## **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.| |---|---|---| |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:||| |---|---|---| |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_|||||||||||| |_13/02/21_|||||||||||| ro I ru?teps.. Flwham CDmmwit¥ A55oclaiiDTr I rL'yoII Lo tlielrvsrees fr.thrt)inatbn 4f tw acc￿￿rIts￿l thL- El*nhiYf. con)munilY Aw¢ation IE(Al For thp Y￿r 30 tkitrnber 2ciu Keswn51ty.1,-ies Ar¥J rif ipw)ri tr. thv. IPWJPLV tIU51eL'S tsf LQA as are rtfwnsiblp f¢rfv PfepArhtJDn ofthE accDuDts in4tLOtd*nL4-Wrth the rMtsirP.mprtts [P￿tI￿¥SAtE 2011 I'tho Aii'l. I rppGri rgiw.ct of m¥ÈxamIn3t￿p. ot ECA'S aECCAJats t-. rrltd out uThk.¥ Sett￿ IIS ot rhp 1011 Act 3ThSits cdiryints tsvt my examiiiavor* hnyD*ol*rwprt ill thp ￿p￿IrAble tirectlLy￿ Èivev by Lne Chariy Commi>won unoè.TSp.ction Id5l