Trustees’ Annual Report for the period
From 1st January 2023 To 31st December 2023
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 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 / Rascals / Dance Scene Slimming World / Patient Participation Group Village Fete KeepFit/Yoga/Pilates/Zumba/Stretch classes |
| 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 |
The COVID 19 pandemic no longer has an effect on the village. 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. A Warm Space hub was provided for Q1 2023 with funding from Essex Association of Local Councils 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 |
|
|---|---|---|
| We continue to raise funds towards the |
| Performance of fundraising activities against objectives set |
Para 1.41 |
provision of an outside Toilet facility. Funds raised at the Village Fete and at a Christmas Market held at Golf World Stansted contributed to that fund. A grant has been obtained from Manchester Airports Group to provide a generator to be used by the ECA principally for the fete. |
|---|---|---|
Investment performance against objectives |
Para 1.41 |
N/A |
Other |
Financial Review
| 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 refurbishing the toilets. Hall bookings are healthy. |
| 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 continuing as a going concern |
Para 1.23 | Whilst the Charity is in a healthy position, the future of Elsenham News is uncertain. The expansion of the village (from 900 dwellings in 2001 to 2100 now) will make Elsenham News unviable without additional funding (it is impractical to increase advertising rates significantly). Additional source of income are being investigated. |
**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. Our hire charges increased from 1st January 2023, mainly to cover increased Electricity charges. 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. (currently at 6%) |
| 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 5 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. Elsenham Parish Council continues to offer support & advice. |
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 (ifany) |
|
|---|---|---|---|---|
| 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) | until 9/3/23 | Village Rep | |
| Sue Waite | Hon. Vice-Chair (MC) | Elsenham Village Cafe /Parish Council |
||
| David Verlander | EVHS | |||
| Gloria Easton | Henham & District Garden Soc |
|||
| Petrina Lees | Village Rep | |||
| 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 | |||
| Ricky Lambourne | from 9/3/23 | EYFC | ||
| Ian Jackson | from 9/3/23 | Elsenham News | ||
| Jennifer Jarvis | from 9/3/23 | Rainbows / Brownies |
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 Jones | 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) Margaret Shaw Full name(s) Allan Hathaway Position (eg Chair Treasurer Secretary, Chair, etc) Date 14th March 2024
| ELSENHAM C | OMMUNITY ASSOCI | ATION Charity Number 1186436 31st December 2023 2023 2022 31,864.80 60,579.91 26,046.93 14,777.29 3.30 4.92 0.00 0.00 57,915.03 75,362.12 1,662.69 4,179.24 59,577.72 79,541.36 620.00 1,140.00 4,603.86 3,190.05 864.13 - 40.00 6,087.99 4,370.05 2,000.00 - 306.70 748.31 1,511.67 1,284.89 - 960.00 3,818.37 2,993.20 11,693.58 10,402.58 1,579.00 1,299.63 20.00 0.00 13,292.58 11,702.21 150.00 150.00 1,500.00 13,442.58 13,352.21 23,348.94 20,715.46 11,278.86 7,420.73 34,627.80 28,136.19 94,205.52 107,677.55 23,564.34 47,506.30 4,827.50 2,207.50 2,206.99 7,034.49 2,207.50 N 3,300.00 6,500.00 d 1,217.38 1,481.23 230.00 220.00 4,747.38 8,201.23 35,346.21 57,915.03 mission reporting) 0.00 960.00 0.00 1,500.00 |
Expenditure Closing Balances 2023 2022 ECA Savings Account 30,511.67 31,864.80 Current Account 1 4,831.12 26,046.93 Current Account 2 3.42 3.30 Cash 0.00 0.00 35,346.21 57,915.03 Elsenham News plus 3,300 in ECA accounts 1,982.07 1,678.03 37,328.28 59,593.06 Fund Raising Expenses Fete Expendiure 1,291.00 1,290.00 2024 Race Night deposit 125.00 1,416.00 1,290.00 Other Expenditure Fete profit donated to toilet 2,000.00 - Tots & Toddlers 570.55 546.31 Other 153.32 200.84 Warm Place expenditure 960.00 - Elsenham News transfer 3,200.00 6,883.87 747.15 Hall Expenditure cleaning 2,281.44 2,007.13 utilities 4,220.37 4,906.63 insurance & memberships 1,003.83 960.92 key deposits 10.00 0.00 electrical 219.37 94.80 extinquisher contrac 140.40 140.40 toilet remodelling 29,525.25 27,799.89 maintenance 137.23 39.96 curtain tie backs 80.00 0.00 gardening 0.00 175.67 total expenditure re Hall 37,617.89 36,125.40 total ECA expenditure 45,917.76 38,162.55 Elsenham News Expenditure 10,959.48 9,921.94 total expenditure 56,877.24 48,084.49 94,205.52 107,677.55 |
|---|---|---|---|
| ACCOUNTS Y | |||
| Receipts Opening Balan |
|||
Bank Account ECA Elsenham New total Fund Raising I |
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