Trustees’ Annual Report for the period
From 1st January 2022 To 31st December 2022
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 Christmas 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 there was some reduced usage of the memorial Hall in Q1 2022, but things then returned to normal, and the Village Fete was able to take place. 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. 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. A new editorial team took over in March 2022. The ECA website covers all events in Elsenham not just those held at the Memorial Hall. After much delay the toilets in the Memorial Hall were refurbished. Our accumulated income was used to pay for the improvements with a grant from the UDC Councillors fund towards the cost of the new toilet heatingsystem. |
**Additional
information (optional)**
You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
The Toilets where refurbished during the autumn by Redgate Construction Limited & overseen by Donald Purkiss Architects & our Chairman. |
|---|---|---|
Performance of fundraising activities against objectives set |
Para 1.41 |
Our income recovered well after Covid 19 restrictions where lifted. There is an amount of £960 in these accounts that has been received from Essex Association of Local Councils to provide a Warm Space Hub inQ1 2023. |
Investment performance against objectives |
Para 1.41 |
N/A |
Other |
||
| Financial Review | ||
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Most of our accrued income has now been spent on or allocated to on refurbishing the toilets. We still have our £20,000 in reserve and the Hall bookings are healthy. We will be increasing hire charges from 1st January 2023, mainly to cover increased Electricitycharges. |
| 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 £20,000 in reserve. |
| Amount of reserves held | Para 1.22 | Approximately£22,000 |
| 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. We will be increasing hire charges from 1st January 2023 by 8-10%. 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 investmentpolicyadopted |
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 continue to make a financial strain on the organisation |
| 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. |
Names of the charity trustees who manage the charity
| 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 / Fete | ||
| Moyra Jackson | Hon. Secretary (MC) | W.I | ||
| Margaret Shaw | Hon. Treasurer (MC) | Village Rep | ||
| Jean Woollvin | Flower Show Society | |||
| Cheryl Rae | Hon. Bookings Secretary (MC) |
Village Rep | ||
| Jill French | MC | Village Rep | ||
| Sue Waite | Hon. Vice-Chair (MC) | Elsenham Village Cafe /Parish Council |
||
| David Verlander | EVHS | |||
| Caryl Benner | to 11/3/2022 |
Henham & District Garden Soc. | ||
| Gloria Easton | from 11/3/2022 |
Henham & District Garden Soc | ||
| John Minor | to 11/3/2022 |
Parish Council | ||
| Petrina Lees | Rainbows / Brownies | |||
| Sue Johnson | to 11/3/2022 |
Santa | ||
| Valerie Austin | St Mary’s Fabric Fund | |||
| Gill Hathaway | Village Rep | |||
| France Lambert | Village Rep | |||
| Jean Platt | Village Rep | |||
| Peter Johnson | Village Rep | |||
| Shirley Wilcock | Church Lunch Club |
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 |
Corporate trustees – names of the directors at the date the report was approved
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 | |
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
N/A | |
| Details of arrangements for safe custody and segregation of such assets from the charity’s own assets |
N/A |
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) Allan Hathaway Position (eg Secretary, Chair Chair, etc)
Margaret Shaw Treasurer
Date 9th March 2023
| ELSENHAM CO | MMUNITY ASSOCI | ATION Charity Number 1186436 31st December 2022 2022 2021 60,579.91 59,920.78 14,777.29 7,539.64 4.92 4.92 0.00 0.00 4,179.24 2,956.94 79,541.36 70,422.28 1,140.00 1,067.50 3,190.05 205.00 40.00 - 4,370.05 1,272.50 2,000.00 748.31 378.55 1,284.89 659.13 960.00 10,402.58 2,280.77 (Q2-Q3 2021) 1,299.63 1,360.00 0.00 0.00 11,702.21 3,640.77 0.00 14,979.00 69.50 800.00 20.00 150.00 150.00 1,500.00 13,352.21 19,659.27 20,715.46 23,969.45 7,405.39 9,655.04 28,120.85 33,624.49 107,662.21 104,046.77 49,713.80 67,362.89 2,207.50 1,067.50 6,500.00 6,500.00 1,481.23 1,279.23 220.00 220.00 ing) 960.00 1,500.00 |
Expenditure Closing Balances 2022 2021 ECA Savings Account 31,864.80 60,579.91 Current Account 1 26,046.93 14,777.29 Current Account 2 3.30 4.92 Cash 0.00 0.00 Elsenham News 1,662.69 4,179.24 6,500 in ECA accounts 59,577.72 79,541.36 Fund Raising Expenses Fete 1,290.00 21.00 Santa - - 1,290.00 21.00 Other Expenditure Tots & Toddlers 546.31 58.52 Other 200.84 152.19 Elsenham News transfer 4,000.00 Hall Expenditure cleaning 2,007.13 1,444.72 utilities 4,906.63 1,418.30 insurance & memberships 960.92 696.02 electrical 94.80 170.17 extinquisher contract 140.40 191.16 Toilet remodelling 27,799.89 3,093.24 maintenance 39.96 132.35 replacement curtains 4,635.00 gardening 175.67 60.00 total expenditure re Hall 36,125.40 11,840.96 total ECA expenditure 38,162.55 16,072.67 Elsenham News Expenditure 9,921.94 8,432.74 total expenditure 48,084.49 24,505.41 107,662.21 104,046.77 |
|---|---|---|---|
| ACCOUNTS YE | |||
| Receipts Opening Balanc |
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Bank Accounts & ECA Elsenham News total Fund Raising In |
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