Trustees’ Annual Report for the period
From 1st January 2020 To 31st December 2020 Charity name: Elsenham Community Association CIO Charity registration number: 1186436 (previously 302362)
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The objects of Elsenham Community Association Charitable Incorporated Organisation (CIO) are to establish and run Elsenham Memorial Hall and to promote for the benefit of the inhabitants of the Parish of Elsenham (“area of benefit”) without distinction of age, disability, nationality, gender, sexual orientation, gender reassignment, marriage or civil partnership, pregnancy or maternity, race or political, religious or other opinions the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants. To act as an umbrella organisation for all village organisations with the Parish. To produce Elsenham News to be delivered free to each household & business in Elsenham. |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
Users of Elsenham Memorial Hall include: Elsenham Parish Council Elsenham Bowls Club Elsenham Church and St Mary's Fabric Fund Elsenham Church Lunch Club Elsenham Village Cafe Elsenham Flower Show Society Elsenham News Elsenham Primary School Elsenham Rainbows & Brownies Elsenham Tennis Club Elsenham Tots & Toddlers Elsenham Village History Society Elsenham W.I. Elsenham Youth Football Club |
| Henham & District Garden Society Little Fishes Slimming World Village Fete Line Dancing / Keep Fit / Yoga / Pilates / Zumba classes The ECA is also responsible for Village Santa event held in the Village Hall. |
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|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | In planning our activities for the year Trustees were aware of the Charity Commission’s guidance on public benefit. |
Additional information (optional)
You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | The ECA does not make grants. |
| Policy on social investment including program related investment |
Para 1.38 | Some funds are held in a Saffron Building Society interest bearing account. |
| Contribution made by volunteers |
Para 1.38 | All trustees and other volunteers give their time voluntarily and received no remuneration or other benefits from the Charity |
| Other |
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | This is our first year as a CIO. The previous Charity (302362) ceased on 31st December 2019 and all its assets were transferred to the new Charity. There were some minor changes to the Management structure and a Management Committee was appointed to run the day to day activities of the charity. Willing trustees were reappointed. Other members of the community can attend and contribute to General meetings of the CIO, but only Trustees can vote. Management Committee meetings took place electronically due to Covid-19 restrictions. 2020 started as a normal year with the Memorial Hall continues to play an important role in the life of Elsenham and surrounding Villages, with Groups meeting on every day of the week. Due to the Covid-19 pandemic and in line with Government instructions the Memorial Hall |
closed to users on 17th March 2020, and with minor exceptions remained closed for the whole year. We continued to produce the Village Magazine "Elsenham News" which is produced by volunteers and delivered free to each household in the village each month (except January). Elsenham News continues to be funded by advertising receipts. Due to Covid-‐19 restrictions Elsenham News was only available electronically from April -‐ August 2020. Advertisers were credited with the issues where there was no hard copy. Due to the completion of new housing the print run has more than doubled since 2011. The ECA website covers all events in Elsenham not just those held at the Memorial Hall. Sadly, due to Covid-‐19 restrictions The Village Fete and Village Santa could not take place. We had additional expenditure in making the building Covid safe with the intention of reopening in November 2020, but this was curtailed due to a second lockdown.
Additional information (optional)
You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | As the hall was closed due to the pandemic a volunteer was able to redecorate the Main Hall, Kitchen & entrance areas. As required by our insurance company the Hall was visited regularly by the Cleaner & Management Committee during the closure. |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | Income for the year was significantly reduced as there were no hires for most of 2020. Income in January related to hiring that had take place in 2019. There was no Village Fete or Santa. We received £1000 Covid Additional Restrictions Grant from Uttlesford District Council to compensate for loss of income and money spent to make the premises Covid secure in the 2nd lockdown. (Nothing was available for the first lockdown.) |
| Investment performance against objectives |
Para 1.41 | N/A |
| Other | In order for the Youth Football Team to restart in September 2020 on the adjacent Playing Field they needed to have access to toilet facilities. To enable this we opened 1 toilet only for the use of the Youth Football and Tennis Club. |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Despite the lack of income the Charity remains in a good financial position. These reserves will be used to redevelop the toilet facilities in the near future. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Reserves are held in a Saffron Building Society interest bearing account. A Reserves Policy was adopted in April 2020 and £10,000 is to be held in reserve. |
| Amount of reserves held | Para 1.22 | Approximately£55,000 |
| Reasons for holding zero reserves |
Para 1.22 | N/A |
| Details of fund materially in deficit |
Para 1.24 | N/A |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | We anticipate the resolution of Covid-19 restrictions |
Additional information (optional) You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | The management committee reviews charging policy annually to ensure that hiring income will cover the cost of refurbishment, maintenance, heating and cleaning. Village organisations and Charities are given a preferential rate of Hire. Private & Small Commercial Hirers are given a rate that reflects local hall charging rates. Larger Commercial Hirers are charged appropriately. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | Any surplus funds, which are not likely to be needed in the immediate future, are placed on deposit to earn interest. |
| A description of the principal risks facing the charity |
Para 1.46 | Risks associated with closures and lack of confidence due to Covid 19 will continue to be a problem into 2021. As we were running at nearly full capacity pre lockdown, any loss of regular bookings will, we believe,be easilyreplaced. |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
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|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Constitution (adopted 19th November 2019) |
| How is the charity constituted? (e.g unincorporated association,CIO) |
Para 1.25 | Incorporated Charitable Organisation (CIO). |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | There are 2 types of Trustees - those selected by the Village Organisations (see list of Charity Trustees) & Village representatives that are elected at the AGM. The AGM is open to all and everyone has a vote. Some representatives nominated by their organisation can choose not to be a Trustee. |
Additional information (optional)
You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | New Trustees are made aware of the Charity Commission’s guidance on public benefit & GDPR and complete a Trustees Declaration to confirm that they are willing & eligible to be a Trustee. |
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | General meetings of the ECA comprises the Charity Trustees and members nominated by other organisations. The AGM delegates limited powers to a 6 person Management Committee who take day-to-day responsibility for the running of the Charity. |
| Relationship with any related parties |
Para 1.51 | Elsenham Community Association is a member of the Rural Community Council of Essex (RCCE) Village Hall Advice and information service. RCCE provides advice and information on all aspects of Village Hall and Community Building management. RCCE advised on the conversion of the charity to a Charitable Incorporated Organisation (CIO). |
| Other |
Reference and Administrative details
| Charityname | Elsenham CommunityAssociation CIO |
|---|---|
| Other name the charityuses | ECA |
| Registered charitynumber | 1186436 |
Charity’s principal address |
Elsenham Memorial Hall, Elsenham Playing Field, Off Leigh Drive, Elsenham, Bishop's Stortford CM22 6BY |
Names of the charity trustees who manage the charity
| harity | |||
|---|---|---|---|
| Trustee name | Office (if any) | Dates acted if not for **whole year ** |
Name of person (or body) entitled to appoint trustee (if any) |
| Allan Hathaway | Hon. Chair Management Committee (MC) |
Village Rep | |
| Moyra Jackson | Hon. Secretary (MC) | W.I | |
| Margaret Shaw | Hon. Treasurer (MC) | Village Rep | |
| Jean Woollvin | Hon. Vice-Chair (MC) | Flower Show Society/Santa | |
| Cheryl Rae | Hon. Bookings Secretary (MC) |
Village Rep | |
| Jill French | Management Committee |
Village Rep | |
| Jean Platt | Village Rep | ||
| David Verlander | EVHS | ||
| Caryl Benner | Henham & District GardenSoc. | ||
| John Minor | Parish Council | ||
| Petrina Lees | Rainbows / Brownies | ||
| Valerie Austin | St Mary’s Fabric Fund | ||
| Barry Halliwell | St. Mary's PCC / Tennis Club | ||
| Gill Hathaway | Village Rep | ||
| Sue Johnson | Santa | ||
| Peter Johnson | Village Rep | ||
| Sue Waite | Elsenham Village Cafe |
Corporate trustees – names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
| Trustee name | Dates acted if not for whole year | |
|---|---|---|
| The CharityCommission | ||
| Funds held as custodian trustees on behalf of others | ||
| Description of the assets held in this capacity |
N/A N/A N/A |
|
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
||
| Details of arrangements for safe custody and segregation of such assets from the charity’s own assets |
Additional information (optional)
Names and addresses of advisers (Optional information)
| Names and addresses of advisers (Optional information) | Names and addresses of advisers (Optional information) | Names and addresses of advisers (Optional information) |
|---|---|---|
| Type of adviser Name Address |
||
| Independent Examiner |
Mrs Debbie Fry | Elsenham |
| Name of chief executive or names of senior staff members (Optional information) | ||
| N/A |
Exemptions from disclosure
Reason for non-disclosure of key personnel details N/A
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
||
|---|---|---|
| Allan Hathaway | Margaret Shaw | |
Chair |
Treasurer | |
| 26th March 2021 | ||
| 26th March 2021 |
| ELSENHAM COMMUNITY ASSOCIATION | Charity Number | 1186436 | |||||||||
| ACCOUNTS YEAR ENDING | 31st December 2020 | ||||||||||
| Receipts | Expenditure | ||||||||||
| Opening Balances | Closing Balances | ||||||||||
| 2020 | 2019 | 2020 | 2019 | ||||||||
| Bank Accounts & Cash | |||||||||||
| ECA Savings Account |
59,173.19 | 48,173.38 | ECA | Savings Account | 59,920.78 | 59,173.19 | |||||
| Current Account 1 | 9,115.29 | 15,059.88 | Current Account 1 | 7,539.64 | 9,115.29 | ||||||
| Current Account 2 | - | - | Current Account 2 | 4.92 | - | ||||||
| Cash | 0.00 | 0.00 | Cash | 0.00 | 0.00 | ||||||
| Elsenham News | 1,860.97 | 1,352.96 | Elsenham New | 10,500 in ECA accounts | 2,956.94 | 1,860.97 £12,500 in ECA accounts | |||||
| Elsenham News(2019 but banked in 2020) | 1,082.40 | ||||||||||
| total | 71,231.85 | 64,586.22 | 70,422.28 | 70,149.45 | |||||||
| Fund Raising Income | Fund Raising Expenses | ||||||||||
| Fete | 120.00 | 2,120.69 | Fete | 50.00 | 1,108.20 | ||||||
| Santa | - | 1,504.92 | Santa | - | 1,003.10 | ||||||
| Fund Raising Total | 120.00 | 3,625.61 | 50.00 | 2,111.30 | |||||||
| Other Income | Other Expenditure | ||||||||||
| UDC Additional Restrictions Grant | 1,000.00 | - | EVHS | - | 32.51 | ||||||
| Tots & Toddlers | 219.41 | 1,286.55 | Tots & Toddlers | 292.60 | 704.80 | ||||||
| £250 contribution toward | |||||||||||
| Interest | 747.59 | 999.81 | Other | 225.53 | 481.09 CCTV |
||||||
| Bank Compensation | 150.00 | Elsenham News | transfer | 2,000.00 | 2,500.00 | ||||||
| Hall Receipts | Hall Expenditure | ||||||||||
| Regular bookings (Q4 2019, Q1 | 2020) | 6,192.06 | **13,408.13 ** | Q4 2018, Q1-3 2019 | cleaning | 1,791.41 | 2,233.69 cleaning | ||||
| one off bookings | 210.00 | **3,211.00 ** | 2019 3 elections | utilities | 2,023.45 | 2,635.24 utilities | |||||
| Key deposits | -20.00 | -10.00 | covid related | costs | 542.60 | - | |||||
| Hall Receipts Total | 6,382.06 | 16,609.13 | insurance & memberships | 723.56 | 682.64 insurance | ||||||
| electrical | 582.55 | 369.01 electrical | |||||||||
| plumbing | - | 155.69 plumbing | |||||||||
| extinquisher contract | 136.37 | 216.48xtinquisher/fire blanke | |||||||||
| decorating | costs | 188.25 | 1,930.00 paving front of hall | ||||||||
| Toilet remodelling | 815.88 | 240.00 chair cleaning | |||||||||
| kitchen equipment | 70.00 | 534.90 new kitchen hatch | |||||||||
| 78.53 other maintainence | |||||||||||
| 2,560.00 garden reburbishmen | |||||||||||
| total receipts re Hall | 6,382.06 | 16,609.13 | total expenditure | re Hall | 6,874.07 | 11,636.18 | |||||
| total ECA receipts | 8,619.06 | 22,521.10 | total ECA expenditure | 9,442.20 | 17,465.88 | ||||||
| Elsenham News Income | 7,392.32 | 10,771.30 | Elsenham News | Expenditure | 7,378.75 | 10,263.29 | |||||
| total income | 16,011.38 | 33,292.40 | total expenditure | 16,820.95 | 27,729.17 | ||||||
| income plus funds | 87,243.23 | 97,878.62 | 87,243.23 | 97,878.62 | |||||||
| Total ECA Funds | 55,786.14 | 54,516.09 | |||||||||
| Total Non-ECA funds | |||||||||||
| Balance held on behalf of Elsenham News | 10,500.00 | 12,500.00 | |||||||||
| Balance held on behalf of Tots & Toddlers | 959.20 | 1,032.39 | |||||||||
| Balance of Key deposits | 220.00 | 240.00 | |||||||||
| Total grant receipts (for Charity Commission reporting) | |||||||||||
| Tots & Toddlers | 400.00 | ||||||||||
| UDC Covid Additional Restrictions Grant | 1,000.00 | ||||||||||
| MAS | |||||||||||
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