Trustees’ Annual Report for the period
From 1st January 2021 To 31st December 2021 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 within 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 Church and St Mary's Fabric Fund Elsenham Church Lunch Club Elsenham Village Cafe Elsenham Flower Show Society 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 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 |
Due to the Covid-19 pandemic and in line with Government instructions the Memorial Hall remained closed until after Easter. Most groups returned thereafter, although 3 groups decided not to continue. 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. Sadly, due to Covid-19 concerns the Village Fete could not take place. The normal visit by Santa was replaced by a Gift Fair that was run in conjunction with the Scouts, with all profits being donated to the ECA. 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. The ECA website covers all events in Elsenham not just those held at the Memorial Hall.
**Additional
information (optional)**
You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
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 reduced as there were no hires until after Easter 2021. We received another £2000 Covid Additional Restrictions Grant from Uttlesford District Council to compensate for loss of income in the 3rd lockdown. Following a decision in early 2021 by the UK Supreme Court we were able to make a claim against our Insurance Company for closure following an occurrence of Covid19 within the 5 mile radius of the premises. The claim was limited to £15,000 for loss of income in 2020/21 and we received £14.979. |
Investment performance against objectives |
Para 1.41 |
N/A |
Other |
In order for the Youth Football Team to continue 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, when restrictions allowed. |
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. We employed a architect to advise on the toilet refurbishment as a precursor to going out to tender. Money was spent on new curtains for which we received a partial grant from Essex County Council. |
|---|---|---|
| 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. Our Reserves Policy is to hold £15,000 in reserve. |
| Amount of reserves held | Para 1.22 | Approximately£60,000 |
| 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 continuingas agoingconcern |
Para 1.23 |
**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 |
Increasing Fuel costs will make a financial strain on the organisation but, bearing in mind our reserves, it would not be appropriate to increase our hire charges at this stage. |
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. Other members of the community can attend and contribute to General meetings of the CIO, but only Trustees can vote. |
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. |
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 | |
| Cheryl Rae | Hon. Bookings Secretary (MC) |
Village Rep | |
| Jill French | MC | Village Rep | |
| Sue Waite | Elsenham Village Cafe | ||
| David Verlander | EVHS | ||
| Caryl Benner | Henham & District Garden Soc. | ||
| John Minor | Parish Council | ||
| Petrina Lees | Rainbows / Brownies | ||
| Sue Johnson | Santa | ||
| Valerie Austin | St Mary’s Fabric Fund | ||
| Barry Halliwell | St. Mary's PCC / Tennis Club | ||
| Gill Hathaway | Village Rep | ||
| France Lambert | Village Rep | ||
| Jean Platt | Village Rep | ||
| Peter Johnson | Village Rep |
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 | |
| 11th March 2022 | ||
| 11th March 2022 |
| ELSENHAM CO | MMUNITY ASSOCI | ATION Charity Number 1186436 31st December 2021 2021 2020 59,920.78 59,173.19 7,539.64 9,115.29 4.92 - 0.00 0.00 2,956.94 1,860.97 1,082.40 70,422.28 71,231.85 1,067.50 205.00 120.00 - - 1,272.50 120.00 2,000.00 1,000.00 378.55 219.41 659.13 747.59 0.00 150.00 2,280.77 6,192.06 (Q4 2019, Q1 202 1,360.00 210.00 0.00 -20.00 3,640.77 6,382.06 14,979.00 69.50 800.00 20.00 150.00 19,659.27 6,382.06 23,969.45 8,619.06 9,655.04 7,392.32 33,624.49 16,011.38 104,046.77 87,243.23 67,362.89 55,786.14 1,067.50 6,500.00 10,500.00 1,279.23 959.20 220.00 220.00 ing) 69.50 2,000.00 1,000.00 800.00 |
Expenditure Closing Balances 2021 2020 ECA Savings Account 60,579.91 59,920.78 Current Account 1 14,777.29 7,539.64 Current Account 2 4.92 4.92 Cash 0.00 0.00 Elsenham News 6,500 in ECA accounts 4,179.24 2,956.94 10,500 in ECA accounts 79,541.36 70,422.28 Fund Raising Expenses Fete 21.00 50.00 Santa - - 21.00 50.00 Other Expenditure Tots & Toddlers 58.52 292.60 Other 152.19 225.53 Elsenham News transfer 4,000.00 2,000.00 Hall Expenditure 0) cleaning 1,444.72 1,791.41 utilities 1,418.30 2,023.45 insurance & memberships 696.02 723.56 electrical 170.17 582.55 kitchen equipment - 70.00 extinquisher contract 191.16 136.37 covid related costs - 542.60 decorating costs - 188.25 Toilet remodelling 3,093.24 815.88 maintenance 132.35 - replacement curtains 4,635.00 - gardening 60.00 - total expenditure re Hall 11,840.96 6,874.07 total ECA expenditure 16,072.67 9,442.20 Elsenham News Expenditure 8,432.74 7,378.75 total expenditure 24,505.41 16,820.95 104,046.77 87,243.23 |
|---|---|---|---|
| ACCOUNTS YE | |||
| Receipts Opening Balanc |
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Bank Accounts & ECA Elsenham News Elsenham News total Fund Raising In |
To Trustee5: E15enham Clxrrnunlty Assodadon I report to the Intee$ on my examinaiion ol ihe K¢ots of the Elsenham C¢xM)unlty Assoclaibn IECAI for the year ended 30 December 2020. Reswnsrbllftles and basls of report to ihe charity trusiee5 of ECA as you are responsIb for ihe wep•aiion of the 47ccounts In acctxdance wlth ihe requirement5 of the Charlties Act 20111.the Arfl. I report In respert of my examlnatlon of ECA'S acfounts carrFed out under sectknn 145 of the 2011 Act and In carryln8 Out my examlnatlon I have lolknwed 1 the appllcable Dlrnctlons glven by the Charlty Commlsslon under sectlDn 14515Mb) ol the &•<L I confim that no materl•l m•tters have come to my attention in connection with ihe e¥Jmlnatlon Blvlng me cause to belleve thal In any materlal fespecL I have no concems and have corne ¥ros5 no othe¢ matters In connertlon wlth the examlnailon to whlch attentlon should bedrawn In th15 rewxl In •yder enable a woper understsndln8 01 the account5 to be reoched. Si8ned: Name: Deborah Fry AddrÈ$5: 11 RldleyGardens ElSenrn Blshops Stortford HERTS Date: 10 March 2022