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2021-12-31-accounts

ESSA

Water Activities Centre

Central Lagoon, Meadgate Road, Nazeing, Essex, EN9 2PB. Registered Charity 1025713 www.essa.org.uk | info@essa.org.uk

CHARITIES COMMISSION ANNUAL REPORT

For the year ending 31 December 2021

1 CHARITY OBJECTIVES

To promote the development of young people in achieving their full potential physically, intellectually, and socially through the medium of sailing and other water-based activities.

2 METHODS FOR PURSUING OBJECTIVES

To run training courses for all ages, for the development of skills and achievement of qualifications and awards of the relevant National Governing Bodies.

3 REGULATORY AUTHORITIES

ESSA Water Activities Centre is regulated by

  1. The Charities Commission for England and Wales

  2. Royal Yachting Association (RYA)

  3. a. License issued to 31 Mar 2023

  4. Adventure Activities Licensing Authority (AALA)

  5. a. Licence issued from 29.5.2021 to 29.5.2023. Licence Ref L44762

4 PUBLIC BENEFIT

When making decisions ESSA considers the ‘public benefit’. For example, when planning the activities programme for the forthcoming year and the associated charges for activities are affordable and accessible for young people. ESSA is open to the public.

As part of the charity aims and objectives, the charity is not a ‘membership only club’. It is a training centre recognised by the Royal Yachting Association (RYA) and the Adventure Activities Licensing Authority (AALA). ESSA provides all the equipment required to enjoy water activities and undertake our training programmes.

The ESSA catchment is mostly from Essex, Hertfordshire, London, and Cambridgeshire. Covid-19 changed the attendance pattern. During the restricted times ESSA was open most visitors arrived in small family groups or as individuals rather than as larger youth groups as these were not allowed to meet. Generally, activities are mainly pre-arranged sessions for Scout and Guide

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groups, schools, and individuals; they also include public open days and independent activities for other young people such as those completing their Duke of Edinburgh Award Schemes.

ESSA is supported by young and adult Volunteer “Crew” who assist in the running of activities, under supervision of the qualified Instructors, Coaches & RYA Principal. Development of Crew with skills training and experience is another public benefit.

5 STRUCTURE AND MANAGEMENT

ESSA Water Activities Centre, “ESSA” is an independent unincorporated not-for-profit association governed by a written constitution, revised 14 April 2013, 2 October 2016 and 7 October 2021. This states that the charity and its property shall be managed and administered by a committee of Charity Trustees comprising of Officers - Chair, Treasurer and Secretary - and other members elected in accordance with the Constitution, and together called ‘the Trustees’.

There are no linked charities: ESSA Water Activities Centre is wholly independent.

5.1 CHARITY TRUSTEES

The Charity Trustees are responsible for managing ESSA in line with the responsibilities set out by the Charities Commission. The Annual Report to the Charities Commission, this document, is publicly available online.

The documents relating to the responsibilities of the Trustees, including the Constitution, the Operating Procedures, other Management documents and records of the Trustees Meetings are held in an online account available to Trustees.

Election of Trustees takes place at the Annual General Meeting, “AGM”. The meeting is open to the public. Those volunteers who are registered as active ESSA Crew, and who are aged 18 years and over are entitled to vote.

Trustees are recruited from the adult volunteer ESSA Crew, external advertisements at Volunteer Centres, websites, and volunteer recruitment days.

6 ESSA MANAGEMENT

6.1 CHARITABLE BUSINESS PLAN

ESSA maintains a business plan to assist ongoing fulfilment of the Charity Objectives.

6.2 OBJECTIVES FOR 2022

  1. Obtain assistance with remediating condition of Meadgate Road, poor access that has become an inhibitor to visitors, volunteers, and staff

  2. Increase the number and variety of users, respecting charitable aims, retaining particular emphasis on youth groups, and including others

  3. Commence a programme of obtaining grants to update the equipment and facilities

  4. Increase the number of Trustees and Volunteers with a view to improved operations and succession planning.

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7 PEOPLE

7.1 TRUSTEES

Post-holders during the year to 31 December 2021

Role Name Date Started Date Ended
Chair Malcolm Fry Co-opted as Trustee on 27 Feb 2016;
Co-opted as Chair on 29 July 2016		 N/A
Treasurer Kevin Downton Voted as Trustee at AGM 2 Oct 2016;
Appointed as Treasurer 2 Dec 2016.		 N/A
Secretary John Simons Co-opted as Trustee on 27 Feb 2016;
Voted as Trustee at AGM 2 Oct 2016		 N/A
Charity Trustee Edmund Rogers Voted as Trustee at AGM 8 Oct 2017 N/A
Charity Trustee Peter Sykes Voted as Trustee at AGM 8 Oct 2020 N/A
RYA Principal
Ex-Officio		 Kevin Downton On date of RYA inspection
20 September 2021		 N/A

The Charity Trustees are not remunerated; they are eligible to receive expenses for attending meetings and for expenditures directly related to their role as trustees. There is a procedure for claiming expenses which requires authorisation by two persons including the Treasurer.

The Trustees exercise responsibility for ESSA through delegating the following roles

  1. RYA Principal

  2. Policies and Procedures

  3. Risk Assessments

  4. Inspections

  5. Safeguarding

  6. Bookings Administration

  7. Chief Instructors for Sailing, Powerboating and other Disciplines

  8. Activities Instructors

  9. Safety Boat Drivers

  10. Volunteer Crew Coordinator

  11. Receiving Visitors – meet and greet

  12. Marketing

  13. Landlord and Neighbourhood Liaison

  14. Fundraising and Grant Applications

  15. Site and Equipment maintenance

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7.2 RYA PRINCIPAL

The RYA Principal is permitted to attend Trustee meetings in ex-officio capacity and has responsibility for providing professional advice and an operational report covering activities, maintenance, health & safety issues, and other feedback. Presently Kevin Downton, ESSA Treasurer, holds this RYA Principal position and therefore routinely attends Trustee meetings.

The RYA Principal has responsibility for meeting requirements of the RYA and AALA, as assessed by RYA and AALA Inspections. This is necessary to run activities and RYA Training.

The RYA Principal is accountable for ensuring activities are well organised with sufficient qualified leaders, instructors, and crew. “Activity Leads” are responsible for delivery.

The RYA Principal is accountable that the ESSA Crew is organised by the responsible Crew Lead(s) and Activity Lead(s). Many of the Crew are minors who give up spare time assisting ESSA during holiday, evening, and weekend periods.

7.3 EMPLOYEES

ESSA does not have permanent employees.

- 7.4 SELF EMPLOYED CONTRACTORS

During 2021 ESSA engaged self-employed freelance staff and instructors as required.

7.5 CONTRACTED ROLES

ESSA has for 2021 appointed a Centre Manager responsible for planning and conducting activities, in conjunction with the Administrator and the Trustees.

7.6 VOLUNTEERS – ESSA CREW

To deliver ESSA’s charitable aims, ESSA is “crewed” by volunteers who may cover various tasks, including administration, site maintenance, water safety cover and instruction.

Volunteers are recruited through the Volunteer Agencies and from groups and from the public coming to ESSA for activities. There is no membership fee.

Volunteers are entitled to claim reasonable travel expenses when performing duties for the Centre.

There were 65 individual volunteers excluding Trustees at 31 Dec 2021, 29 were adults.

Volunteers Individuals Individuals Visits Visits Hours Hours
Year 2021 2020 2019 2018 2021 2020 2019 2018 2021 2020 2019 2018
Total Crew 70 40 88 83 767 451 1136 1146 5280 3033 6610 7297
Youth U18 36 13 18 31 283 104 190 237 2116 811 1256 1502
Adults 34 27 70 52 484 347 946 909 3165 2222 5354 5795

Note – 2020 and part of the 2021 opening was restricted due to Covid-19 lockdowns.

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8 OPERATIONS, LAND AND BUILDINGS

ESSA has been based at Central Lagoon, Meadgate Road, Nazeing for 25 years, since 1993. The water and land are leased up to 31 Jan 2040 from Lea Valley Regional Park Authority (LVRPA).

ESSA owns and maintains buildings based at Central Lagoon. These serve variously as training rooms, office space, kitchen, toilets, changing rooms, showers, equipment stores and classrooms.

The charity owns 8 storage containers for boats, kayaks, buoyancy aids, waterproof clothing, tools and other equipment for the maintenance and running of the centre.

The land and buildings mentioned above are used for ESSA’s charitable purposes.

9 POLICIES & PROCEDURES

In accordance with Charity Commission requirements, ESSA holds various policies including:

  1. Risk Management

  2. Finance

  3. a. Investment

  4. b. Paying staff

  5. c. Fundraising

  6. Human Resources

  7. a. Safeguarding vulnerable people

  8. b. Volunteer management

  9. c. Conflicts of interest

  10. Complaints-handling

These policies are under ongoing review and maintenance

10 RISK MANAGEMENT

ESSA prepares and applies Risk Assessments across many individual activities and tasks to ensure ESSA continues to operate safely.

10.1 MAJOR RISKS & MITIGATION

  1. Following persistent effort and representation by ESSA at LVRPA meetings, LVRPA have recognised in a revised Draft Park Development Framework that relocating ESSA threatens the continuation of ESSA and that ESSA is well suited to Central Lagoon.

  2. Sole road access by Meadgate Road. This Public Highway traverses land leased by Broxbourne Sailing Club. Essex Highways the responsible Agency have issues not only funding repairs, also establishing the legal position from which to do so.

  3. a. Support from Lee Valley has been sought.

  4. b. This is a material risk to repeat business with visitors citing that they would not come had they known the state of the road that is outside ESSA’s remit to maintain.

  5. Engagement and Retention of staff – Administrator and Centre Manager – essential for continuity and growth for ESSA.

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10.2 RESERVES

To ensure ESSA is able to operate in the forthcoming season, April to September, ESSA Reserves Policy is that sufficient income from the current year is to be held over to cover the costs of the next year.

10.3 ACTIVITIES

ESSA is inspected by the RYA and AALA and ensure all activities are compliant with scout, guide and school activity requirements and risk assessments.

When an activity is to be undertaken outside of Central Lagoon, a specific risk assessment is completed.

The RYA Principal and / or Chief Instructors regularly attend RYA and other governing body meetings to ensure our procedures are up to date.

10.4 FACILITIES & MAINTENANCE WORK

Maintenance work is arranged when fewer activities are taking place. Risk Assessments are undertaken and actions followed-up.

10.5 SAFEGUARDING

As the objective of the charity is to provide water activities for young people aged between 9 – 18 years, there is a child protection policy in place. Volunteers aged 16-18 are only required to hold an Enhanced DBS certificate if they hold National Governing Bodies (NGB) coaching awards.

Checks are made to ensure that all instructors hold an Enhanced DBS Certificate.

The Child Protection Policy is based on the RYA guidance and the RYA Principal and designate Safeguarding Officer administer the scheme.

10.6 PERSONNEL DEVELOPMENT AND TRAINING

Those who provide water activity instruction and safety cover are qualified for that role and hold relevant certificates.

ESSA has a training programme to improve skills of our volunteer crew. During winter, training and refresher days are organised to ensure skills and knowledge are updated. This includes a

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session on Safeguarding responsibilities and reporting procedures. First aid courses are arranged as required. There is a process of annual review of all volunteers.

11 FINANCIAL REPORT SUMMARY

The financial procedures were reviewed in 2020.

11.1 ANNUAL ACCOUNTS

Refer also to Accounts appended to this Report.

The charity operated a receipts and payments account covering the financial period 1 January 2021 to 31 December 2021. It does not have any trading subsidiary. All the income is generated from members of the public / groups attending activities and training sessions, grants received, donations and sales of equipment that are surplus to operational needs. The accounts are submitted to an external independent examiner. They are prepared taking account of the Financial Reporting Standard for Smaller entities (FRSSE SORP).

11.2 STATEMENT OF FINANCIAL ACTIVITIES

For more details refer to the Accounts, appended to this document.

11.3 INDEPENDENT EXAMINER

The independent examiner of ESSA Accounts for 2021 is HW Associates Chartered Accountants.

11.4 BANK ACCOUNTS

Operational account Barclays Bank Restricted Funds Co-op Bank

As at 31 Dec 2021 the Charity held cash of £113,256 across both accounts.

Within the Balance, the Charity has identified £30,000 to be held as an unrestricted reserve to meet unforeseen expenditure or loss of income for up to a 12-month period.

11.5 ASSETS

As at 31 Dec 2021 the Charity held net assets of £104,608

11.6 INCOME FOR THE PERIOD

For Receipts and Payments accounts, for purposes of the Annual Return, the Charity Commission website defines “Income is the gross income which is simply the total receipts recorded in the statement of accounts from all sources, excluding the receipt of any endowment, loans and proceeds from the sale of investments or fixed assets”. Refer to Accounts for annual figures.

11.7 GRANT FUNDING

All grant funding and donations are restricted funds for expenditure against specific grants.

Refer to Accounts Note 3 for Grants related to 2021

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ESSA does not hold contracts to deliver services from central or local government.

Grant applications are reviewed by the Trustees. When applying for grants for training and activities, the Trustees and RYA Principal consider whether there will be sufficient instructors, volunteer crew, time, resources and full cost recovery for the proposed activity. In 2021 the Trustees reviewed the grant application policy and procedures.

11.8 EXPENDITURE FOR THE PERIOD

For Receipts and Payments accounts, for purposes of the Annual Return, the Charity Commission website defines “this is the total expenditure which is simply the total payments recorded in the statement of accounts”.

Total expenditure for the year £175,340

ESSA Water Activities Centre has other assets including boats and auxiliary equipment to the approximate value of £114,680 if sold. A full stock take was undertaken on 1 Feb 2022.

11.9 FINANCIAL LIABILITIES

The land and water are leased from Lee Valley Regional Park Authority

The value of services provided by volunteers is not incorporated into our financial statements.

11.10 FINANCIAL DECLARATIONS

  1. In 2021 the charity did not receive contracts from central or local government

  2. In 2021 the charity received grants from central and local government as in the accounts

  3. The charity does raise funds from the public – accepting donations

  4. ESSA is registered with HMRC for Gift Aid and has actively operated the Scheme in 2021

  5. The Trustees confirm no funds are held on behalf of others

  6. The charity does not have a trading subsidiary

  7. The charity does not make grants to other charities or organisations

  8. The charity does not pay Trustees

  9. The overall position is that the Trustees consider ESSA to be a going concern.

12 ACTIVITIES AND PERFORMANCE

During 2021, ESSA was unable to operate for the earliest part of the season, for remaining COVID19 lockdown periods. ESSA opened from April until the end of the October Half term. Activities centred on families and individuals. Bookings for these were strong even as group youth activity bookings were suspended.

In 2021, individuals under the age of 18 years accounted for 95% of the total sessions delivered and this is in line with ESSA’s charitable objectives.

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ESSA Individuals Individuals Sessions x Individuals Sessions x Individuals Sessions x Individuals Sessions x Individuals
Activities 2021 2020
Covid-19		 2019 2018 2021 2020
Covid-19		 2019 2018
Adults 292 165 187 311* 394 353 240 434
<18years 5973 1060 3965 3611* 9590 1973 5765 5536

*revised calculation.

Calculation method.

Many bookings contribute more than one session per individual. A session is considered to be either a morning, an afternoon, or an evening.

For example, a 2-day sailing course for 10 youth contributes 10 in the “< 18” row for Individuals, and 2 (days) x 2 (sessions) x 10 in “Sessions x Individuals” [a morning and an afternoon session per day, as this falls in line with the general definition of other “sessions” Essa offers].

Sessions can be booked on our website www.essa.org.uk.

The majority of the under 18’s come to ESSA not having sailed or taken part in water activities before, thereby fulfilling our charitable aim of providing affordable grassroots water activities to young persons and potentially giving them a lifelong interest in water sports.

The young people and volunteer crew completed courses during 2021 including:

  1. RYA Youth & Adult Sailing qualifications

  2. RYA Powerboat and safety boat courses

  3. RYA First Aid courses

  4. BCU Awards

  5. ESSA Traditional Rafting awards

13 MARKETING AND PUBLICITY

During 2021 the charity had positive

  1. Tweets, Instagram and Facebook posts

  2. Mentions on scout and guide websites

  3. Mentions on the RYA East Region website

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14 DECLARATION

The Trustees declare that they have approved the report above.

The Trustees confirm that there are no serious incidents or other matters that should have been brought to the attention of the Charity Commission that have not already been reported.

Signed on behalf of the charity trustees

Chair Malcolm Fry Dated 5 October 2022

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ESSA

Water Activities Centre

Central Lagoon, Meadgate Road, Nazeing, Essex, EN9 2PB. Registered Charity 1025713 www.essa.org.uk | info@essa.org.uk

ESSA Annual Accounts

For the Year Ending 31[st] December 2021

Contents

  1. Receipts and Payments

  2. Statement of Assets & Liabilities

  3. Notes to the Accounts

  4. Examiners Report

Prepared by

By Kevin Downton (Treasurer)

Examined by

HW Associates Limited (Independent Examiner)

Chartered Accountants

Registered Office: Portmill House, Portmill Lane, Hitchin, Herts, SG5 1DJ

Registered in England & Wales: Company Registration No. 05006938

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Receipts and Payments - Year ended 31[st] December 2021

Receipts Notes 2021 (£): 2020 (£):
Activities £194,340 £38,469
Asset Sale £76 £96
Bank Interest £3 £28
Donation £132 £425
Gift aid £0 £141
Grants 3 £28,536 £18,470
Publications – sales £0 52
Storage £1,668 £852
Tuck Shop £3,946 £943
Totals: £228,701 £59,476
Payments Notes 2021 (£): 2020 (£):
Barclaycard fees £0 £35
Base Materials £0 £1,674
Boat & Equipment Purchases 5 £10,826 £5,079
Boat Maintenance £4,014 £1,233
Centre Manager Fees £30,402 £24,329
Cleaning £0 £180
COVID restart £0 £1,377
Instructor Fees/Expenses £36,600 £3,005
Insurance £4,786 £4,479
Kitchen & Tuck Shop £2,476 £1,026
Licenses & Subscriptions £1,181 £161
Marketing £738 £0
Petrol £1,016 £547
Phone & Internet £559 £755
Rates £645 £644
Rent £6,874 £5,156
RYApub’s,certs and BC certs £4,011 £0
Site Maintenance £5,876 £3,610
Site equipmentpurchase 5 £23,194 £352
Stationery £0 £5
Stripe & Barclaycard fees £1,665 £480
Sub-contract costs - admin £35,856 £8,930
Independent Examination £240 £240
Sundry £529 £52
Utilities £1,504 £2,619
Website £2,348 £1,783
Totals: £175,340 £67,751
2021 Total (£) 2020 Total (£)
Surplus / (Deficit) for the period £53,361 (£8,275)

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ESSA Water Activities Centre

Statement of Assets & Liabilities

Fixed Assets Notes 2021 Nett 2020 Nett
Premises 1.1 £5,936 £5,936
Total £5,936 £5,936
Current Assets
Barclays £113,097 £60,090
Co-op £159 £159
Total £113,256 £60,249
Current Liabilities
Deferred income released
from 2021		 2 (£14,584) (£14,938)
Working Capital £104,608 £51,247
Net Assets £104,608 £51,247
Represented By
Retained Surplus 6 £51,247 £59,522
Surplus for the Year £53,361 (£8,275)
Total £104,608 £51,247

Notes for the Year ended 31[st] December 2021

  1. Assets and equipment purchases:

  2. 1.1. Storage Containers £9,936 purchase price more than five years ago, not depreciated from 2015.

  3. 1.2. Premises: No value was put on these when donated, except for the purchased Storage Containers.

  4. Deferred income – represents bookings to be carried out in the subsequent year.

  5. Grants

  6. 3.1. These are kept as ‘restricted funds’ until used.

Donor: Amount Received: Description: Amount Spent:
Government COVID grant £17,288 General funds Spent on
operatingcosts
Tesco £1,000 Paddles and Buoyancy
aids		 £800 on paddles
and £200 on BAs
Essex Community
Foundation		 £5,000 Purchase a marquee £9,426 spent on a
marquee

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Cambridge community fund
for 2021		 £4,042 General funds Spent on the
marquee
Co-operative £1,206 Purchase sit-on top
kayaks		 12 Kayaks
purchased for
£6480

3.2. There are no grant funds remaining.

  1. ESSA Water Activities Centre has other assets including boats and auxiliary equipment to the approximate value of £114,680 if sold. A full stock take was undertaken on 01/02/2022.

  2. Major purchases made in 2021

Boat & Equipment Purchases

12 * Sit on top kayaks £6,480 12 Stand-up paddle boards SUPs £4,356

Site equipment purchase

Mower £2,349 Benches £2,477 Wet suits £2,599 Marquee £9,426 Buoyancy aids £5,342

Declarations

In accordance with the latest Charity Commission requirements, the Trustees confirm the following:

  1. ESSA does not hold any contracts from central or local government to deliver services.

  2. ESSA Trustees reviewed the charity’s financial controls during 2020.

  3. ESSA Trustees reviewed the grant application policy and procedures.

  4. The value of services provided by volunteers, are not incorporated in to our financial statements.

Signatures Dated 5 October 2022 Treasurer ………………………………………….. ………………………………………………. Kevin Downton 5 October 2022 Chair …………………………………………… ………………………………………………. Malcolm Fry

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Copy of Independent examiner’s report

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