Charity registration number: 300716
Cambridgeshire East Guides Annual Report and Financial Statements for the Year Ended 31 December 2020
Cambridgeshire East Guides
Contents
----- Start of picture text -----
Reference and Administrative Details 1
Trustees' Report 2 to 4
Trustees' responsibilities 5
Independent examiner's report 6
Statement of financial activities 7
Balance Sheet 8
Notes to the financial statements 9 to 18
----- End of picture text -----
Cambridgeshire East Guides
Reference and Administrative Details
| Charity name | Cambridgeshire East Guides | ||
|---|---|---|---|
| Charity registration number | 300716 | ||
| Principal office | 3 Quy Court | ||
| Colliers Lane | |||
| Stow-cum-Quy | |||
| Cambridge | |||
| CB25 9AU | |||
| Trustees | Miss C Course - County Commissioner | ||
| Miss A Record - Assistant | County | ||
| Commissioner | |||
| Miss S Anderson - Chair of Programme (outdoors & adventure) |
(Appointed 6 May 2021) | ||
| Mrs S Betts - Chair of Jarman | Centre | ||
| Management Committee | |||
| Mrs H Bielby - Chair of Programme (OAA) |
(Retired 6 May 2021) | ||
| Mrs M Bird - Fenland Division | |||
| Mrs R Braund - Isle of Ely | |||
| Miss C George - Granta Division | (Appointed 7 January 2020) | ||
| Mrs E Hallworth - Chair of | Adult | ||
| Support | |||
| Mrs L King - County Treasurer | |||
| Mrs A Laws - The Lodes Division | (Retired 30 January 2020) | ||
| Mrs S Rivers - Great Ouse Division | (Retired 13 July 2020) | ||
| Mrs N Santus - Rhee Division | |||
| Mrs R Slatter - Cam Division | |||
| Mrs C Stevens - Great Ouse Division | (Appointed 12 June 2021) | ||
| Miss E Tack - Chair of Marketing and Communications |
(Appointed 29 July 2021) | ||
| Dr K Thackray - Chair of Marketing and Communications |
(Retired 29 July 2021) | ||
| Ms T Walker - The Lodes Division | (Appointed 3 February 2020) | ||
| Mrs K Willetts - City Division | (Appointed 24 February 2020) |
Page 1
Cambridgeshire East Guides
Trustees' Report
The trustees have pleasure in presenting their report and the unaudited financial statements of the charity for the year ended 31 December 2020.
REFERENCE AND ADMINISTRATION DETAILS
Registered charity name The Guide Association Cambridgeshire East
Charity registration number 300716
THE TRUSTEES
The trustees who served the charity during the period were as follows:
Mrs S Betts
Mrs H Bielby
Mrs M Bird
Mrs R Braund
Miss C Course
Miss C George
Mrs E Hallworth
Mrs L King
Miss A Record
Mrs N Santus
Mrs R Slatter
Dr K Thackray
Miss T Walker
Mrs K Willetts
STRUCTURE, GOVERNANCE AND MANAGEMENT
There are eight divisions within the Cambridgeshire East County each having a Division Commissioner who is supported by District Commissioners. The County has a County Commissioner, who is appointed by the Region Chief Commissioner in consultation with the County Executive Committee, which is the body responsible for the overseeing of the administration in the County.
There are eight divisions within the Cambridgeshire East county each having a Division Commissioner who is supported by District Commissioners. The county has a County Commissioner, who is appointed by the Region Chief Commissioner in consultation with the County Executive Committee, which is the body responsible for the overseeing of the administration in the County.
The constitution was changed on 8 May 2017 and as a result additional trustees were appointed. The trustees of the charity are the voting members of the Executive Committee. All appointments are at the discretion of the County Commissioner with the exception of her own role and are based on consultation. Trustees will have met the Girlguiding recruitment requirements as well as Charity Commission requirements governing trustees. New trustees are advised to refer to Charity Commission resources for trustees.
Page 2
Cambridgeshire East Guides
Trustees' Report
RESERVES POLICY
It is the policy of the County to maintain sufficient reserves to: (a) Provide support for the development of guiding within the County; (b) Cover the operation and staffing of the County Office and to meet other administration, support and training costs, including the purchase of equipment; (c) Cover the operation of the Jarman Centre; (d) Be able to meet repairs, improvements and other expenditure as necessary in conjunction with any of the County's properties; (e) Support major events within the County and meet any deficits arising from them where necessary; (f) Implement any requirements arising from regional or national activities and keep up to date with changes as necessary; (g) Meet any unforeseen contingencies. The level of reserves the trustees consider necessary to meet the above amount to approximately £142,500 in the form of unrestricted reserves excluding those represented by fixed assets. This represents an estimate of 18 months operating costs including the operation of the Jarman Centre. The level of reserves amounted to £220,000 at the year end and these will be monitored on a regular basis by the trustees at the meetings of the County Executive Committee.
OBJECTIVES AND ACTIVITIES
Girlguiding is the UK's largest organisation for girls and young women, with around 575,000 members nationwide. It is divided into smaller areas for easier communication and administration, and to support local guiding effectively. Girlguiding Cambridgeshire East County is one such area. Girlguiding enables girls and young women to develop their potential and to make a difference to the world. The aim of guiding is to help girls and young women develop emotionally, mentally, physically and spiritually, so that they can make a positive contribution to their community and the wider world.
Thanks to the dedication and support of our amazing volunteers, we give girls and young women a space where they can be themselves, have fun, build brilliant friendships, gain valuable life skills and make a positive difference to their lives and communities. We build girls' confidence and raise their aspirations. We give them the chance to discover their full potential and encourage them to be a powerful force for good.
Our objectives are to enable and encourage the achievement of the above through the adult volunteers who deliver the weekly programme to the girls and through the high level of training and support that we offer.
STATEMENT OF PUBLIC BENEFIT
The trustees of Girlguiding Cambridgeshire East accept the need to have regard to the Charity Commission’s guidance on public benefit. They recognise that it is their responsibility to ensure that the benefits offered are realised by promoting all aspects of guiding within the County, both within the membership and in the wider community.
PRINCIPAL FUNDING SOURCE
The principal funding sources continue to be annual subscriptions from members of the County and fees from those visiting The Jarman Centre.
ACHIEVEMENTS AND PERFORMANCE
It has been a very strange and difficult time for us all, but especially in the Guiding world.
As soon as I received the news that all units were to stop meeting, we informed the whole County immediately.
Of course in true Guiding spirit, we discovered Zoom, and Virtual Guiding became a thing.
Units up and down the County coped as best they could, some leaders delivering activity packs to their girls, others meeting virtually, and adapting all the badges to work over the computer.
We furloughed the two members of staff until June 2020. When we safely brought them back to the office, as we needed them to do the administration, we had hand sanitisers and paper towel dispensers fitted in the office and meeting rooms.
Page 3
Cambridgeshire East Guides
Trustees' Report
Financially it has been hard for many units, as they felt they could not charge termly subs as they were not meeting properly. Some have had to continue paying rent on the buildings they use, draining their bank accounts with no funds coming in.
As a County with a grant from the Region we have been able to support those units in real financial difficulty with a one off payment on proof of reviewed accounts and information of how they plan to charge subs etc. going forward.
As a County we have fared reasonably well, and are working hard to help all units get back on their feet and maintain their finances.
Who knows what the future brings, but I am sure we will weather the storm once more.
PLANS FOR FUTURE PERIODS
We hope to return to a full programme of meetings and events when the Covid 19 restrictions are lifted.
FINANCIAL REVIEW
The accounts set out on the following pages reflect the activities undertaken by the County as a whole. Divisions, districts and units are separate charities responsible for their own finance.
Approved by the Trustees on 4 October 2021 and signed on their behalf by:
.........................................
Miss C Course - County Commissioner Trustee
Page 4
Cambridgeshire East Guides
Trustees' Responsibilities in relation to the Financial Statements
The trustees are responsible for preparing the Trustees' Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
The law applicable to charities in England and Wales requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to:
-
select suitable accounting policies and then apply them consistently;
-
observe the methods and principles in the Charities SORP;
-
make judgements and estimates that are reasonable and prudent;
-
state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements; and
-
prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.
The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011, the Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed. They are responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection fraud and other irregularities.
Page 5
Independent Examiner's Report to the Trustees of
Cambridgeshire East Guides
I report on the accounts of the Trust for the year ended 31 December 2020, which are set out on pages 7 to 18.
Respective responsibilities of trustees and examiner
The trustees are responsible for the preparation of the accounts. The 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:
-
examine the accounts under section 145 of the 2011 Act;
-
follow the procedures laid down in the General Directions given by the Charity Commission under section 145 (5) (b) of the 2011 Act; and
-
state whether particular matters have come to my attention.
Basis of independent examiner's report
My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statement below.
Independent examiner's statement
In connection with my examination, no matter has come to my attention:
-
(1) which gives me reasonable cause to believe that in any material respect the requirements:
-
to keep accounting records in accordance with section 130 of the Act; and
-
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act
have not been met; or
- (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
.........................................
Mrs Bernice Morton
22 October 2021
Page 6
Cambridgeshire East Guides
Statement of Financial Activities for the Year Ended 31 December 2020
| Note Incoming resources Incoming resources from generated funds Voluntary income 2 Activities for generating funds 3 Investment income 4 Total incoming resources Resources expended Costs of generating funds Costs of charitable activities 5 Governance costs 7 Total resources expended Net incoming resources before transfers Transfers Gross transfers between funds Net movements in funds Reconciliation of funds Total funds brought forward Total funds carried forward |
Unrestricted Funds £ 11,691 67,110 250 79,051 64,746 1,686 66,432 12,619 - 12,619 1,020,627 1,033,246 |
Restricted Funds £ 14,339 13,595 85 28,019 25,816 529 26,345 1,674 - 1,674 154,329 156,003 |
Total Funds 2020 £ 26,030 80,705 335 107,070 90,562 2,215 92,777 14,293 - 14,293 1,174,956 1,189,249 |
Total Funds 2019 £ 12,458 157,206 822 |
|---|---|---|---|---|
| 170,486 | ||||
| 157,357 3,744 |
||||
| 161,101 | ||||
| 9,385 - |
||||
| 9,385 1,165,571 |
||||
| 1,174,956 |
All incoming resources and resources expended derive from continuing activities.
The charity has no recognised gains or losses for the year other than the results above.
The notes on pages 9 to 18 form an integral part of these financial statements.
Page 7
Cambridgeshire East Guides
Balance Sheet as at 31 December 2020
| Note Fixed assets Tangible assets 11 Current assets Stocks and work in progress Debtors 12 Investments 13 Cash at bank and in hand Creditors: Amounts falling due within one year 14 Net current assets Net assets The funds of the charity: Restricted funds Unrestricted funds Revaluation reserve Unrestricted income funds Total unrestricted funds Total charity funds |
2020 £ £ 973,335 5,203 3,946 1 230,241 239,391 (23,477) 215,914 1,189,249 156,003 159,929 873,317 1,033,246 1,189,249 |
2019 £ £ 975,296 4,072 983 1 208,578 213,634 (13,974) 199,660 1,174,956 154,328 159,929 860,699 1,020,628 1,174,956 |
2019 £ £ 975,296 4,072 983 1 208,578 213,634 (13,974) 199,660 1,174,956 154,328 159,929 860,699 1,020,628 1,174,956 |
|---|---|---|---|
| 1,174,956 | |||
| 154,328 1,020,628 |
|||
| 1,174,956 |
Approved by the Trustees on 4 October 2021 and signed on their behalf by:
.........................................
Miss C Course - County Commissioner Trustee
The notes on pages 9 to 18 form an integral part of these financial statements.
Page 8
Notes to the Financial Statements for the Year Ended 31 December 2020
Cambridgeshire East Guides
1 Accounting policies
Basis of preparation
The financial statements have been prepared under the historical cost convention, as modified by the revaluation of certain fixed assets, and in accordance with the Statement of Recommended Practice 'Accounting and Reporting by Charities (SORP 2005)', issued in March 2005, applicable accounting standards and the Charities Act 2011.
Fund accounting policy
Unrestricted income funds are general funds that are available for use at the trustees' discretion in furtherance of the objectives of the charity.
Restricted funds are those donated for use in a particular area or for specific purposes, the use of which is restricted to that area or purpose.
Further details of each fund are disclosed in note 16.
Incoming resources
Donations are recognised where there is entitlement, certainty of receipt and the amount can be measured with sufficient reliability.
Deferred income represents amounts received for future periods and is released to incoming resources in the period for which it has been received. Such income is only deferred when:
- The donor specifies that the donation must only be used in future accounting periods; or - The donor has imposed conditions which must be met before the charity has unconditional entitlement.
Income derived from events is recognised as earned (that is, as the related goods or services are provided).
Investment income is recognised on a receivable basis.
Income from charitable activities includes income recognised as earned as the related goods or services are provided.
Resources expended
Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to the expenditure. All expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category.
Costs of generating funds are the costs of trading for fundraising purposes.
Grants payable are payments made to third parties in the furtherance of the charitable objectives. Where the charity gives a grant with conditions for its payment being a specific level of service or output to be provided, such grants are only recognised in the Statement of Financial Activities once the recipient of the grant has provided the specific service or output.
Grants payable without performance conditions 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.
Provisions for grants are made when the intention to make a grant has been communicated to the recipient but there is uncertainty about either the timing of the grant or the amount of grant payable.
Page 9
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
Governance costs
Governance costs include costs of the preparation and examination of the statutory accounts, the costs of trustee meetings and the cost of any legal advice to trustees on governance or constitutional matters.
Fixed assets
Individual fixed assets costing £100 or more are initially recorded at cost.
Depreciation
Depreciation is provided on tangible fixed assets so as to write off the cost or valuation, less any estimated residual value, over their expected useful economic life as follows:
Equipment 20% straight line basis Fixtures and fittings 20% straight line basis
Stock
Stock is valued at the lower of cost and net realisable value, after due regard for obsolete and slow moving stocks. Net realisable value is based on selling price less anticipated costs to completion and selling costs. Items donated for resale or distribution are not included in the financial statements until they are sold or distributed.
2 Voluntary income
| Donations and legacies Donations and legacies Sundry income Grants Grants receivable |
Unrestricted Funds £ 11,691 - 11,691 - 11,691 |
Restricted Funds £ 2,216 - 2,216 12,123 14,339 |
Total Funds 2020 £ 13,907 - 13,907 12,123 26,030 |
Total Funds 2019 £ 12,309 149 |
|---|---|---|---|---|
| 12,458 - |
||||
| 12,458 |
Page 10
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
3 Activities for generating funds
| Subscriptions Subscriptions Fees and activities Jarman Centre - fees and activities Sundry income Outdoor activities Guiding activities International activities Guiding activities Programme Guiding activities Other events Sundry income Guiding activities Adult Support Guiding activities Marketing Guiding activities Volunteer shop Volunteer shop Activities for generating funds - Jarman Centre Jarman Centre - fundraising |
Unrestricted Funds £ 45,519 - 110 110 - 12,760 86 50 3,900 3,950 497 2,331 1,857 - 67,110 |
Restricted Funds £ - 9,859 - 9,859 - - - - - - - - 744 2,992 13,595 |
Total Funds 2020 £ 45,519 9,859 110 9,969 - 12,760 86 50 3,900 3,950 497 2,331 2,601 2,992 80,705 |
Total Funds 2019 £ 46,989 |
|---|---|---|---|---|
| 48,940 200 |
||||
| 49,140 | ||||
| 13,818 29,952 |
||||
| 8,886 | ||||
| 77 2,627 |
||||
| 2,704 | ||||
| 260 - 4,433 1,024 |
||||
| 157,206 |
Page 11
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
4 Investment income
| Interest on cash deposits | Unrestricted Funds £ 250 |
Restricted Funds £ 85 |
Total Funds 2020 £ 335 |
Total Funds 2019 £ 822 |
|---|---|---|---|---|
Page 12
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
5 Costs of charitable activities
| Fees and activities Fundraising costs Guiding activities Employment costs Establishment costs Repairs and maintenance Office expenses Printing, posting and stationery Sundry and other costs Advertising and promotion Bank charges Depreciation of tangible fixed assets Outdoor activities Guiding activities International activities Grant funding of activities Guiding activities Programme Grant funding of activities Guiding activities Other events Guiding activities Adult Support Guiding activities Marketing Guiding activities Districts and divisions grants Grant funding of activities |
Unrestricted Funds £ - - 11,070 5,394 6,848 2,651 1,955 372 858 258 1,165 30,571 400 2,597 9,892 12,489 - 173 173 13,934 807 1,315 750 |
Restricted Funds £ 1,054 556 3,063 - 20,121 - - 166 - 86 796 25,842 - - - - - - - - - - - |
Total Funds 2020 £ 1,054 556 14,133 5,394 26,969 2,651 1,955 538 858 344 1,961 56,413 400 2,597 9,892 12,489 - 173 173 13,934 807 1,315 750 |
Total Funds 2019 £ 1,616 1,525 16,472 5,510 59,110 3,530 2,054 374 211 552 3,917 |
|---|---|---|---|---|
| 94,871 | ||||
| 13,357 | ||||
| 730 36,762 |
||||
| 37,492 | ||||
| 240 305 |
||||
| 545 | ||||
| 2,323 2,244 1,180 |
||||
| 750 |
Page 13
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
| Volunteer shop Other fundraising costs Cost of goods sold |
4,307 - 4,307 64,746 |
1,105 (1,131) (26) 25,816 |
5,412 (1,131) 4,281 90,562 |
4,484 111 |
|---|---|---|---|---|
| 4,595 | ||||
| 157,357 |
6 Grantmaking
| International activities Programme Districts and divisions grants |
Grants to institutions £ 2,597 - 750 |
|---|---|
| 3,347 |
The support costs associated with grant making are £0.
7 Governance costs
| Establishment costs Cost of trustee meetings Accountancy fees |
Unrestricted Funds £ 583 703 400 1,686 |
Restricted Funds £ - 529 - 529 |
Total Funds 2020 £ 583 1,232 400 2,215 |
Total Funds 2019 £ 557 2,787 400 |
|---|---|---|---|---|
| 3,744 |
8 Trustees' remuneration and expenses
Expenses totalling £1,232 (2019 - £2,405) were reimbursed during the year.
9 Net incoming resources
Net incoming resources is stated after charging:
Depreciation of owned assets
| 2020 | 2019 |
|---|---|
| £ | £ |
| 1,961 | 3,917 |
Page 14
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
10 Employees' remuneration
The aggregate payroll costs of these persons were as follows:
| Wages and salaries | 2020 £ 14,133 |
2019 £ 16,472 |
|---|---|---|
No employee received emoluments of more than £60,000 during the year (2019 - No. 0).
Page 15
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
11 Tangible fixed assets
| Freehold interest in land and buildings (including heritage assets) £ Cost or Valuation As at 1 January 2020 and 31 December 2020 971,312 Depreciation As at 1 January 2020 - Charge for the year - As at 31 December 2020 - Net book value As at 31 December 2020 971,312 As at 31 December 2019 971,312 |
Plant and machinery including motor vehicles £ 29,628 28,170 796 28,966 662 1,458 |
Fixtures, fittings and equipment £ 23,288 20,762 1,165 21,927 1,361 2,526 |
Total £ 1,024,228 |
|---|---|---|---|
| 48,932 1,961 |
|||
| 50,893 | |||
| 973,335 | |||
| 975,296 |
Revaluation of fixed assets
For the year ending 31 December 2011 a full valuation was undertaken at The Jarman Centre, Newmarket, by Smiths Gore, Property Valuers.
The land and buildings were revalued from £340,071, as previously stated, to £500,000 divided as £325,000 for the building and £175,000 for the land (18.4 acres).
12 Debtors
| Other debtors Prepayments and accrued income |
2020 £ 3,756 190 3,946 |
2019 £ 788 195 |
|---|---|---|
| 983 |
Page 16
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
13 Current asset investments
| Unlisted investments All current asset investments were held in the UK. |
2020 £ 1 |
2019 £ 1 |
|---|---|---|
14 Creditors: Amounts falling due within one year
| Other creditors Accruals and deferred income |
2020 £ 2,113 21,364 23,477 |
2019 £ - 13,974 |
|---|---|---|
| 13,974 |
Creditors amounts falling due within one year includes deferred income:
| Grants received not spent Grants spent Grants received not spent |
2020 £ 14,606 (70) 14,536 |
2019 £ 5,746 - |
|---|---|---|
| 5,746 |
Page 17
Cambridgeshire East Guides
Notes to the Financial Statements for the Year Ended 31 December 2020
......... continued
15 Related parties
Controlling entity
The charity is controlled by the trustees.
Related party transactions
There were no related party transactions in the year.
16 Analysis of funds
| General Funds Unrestricted general fund Contingency fund Corrie Road Scout Hut Chick Duke Fund Restricted Funds Jarman Centre |
At 1 January 2020 £ 1,005,900 13,245 - 1,482 1,020,627 154,329 1,174,956 |
Incoming resources £ 69,051 - 10,000 - 79,051 28,019 107,070 |
Resources expended £ (66,432) - - - (66,432) (26,345) (92,777) |
At 31 December 2020 £ 1,008,519 13,245 10,000 1,482 |
|---|---|---|---|---|
| 1,033,246 156,003 |
||||
| 1,189,249 |
17 Net assets by fund
| Tangible assets Current assets Creditors: Amounts falling due within one year Net assets |
Unrestricted Funds £ 860,428 196,413 (23,475) 1,033,366 |
Restricted Funds £ 112,907 42,978 (2) 155,883 |
Total Funds 2020 £ 973,335 239,391 (23,477) 1,189,249 |
Total Funds 2019 £ 975,296 213,634 (13,974) |
|---|---|---|---|---|
| 1,174,956 |
Page 18