our services has continued to increase. This is due to the increase in our reputation and reach, and an increase in need for our services due to the increased waiting times for the GICs and the increasingly transphobic Date: 07/12/2022 Page 3 of 11 CONFIDENTIAL culture in the UK which exacerbates gender dysphoria as shown in the Galop Transphobic Hate Crime Report 2020. The graph below shows the number of assessments carried out in 2022, contrasted to the average in 2021. The peaks in August, September and November are linked to our summer fundraiser, Southampton Pride and our Allies Awareness campaign Fly the Trans Flag which runs during November and links with Trans Day of Remembrance. **----- Start of picture text -----**
Assessments
25
20
Assessments
15
First Contacts with Safeguarding
10 concerns
2021 average
5
0
Apr May June Jul Aug Sept Oct Nov Dec Jan Feb Mar
**----- End of picture text -----**
## **Support Groups** Beyond Reflections has more members and more support groups than ever. The hardcore of volunteers delivering support groups has been strengthened through continual recruitment and despite the loss of our volunteer coordinator in the summer. A massive thank you to the hardcore of Core Service Delivery support group volunteers who kept the groups running during December. Both August and December have been identified as months where volunteers and members are often on holiday. This is now made explicit in member and volunteer documentation, allowing for planned partial downtime during these months. Date: 07/12/2022 Page 4 of 11 CONFIDENTIAL ## Member supported at Trans & Questioning Groups **----- Start of picture text -----**
70
60
50
Attendance T7
Attendance T6
40
Attendance T5
Attendance T4
30 Attendance T3
Attendance T2
Attendance T1
20
10
0
Apr May June Jul Aug Sept Oct Nov Dec Jan Feb Mar
**----- End of picture text -----**
**----- Start of picture text -----**
Wellbeing DropIns
70
60
50
40
30
20
10
0
Apr May June Jul Aug Sept Oct Nov Dec Jan Feb Mar
Attendance W1 Attendance W2
**----- End of picture text -----**
Date: 07/12/2022 Page 5 of 11 CONFIDENTIAL **----- Start of picture text -----**
Total group attendance
400
350
300
250
200
150
100
50
0
Apr May June Jul Aug Sept Oct Nov Dec Jan Feb Mar
Total group attendance
**----- End of picture text -----**
The parents’ group was running well until the departure of our second facilitator. This shows we have strong demand and a great service. A new facilitator is being trained and this group should restart in September. Attendance Parents Group **----- Start of picture text -----**
16
14
12
10
8 Attendance P1
Average
6
4
2
0
Apr May June Jul Aug Sept Oct Nov Dec Jan Feb Mar
**----- End of picture text -----**
## **Counselling** Date: 07/12/2022 Page 6 of 11 CONFIDENTIAL **----- Start of picture text -----**
Counselling
120 50
45
100
40
35
80
30
60 25
20
40
15
10
20
5
0 0
Apr-21 May-21 Jun-21 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Jan-22 Feb-22 Mar-22
Counselling Sessions Active Counsellors Clients Allocated Clients Ended Waiting list
Hours
Number of counsellors
**----- End of picture text -----**
Counselling sessions are the same as 2021, an average of 87 per month with the number of counsellors averaging 14. New counsellors are being recruited but supervision remains the bottleneck. Trained counsellors are leaving once they have completed their placement hours. Work is in progress to see if we can support them back into the service after a break rather than losing them entirely. The waiting list continues to rise. ## **Volunteers** The role of the Volunteer Coordinator (VC) is critical to the operation of Beyond Reflections. Unfortunately, in 2022 this role was unfilled from August to January leaving recruitment, welfare, and training of all volunteers to the Operations Manager (OM), Member Experience Coordinator (MXC), and the Head of Counselling. It is testament to the dedication of these team members, with the support of our volunteer counselling supervisor that volunteer recruitment and training continued, additional support groups were developed and the threefold increase in membership enquiries was managed so well. _Volunteer recruitment_ A review of volunteer recruitment with the VC, MXC, CEO and Social Media Officer (SMO) identified the application process as the key barrier to recruitment. Enquiries were coming in but not being converted into applications. The Word application form was converted to a Smart Survey: https://www.smartsurvey.co.uk/s/BRVolunteerApplication/ with immediate results. Unfortunately, quantitative data was not captured during most of this period due to the staffing issues. Date: 07/12/2022 Page 7 of 11 CONFIDENTIAL **----- Start of picture text -----**
Volunteer Hours
600
500
400
300
200
100
0
Total volunteer hours
**----- End of picture text -----**
- Total volunteer hours donated 2022 was 4425, - This is a 30% decrease from 2021. The most significant loss was that of adhoc volunteering which should have come from the Summer Fundraiser. - Total value of the volunteer hours donated was £66,991 based on the ONS value of £15.14 per hour Date: 07/12/2022 Page 8 of 11 CONFIDENTIAL ## **Summary of the Highlights and Challenges of year** ## **Highlights** - The launch of the new business plan, name and branding at the AGM was the culmination of six months of hard work. The logo, designed by a member, has been highly commended as a professional piece of work. The work energised the charity to move forward and clarified objectives. Rebranding has had significant impact on our reputation nationally which has led to more connections and more engagement. - Southampton Pride was a great success, and very nice for the team and members to meet in person. The number of interactions and member and volunteer signups were commensurate with previous years. - For most of 2022 Beyond Reflections staff continued to work online however returning to Face-to-Face was a priority. Reopening our Southampton wellbeing group in February and opening counselling at our Southampton office strengthened our contacts with our members. Managing our staff making the transition back to working in an office brought challenges and benefits, not least being able to conduct the induction of new staff in our office in Southampton. - Counsellor Away Day – a Saturday training event which brought together the whole counselling team in a face-to-face space for training and socialising. Very successful and to be repeated six monthly. - Volunteer training and development refined and is producing excellent results. - The implementation of monthly operations meetings and the collection and presentation of data by the team has led to significant improvements in communication and in process control. Improvements include monthly volunteer celebrations, the six-monthly member review process and regular feedback from social media about our reach. ## **Challenges** - Get Fit for Chrysalis #GF4C – This was our summer fundraiser introduced to replace Tour de Trans when it became evident that the lead rider was unable to deliver the project. It should have been a good replacement, with staff and volunteers signing up and engaged but the loss of our social media officer for most of the summer meant we couldn’t maximise reach and keep runners engaged. The event achieved about 25% of target Date: 07/12/2022 Page 9 of 11 CONFIDENTIAL - Data Protection breach – the investigation and handling of the breach and ongoing issues created by the further actions of the former volunteer concerned cost us severely. - Trans Day of Visibility (31[st] March 2022) fundraiser. This was unsuccessful as a fundraiser but hit reputation targets through increasing our number of followers. Lessons learnt from this have strengthened our Project and Events processes ## **Future funding** Beyond Reflections’ budget for 2022 was cautious. The charity had funds but the external situation was perilous. This means we enter 2023 with sufficient security to continue with our plans however the charity urgently needs to access additional grant funds. Funding with Tudor Trust of the CEO salary ends in May 2023. The National Lottery Reaching Communities fund has been used to cover staffing and office costs and a revised budget will be prepared for years 4 and 5 of the grant. The future of the charity relies on our fundraising efforts through events and through additional grant funding. Date: 07/12/2022 Page 10 of 11 CONFIDENTIAL ## **About Beyond Reflections** We are Beyond Reflections, a mental wellbeing charity operating in England and Wales. Supporting trans, non-binary, and questioning adults, their family, and friends. ## **Additional information** Beyond Reflections is a registered charity (1187351) providing safe, confidential spaces in England and Wales for trans+ people, their family, and friends to meet with peers; engage in counselling; participate in facilitated group work and to attend workshops. We are a third-party hate crime reporting centre and provide training, networking, outreach and consultancy services to the public and private sector. Check out our website for more information and contact the office info@beyondflections.org.uk or on 03448 468 545 to speak to one of the team. **/ BeyondReflectUK Registered Charity 1187351** **Beyond Reflections, Unity 12, 9-19 (odds) Rose Road, Southampton, SO14 6TE** **www.beyond-reflections.org.uk, 03448 468545, info@beyond-reflections.org.uk** Date: 07/12/2022 Page 11 of 11 CONFIDENTIAL **BEYOND REFLECTIONS** (On 27th November 2021 formal name change from Chrysalis) |**CHARITY NUMBER**
1187351
**ANNUAL ACCOUNTS for the YEAR ENDED 31st MARCH**
**2022**
**STATEMENT of FINANCIAL ACTIVITIES**
NOTE
INCOME
Donations and legacies
3
Charitable activities
3
Other trading activities
3
Interest received
Other
EXPENDITURE on:
Staff costs
4
Other
4
Net income/(expenditure)
Extraordinary items
Other gains/(losses)
Net movement in funds
RECONCILIATION OF FUNDS
Total funds b/fwd
Prior Year Adjustment
TOTAL FUNDS c/fwd|2022
31491
5502
7
37000
85262
35522
120784
-83784
0
0
-83784
51485
0
-£32,299|2021
113184
5674
0
118858
73790
27080
100870
17988
0
0
17988
29015
4482
£51,485| |---|---|---| **BEYOND REFLECTIONS** (On 27th November 2021 formal name change from Chrysalis) ## **CHARITY NUMBER** 1187351 ## **ANNUAL ACCOUNTS for the YEAR ENDED 31st MARC 2022** |**BALANCE SHEET**
Note
FIXED ASSETS
Tangible Assets
5
Total fixed asset s
CURRENT ASSETS
Debtors and prepayments
6
Stocks
Cash at bank and in hand
7
Total current assets
CREDITORS
Amounts falling due within one year
8
NET CURRENT ASSETS
TOTAL NET ASSETS
CHARITY FUNDS
RESERVES
Restricted funds
Unrestricted funds
TOTAL FUNDS|2022
4959
4959
2592
2078
48669
53339
4197
49142
£54,101
52600
1500
0
£54,100|2021
3791
3791
358
0
60537
60895
65
60830
£64,621
51485
9707
3431
£64,623| |---|---|---| Signed by on behalf of all the trustees: Signature Print name Date of approval **BEYOND REFLECTIONS** (On 27th November 2021 formal name change from Chrysalis) ## **CHARITY NUMBER** 1187351 ## **ANNUAL ACCOUNTS for the YEAR ENDED 31st MARCH 2022** ## **NOTES TO THE ACCOUNTS** NOTE 1 1.1 BASIS OF ACCOUNTING These accounts have been prepared under the historical cost convention with items recognised at cost or transcation value unless otherwise stated . The accounts have been prepared in accordance with the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and with the Charities Act 2011 ## 1.2 GOING CONCERN There are no material uncertainities relating to events or conditions that cast significant doubt on the charity's ability to continue as a going concern |NOTE|2|2.1 INCOME|| |---|---|---|---| |||Recognition of income|These are included in the Statement of Finnacial Activities (SoFA) when:| ||||the charity becomes entitled to the resources and it is more than likely than| ||||not that the trustees will receive the resources; and| ||||the monetary value can be measured with sufficient reliability| |||Offsetting|There has been no offsetting of assets and liabilities, or income and expenses,| ||||unless required or permitted by the FRS 102 SORP or FRS 102| |||Grants and donations|Grants and donations are only included in the SoFA when the general income| ||||recognition criteria are met (5.10 to 5.12 FRS102 SORP)| |||Tax reclaims on donations|Gift Aid receivable is included in income when there is a valid declaration from| |||and gift|the donor. Any Gift Aid amount recovered on a donation is considered to be| ||||part of that gift and is treated as an addition to the same fund as the intial| ||||donation unless the donor or the terms of the appeal have specified otherwise| |||Volunteer help|The value of any voluntary help received is not included in the accounts| ||||but is included in the trustees annual report| |||Income from membership|Membership subscriptions received in the nature of a gift are recognised| |||subscriptions|in Donations and Lagacies| |||2.2 EXPENDITURE|| |||Liability recognition|Liabilities are recognised where it is more likely than not that there is a legal| ||||or constructive obligation commiting the charity to pay out resources and| ||||the amount of the obligation can be measured with reasonable clarity| |||Deferred income|No material item of derred income has been included in the accounts| |||Creditors|The charity has creditors which are measured at settlement amounts| ||||less any trade discounts| |||Provisons for liabilities|A liability is measured on recognition at its historical cost and then subsequently| ||||measured at the best estimate of the amount required to settle the obligation| ||||at the reporting date| |||2.4 ASSETS|| |||Tangible fixed assets|These are capitalised if they can be used for more than one year and are depreciated| ||||over their expected useful lives at the following annual rates:| ||||fixtures and fittings
20%| ||||equipment
15%| ||||computers
33%| |||Stocks|Stocks held for sale as part of non-charitable trade are measured at net realisable| ||||value.| |||Debtors|Debtors are measured at the cash or other consideration expected to be received| **BEYOND REFLECTIONS** (On 27th November 2021 formal name change from Chrysalis) ## **CHARITY NUMBER** 1187351 ## **ANNUAL ACCOUNTS for the YEAR ENDED 31st MARCH 2022** ## **NOTES TO THE ACCOUNTS** |NOTE 3
ANALYSIS OF INCOME
Donations and legacies :
Donations and gifts
Gift Aid
General grants
the National lottery Community Fund
Reaching Communities
Tudor Trust
Membership subscriptions
(which are, in substance, donations )
Other
Charitable activities
Other trading activities:
Merchandise sales
Conference ticket sales
Training and counselling
TOTAL INCOME|Unrestricted Restricted
funds
funds
2022
£
£
£
10515
0
10515
11838
0
11838
0
54900
54900
0
30000
30000
8620
0
8620
518
0
518
31491
84900
116391
496
0
496
0
0
0
5006
0
5006
5502
0
5502
£36,993
£84,900 £121,893|2021
£
13164
4200
50708
40000
4795
plus £50
317
113184
492
Plus £110
3576
1606
plus £366
5674
£118,858| |---|---|---| **BEYOND REFLECTIONS** (On 27th November 2021 formal name change from Chrysalis) ## **CHARITY NUMBER** 1187351 ## **ANNUAL ACCOUNTS for the YEAR ENDED 31st MARCH 2022** ## **NOTES TO THE ACCOUNTS** |NOTE 4
ANALYSIS OF EXPENDITURE
Staff costs:
Salaries and wages
Social security costs
Pension costs (defined contribution scheme)
Recruitment costs
Other:
Staff and volunteer training
Rent, rates and service charge
Meeting centre
Insurance
Legal and professional fees
Telephone
Printing, postage and stationery
Equipment
Computer licenses and web hosting services
Website development
Software development
Computer consumables
Marketing, promotions and projects
Less: stock
Travel costs
Miscellaneous expenses
Sundry expenses
Financial costs;
Bank charges
Fundraising platform fees
Depreciation:
Fixtures and fittings
Equipment
Computer
TOTAL EXPENDITURE|2022
£
81770
1394
1258
840
85262
1492
15884
442
844
6204
1045
442
60
1495
1500
2270
1088
1086
-2078
329
968
606
33677
61
217
278
286
196
1085
1567
£120,784|2021
£
72065
521
1204
0
73790
12699
0
723
1800
926
277
1234
1221
0
3000
0
3736
0
-78
180
0
25718
0
0
0
548
814
0
1362
£100,870| |---|---|---| **BEYOND REFLECTIONS** (On 27th November 2021 formal name change from Chrysalis) ## **CHARITY NUMBER** 1187351 ## **ANNUAL ACCOUNTS for the YEAR ENDED 31st MARCH 2022** ## **NOTES TO THE ACCOUNTS** |NOTE 5
TANGIBLE FIXED ASSETS
COST or VALUATION
Balance b/fwd
Additions during year
Disposals during year
Balance c/fwd
DEPRECIATION
Balance b/wfd
Provison during year
Provison on disposal
Balance c/fwd
NBV as at :
31st March 2022
31st March 2021
NOTE 6
DEBTORS AND PREPAYMENTS
Prepayments accrued income
Other debtors
NOTE 7
CASH AND BANK IN HAND
Deposit account
Current account
Paypal
Petty cash
NOTE 8
CREDITORS AND ACCRUALS
Trade creditors
Accruals and deferred income
Taxation and social security|Fixtures
& fittings Equipment Computers
1896
1335
1922
758
-
1977
2654
1335
3899
548
174
640
286
196
1085
834
370
1725
£1,820
£965
£2,174
£1,348
£1,161
£1,922
2022
£
2430
162
£2,592
2022
£
40594
6115
1941
19
£48,669
2022
£
2995
24
1178
£4,197|TOTAL
5153
2735
7888
1362
1567
2929
£4,959
£3,791
2021
£
358
0
£358
2021
£
54587
3336
2235
379
£60,537
2021
£
0
65
0
£65| |---|---|---| **The mental wellbeing charity supporting trans, non-binary and questioning adults, and** **their family and friends.** ## **BEYOND REFLECTION ACCOUNTS 2021-22** **APPROVED BY MEMBERS AT AGM ON SATURDAY 12[th] NOVEMBER 2022** **ACCOUNTS INDEPENDENTLY EXAMINED AND APPROVED** **FORMAL WRITTEN OPINION OF 2021-22 ACCOUNTS TO FOLLOW SHORTLY** **Beyond Reflections, Unity 12, 9-19 (odds) Rose Road, Southampton, SO14 6TE** **www.beyond-reflections.org.uk, 03448 468545, info@beyond-reflections.org.uk** **/ BeyondReflectUK** **Registered Charity 1187351**