## **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.
| |---|---|---| |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_**|||| |
_Bank Accounts &_
_ECA_
_Elsenham News_
_Elsenham News_
**_total_**
**_Fund Raising In_**|||| To Trustee5: E15enham Clxrrnunlty Assodadon I report to the In￿tee$ on my examinaiion ol ihe K¢o￿ts 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 &•