REGISTERED CHARITY NUMBER 300496 ## BERKSHIRE ## GIRLGUIDING ASSOCIATION ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020 ## BERKSHIRE GUIDE ASSOCIATION ANNUAL REPORT AND ACCOUNTS OF THE TRUSTEES (THE MEMBERS OF THE COUNTY EXECUTIVE COMMITTEE) |**CONTENTS**|| |---|---| |GENERAL INFORMATION|1| |TRUSTEES ANNUAL REPORT|2,3| |STATEMENT OF FINANCIAL ACTIVITIES|4| |BALANCE SHEET AS 31 DECEMBER 2020|5| |NOTES TO THE FINANCIAL STATEMENTS|6,7.8| |ANNUAL REPORT|9,10| ## BERKSHIRE GUIDE ASSOCIATION ## **OPERATING AS GIRLGUIDING ROYAL BERKSHIRE** ## **GENERAL INFORMATION For the year ended 31 December 2020** **TRUSTEES:** Mrs Jane Yorke Assistant County Commissioner Melanie Thomas Division Commissioner Mr Clive Stevenson WINGS Governance Group Pauline Fothergill Assistant County Commissioner Catherine Snell Joint County Commissioner Caroline Smith Division Commissioner Sarah France Joint County Commissioner Mrs Sue Jones WINGS Governance Group Mrs Beverly Ayres Chair of Finance Jan Stowell Division Commissioner ## **CHARITY RESISTRATION NUMBER** 300496 1 # **BERKSHIRE GUIDE ASSOCIATION** ## **OPERATING AS** ## **GIRLGUIDING ROYAL BERKSHIRE** ## **REPORT OF THE TRUSTEES** **For the year ended 31 December 2020** **The trustees present their report with the financial statements of the Berkshire Guide Association for the year ended 31 Dec 2020** ## **STRUCTURE AND GOVERNANCE MANAGEMENT** Berkshire Guide Association is a separately constituted branch of the Guide Association, which is incorporated by Royal Charter. It is registered as a charity (number 300496). The Royal Berkshire Guide Association is responsible for the administration of the Association's affairs within the County and for the general development of the principles, aims, organisation and rules of the Association in accordance with the Royal Charter, Bye-laws and the Guiding Manual. It is headed by one of the joint County Commissioners, who is Chair of the Executive Committee. Members of the Executive Committee are nominated or appointed in accordance with the procedures established by the Berkshire Guide Association. The charity trustees of the Berkshire Guide Association are the voting members of the Executive Committee. The Trustees who served during the year are shown on page 1. The trustees determine the general policies of the Berkshire Guide Association. The day to day running is delegated to the County Administrator/Finance team and other volunteers. ## **OBJECTIVES AND ACTIVITIES** Berkshire Guide Association shares the aims and objectives of the Guide Association: giving girls and young women a space where they can be themselves, have fun, build friendships, gain valuable life skills and make a positive difference to their lives and communities. We give them opportunities to be challenged and experience adventures that otherwise they would not have done. It is due to the commitment and excellent leadership of our adult volunteers, all of who give their time willingly and freely, that these opportunities are delivered and enjoyed by our members. ## **ACHEIVEMENTS AND PERFORMANCE** The County Commissioner produced an annual report which was presented at the AGM. This report details what members of the County have achieved to meet the aims and objectives of the Guide Association. To read the annual report, please refer to the appendix at the end of this report. ## **FINANCIAL REVIEW** The results for the year and the financial position of the Berkshire Guide Association are as shown in the Statement of Financial Account and Balance Sheet. 2 ## **BERKSHIRE GUIDE ASSOCIATION** ## **OPERATING AS GIRLGUIDING ROYAL BERKSHIRE** ## **REPORT OF THE TRUSTEES For the year ended 31 December 2020** Continued…...... ## **RESERVES** It is the policy of Berkshire Guiding Association to hold in reserve a maximum of £100,000, this is required to cover up to 3 month's salary payment and if needed redundancy money. This will also cover 3 months running costs for Thirtover Place, redundancy costs for the site manager, any repair work that many need to be undertaken on the building and grounds and loss of income due to circumstance beyond our control. This fund will also be held for the purpose of repair work to any other Guiding property owned by Berkshire Guiding Association and to cover any unforeseen losses resulting from the cancellation of large scales events (e.g. Windsor International Guide and Scout Camp (WINGS)) due to circumstances beyond out control. This policy is reviewed yearly. ## **STATEMENT OF TRUSTEES' RESPONSIBILITES** Law applicable to charities in England and Wales requires the trustees to prepare financial statement for each financial year which gives a true and fair view of the state of arrears of the County Association and of its financial activities for that period. In preparing those financial statements, the trustees are required to: - select suitable accounting policies and then apply them consistently; - make judgements and estimates that are reasonable and prudent; - state whether applicable accounting standards and statements of recommended practice have been followed, subject to any departures disclosed and explained in the financial statement; - prepare the financial statement on the going concern basis unless it is inappropriate to presume that the County Association will continue in business. The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the County Association and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. ON BEHALF OF THE TRUSTEES: County Commissioner Chair of Finance Date 3 ## BERKSHIRE GUIDE ASSOCIATION ## **OPERATING AS** ## **GIRLGUIDING ROYAL BERKSHIRE** ## **STATEMENT OF FINANCIAL ACTIVITIES For the year ended 31 December 2020** **----- Start of picture text -----**
Unrestricted Designated Restricted Total Total
funds funds funds 2020 2019
£ £ £ £
Incoming resources
Membership subscriptions 71951 71951 68564
Donations 443 6250 6693 10904
Bequest 0 10000
Training courses 2109 2109 2820
Activities receipts 1873 1873 8514
Income from facilities at county centres 12715 12715 51114
Social activities 2135 2135 3181
Sundry income 0 300
Sales of badges and sundry items 857 857 0
Grants received 11524 11524 0
Insurnace Claims 1190 1190
Interest 13 13 33
Total incoming resources 104810 0 6250 111060 155430
Resources expended
Running costs of county centres 47616 47616 92961
Grants 4265 224 3854 8343 19193
Training costs/expenses 5888 5888 17088
Activities expenses 749 749 3925
Communications/PR 734 734 13033
Social activities expenses 0 0 0
Administration expenses 16260 16260 24767
County Personnel Expenses 1329 1329 4336
County Co-ordinators expenses 0 0 608
Special Events 0 0 0
Purchases of badges and sundry items 0 0 979
Equipment Replacement/Maintenance 0 0 0
Storage 2778 2778 2459
Special Projects 8252 8252 43611
Depreciation 10397 10397 16652
Total resources expended 98268 224 3854 102346 239612
Net incoming resources 6542 -224 2396 8714 -84183
Gross transfer between funds 0 0 0 0 0
Net movement in funds 6542 -224 2396 8714 -84183
Total funds brought forward 186800 452790 62946 702536 786719
Total funds carried forward 193342 452566 65342 711250 702536
**----- End of picture text -----**
4 ## **BERKSHIRE GUIDE ASSOCIATION** ## **OPERATING AS GIRLGUIDING ROYAL BERKSHIRE** ## **BALANCE SHEET For the year ended 31 December 2020** **----- Start of picture text -----**
Notes 2020 2019
£ £ £ £
Fixed Assets:
Tangible assets 2 420374 430294
Current Assets:
Stock 3 6944 5723
Debtors 4 2768 1127
Overpayment 4 290 709
Prepayments 4 2382 9655
Loans 4 3392
Cash at bank & in hand 287575 292214
303351 309429
Creditors: amounts falling due within one year
Creditors 5 4882 10795
Loan 5 1482 0
Income in advance 5 4537 25665
Securuty Deposits 5 1450 0
Accruals/Expenses 5 124 728
12475 37187
Net Current Assets 290876 272242
Net Assets 711250 702536
Funds
Restricted Funds 6 65342 62946
Designated Funds 7 420374 452790
Unrestricted Funds 225534 186800
711250 702536
**----- End of picture text -----**
5 ## **BERKSHIRE GUIDE ASSOCIATION** ## **OPERATING AS GIRLGUIDING ROYAL BERKSHIRE** **BALANCE SHEET For the year ended 31 December 2020** ## **Notes to the Accounts for the year ended 31st December 2020** **1 Accounting Policies** Deprecation Freehold property 2% straight line Training and General Equipment 25% reducing balance |**2 Tangible Assets**
**Cost**
at 31st December 2019
additions
disposals
**at 31st December 2020**
**Depreciation**
at 31st December 2019
change for the year
adjustment re disposals
**at 31st December 2020**
**Net book value**
**at 31st December 2020**
at 31st December 2019
**3 Stocks**
Badges
Other stock for resale|Land and
buildings
£
718683
**718683**
293923
8495
**302418**
**416265**
424760|Training
Equipment
£
2512
**2512**
1874
429
**2303**
**209**
638
2020
**£**
2240
4704
6944|General
Equipment
£
24848
519
400
**24967**
19952
1473
358
**21067**
**3900**
4896|Total
£
746044
**746044**
315749
10397
**325788**
**420374**
430295
2019
**£**
1517
4206
5723| |---|---|---|---|---| 6 ## **BERKSHIRE GUIDE ASSOCIATION** ## **Notes to the Accounts for the year ended 31st December 2020 Cont.…...** |**4 Debtors**
Due within one year
Debtors
Prepayments
Loan
Overpayments
**5 Creditors**
Amounts falling due within one year
Creditors
Loan
Income in advance
Security Deposits
Accrued expenses
**6 Restricted Funds**
Balance at
1st January
2020
£
Jenkins Trust
1517
Stratton Bursary
519
Doris Bridgeman Fund
10939
Janet Shurmer Fund
19384
E Turner Fund
25587
June Braithwaite Fund
5000
62946|2020
**£**
2768
2382
3392
290
8832
2020
**£**
4882
1482
4537
1450
124
12475
Incoming
resources
£
6250
6250|Resources
expended
£
2344
1510
3854|2019
**£**
1127
9655
0
709
11491
2019
**£**
10795
0
25665
0
728
37187
Balance at
31st December
2020
£
1517
519
14845
19384
25587
3490
65342| |---|---|---|---| - Jenkins Trust - Thirtover Place is for the costs relating to the provision and maintenance of climbing equipment. - Stratton Bursary - the interest from the fund of £500 is to be used towards a grant to send a girl on an international visit. - Doris Bridgeman Fund - this fund was rename in 2019, it was previously The Douglas Martin Trust Fund. It is a hardship fund to provide grant assistance for young girls aged under 18 in the relief of poverty or health or educational purposes. - Janet Shurer Fund - this fund is for the provision of an Archive Headquarters. - June Braithwaite Fund - this fund is for WINGS 2021 grants 7 ## **BERKSHIRE GUIDE ASSOCIATION** ## **Notes to the Accounts for the year ended 31st December 2020 Cont.…...** ## **7 Designated Funds** |Fixed Assets Fund
Leadership & Training
WINGS
**Funds allocation summary**
Restricted Funds
Designated Funds
Unrestricted Funds|Balance at
1st January
2020
£
430294
2355
10000
442649
Fixed Assets
**£**
0
420374
0
420374|Incoming
resources
£
119
119
Net Current
Assets
**£**
65342
0
225534
290876|Resources
expended/tr
ansfers
£
10039
224
10264
2020 Total
**£**
65342
420374
225534
711250|Balance at
31st December
2020
£
420374
2131
10000
432505
2019
Total
**£**
62946
452790
186800
702536| |---|---|---|---|---| ## **8 Funds allocation summary** ## **9 Trustees' Remuneration and expenses** Trustees' received expenses totalling £809 (2019 - £3590) in respect of travel costs. There have been no related party transactions in the reporting period 8 ## **BERKSHIRE GUIDE ASSOCIATION** ## **OPERATING AS** ## **GIRLGUIDING ROYAL BERKSHIRE** ## **ANNUAL REPORT For the year ended 31 December 2020** **The trustees present their report with the financial statements of the Berkshire Guide Association for the year ended 31 Dec 2020** 2020 started off for Girlguiding Berkshire as a normal year. Our annual Commissioners’ Conference in January focussed on Membership and Growth identifying ways that as a County, Divisions and Districts we could strengthen our membership. At the end of January Girlguiding South West England held a roadshow in Berkshire with a formal reception on Friday evening and an activity day for girls at Red Kangaroo on the Saturday. Both parts of the event were well attended and enjoyed by all. The Region team were back in Berkshire on 22 February to host “All the worlds a stage”, a theatre and arts based event for all sections celebrating Thinking Day, at Garth Hill College. 2000 girls and leaders attended from across the Region. We were joined by the Deputy Chief Guide for some of the day, and the buzz throughout the school was palpable. Girlguiding wouldn’t exist without our volunteer leaders and on 15 March we held our annual thanks and recognition event at the Calcot Hotel in Reading. Twenty seven awards were presented to our volunteers at the event, 14 long service and 13 county awards, with a further 13 awards presented locally. This event proved to be the last face to face event of the year as COVID restrictions were enforced the following week. Despite the restrictions, Guiding did not stop, but we do now have a whole new vocabulary. Throughout the lockdown there has been no pressure on leaders to do more than they could cope with. Across the County Zoom licences were obtained, leaders posted activity ideas on Facebook, activity packs were delivered to girls’ doorsteps, or leaders kept in touch by email. Units have teamed up together to run meetings and sleepovers over zoom. As restrictions lifted in the summer, some were able to meet face-to-face outdoors, albeit with reduced numbers and with COVID-safe practices in place. As restrictions tightened again in the autumn, and the evenings darkened units moved back onto zoom, with some units who had not met up to that point taking the plunge to meet online. Leaders’ training also moved online, with a particular emphasis on Safeguarding training with the requirement for all leaders to have the correct level of qualification for their role by 31 December 2020. In addition, Girlguiding and South West Region offered training to leaders on how to run a virtual meeting, from the basics to more advanced courses on the activities that worked, to running a virtual sleepover. In Berkshire we also offered trainings on keeping unit accounts, applying for gift aid, handling difficult situations, and section specific trainings on how to run the programme whilst meeting online. Many leaders were able to attend these trainings who wouldn’t normally be able to attend a face-to-face training. This benefit may lead to a blended approach of on-line and face-to-face training being the norm in the future. 9 **BERKSHIRE GUIDE ASSOCIATION** Meetings also moved online with County, Division and District meetings being held on zoom. There has been a benefit in the reduction of travel time and costs and, whilst face to face meetings are important for team building, a blended approach is likely to be the way forward in the future. The Windsor International Guide and Scout Camp (WINGS), a joint event with Berkshire Scouts, was due to be held in August 2020, with over 6000 participants booked. In March 2020 with the pandemic worsening, the decision was taken to postpone the event to 2021. As the end of the year approached, the decision was taken in November to cancel the event. Participants will be refunded the majority of their fee (£20/head will be retained), which will result in a substantial deficit to be covered by both Girlguiding Royal Berkshire, and Berkshire Scouts. Similarly, the international trip for Brownies to France planned for May 2020 was initially postponed to 2021. By October 2020 it was clear that there was insufficient clarity on whether residential trips, or foreign travel would be allowed so the difficult decision was made to cancel this trip too. There was no financial impact to the County of doing this. The County property, Thirtover Place, has been closed for the majority of the year, opening briefly in the summer to offer an outdoor space for units to meet face to face. However, as a result of receiving some Government grants for businesses affected by COVID, the site has remaining financially viable, and will be able to re-open in 2021 and welcome young people back as restrictions are lifted. The redevelopment plans have been put on hold until the situation is more certain. As we move forward into 2021, Girlguiding Royal Berkshire faces a time of change. Sarah France and Kate Snell finish their terms of office as Joint County Commissioners, and will hand over to Jane Yorke at the end of January. And COVID is still with us. The restrictions that young people have been subject to over the last year, the changes to their lifestyles, and the anxieties that have resulted means that the benefits that Girlguiding can offer are as relevant and important as ever. As the vaccination programme is rolled out, and restrictions are eventually lifted, Girlguiding will start to emerge from Zoom and spread its wings. We will still be there to give girls their own space to develop, grow and be themselves. Some units may close, but new volunteers will be found, existing units will be saved and new units will open. Girlguiding is a movement, we change and adapt, and with the commitment and dedication of our volunteers and young members we look forward to a strong, if slightly different, future. ON BEHALF OF THE TRUSTEES: County Commissioner Date 29-Oct-2021 Chair of Finance Date 29-Oct-2021 10 Indepen￿ Examlners Report to the trustees of Berkshlre Gulde AS￿)dat10Th I report to the trustee5 on my examlnatlon of the accounts of the Berkshire Guide Assodatlon Ithe Trust) for the year ended 31° De￿ffiber 2020. ReSP￿￿1b11ltles and b•s11 of report A5 the charlty trustees of the Trust you are responsible for the prepardtion of the accounts in accordance with the requirements of the Charities Act 2011('the Arfl. I report In respect of my examinatlon of the Trusvs accounts carried out under sectlon 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commisslon under sectlon 145{5)(b) of the ACL I have completed my examination. I conflm that no materlal matters have come to mv attention In connection wlth the examinatlon giving me cause to belleve that in any material respect: l. Accounting records were not kept in respect of the Trust as requlred by sectlon 130 of the Act; or 2. The accounts do not accord with those records: or 3. The accounts do not comply with the applicable requirements concemin8 the forni and content of accounts set out in the Charities (Accounts and Reports) Regulatlons 2(X)8 other than any requirement that the accounts gNe a true and fair view, which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connectlon with the examination to whith attention should be drawn in this report in order to enable a proper understandin8 of the accounts to be reached. Signed: Name: Sandle Thomason Address: ST Buslne55 Servlces 43, Chaucer Crescent, Newbury. Berks. RG14 ITP Date: 21J lo