Trustees’ Annual Report for the period
From 1st January 2024 To 31st December 2024
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 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, in 2024, 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 |
in 2024 we installed hot water and did some other improvements in the accessible toilet. With funding from the VCSE Energy Efficiency Scheme VCSE we had an Independent Energy Assessment (IEA) undertaken by Groundworks UK. They produced a Strategic Energy Report (SER) and an Energy Performance Certificate (EPC). We applied for funding from VCSE to install LED lighting, infra-red heating & solar panels. As we were unsuccessful in VCSE funding, |
||
|---|---|---|---|---|
| we applied to the UK Shared Prosperity Funding for the maximum grant of £10,000. With that & some of our own funds we have placed an order to install LED lighting & infra-red heating. We have now applied to Uttlesford Zero Carbon Grant scheme to install Solar panels and associated battery storage. These measures will significantly reduce our electricity costs. |
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|---|---|---|
Performance of fundraising activities against objectives set |
Para 1.41 |
We continue to raise funds towards the provision of an outside Toilet facility. This fund now stands at £8,000. |
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 | Hall bookings are healthy. Successful Race Night, Quiz night & Fete have boosted our funds. |
| 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 £31,000. £10,000 is committed to the LED lighting& infra-red heating. |
| 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, and further expansion planned) has made a printed edition of Elsenham News unviable. (it is impractical to increase advertising rates significantly). Elsenham News will only be available online from June 2025. |
**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 aregiven 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 5.5%) |
A description of the principal risks facing the charity |
Para 1.46 |
|
| 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
| he 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 | until 14/3/2024 | Flower Show Society | |
| Cheryl Rae | Hon. Bookings Secretary (MC) |
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 | until 14/3/2024 | Village Rep | |
| Peter Johnson | Village Rep | ||
| Shirley Wilcock | Church Lunch Club | ||
| Ricky Lambourne | EYFC | ||
| Ian Jackson | Elsenham News | ||
| Jennifer Jarvis | until 14/3/2024 | 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
| Trustee name | Dates acted if not for wholeyear |
|
|---|---|---|
| None |
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)
| Type of | Name | Address |
|---|---|---|
| adviser | ||
| Independent | Mrs Debbie Jones | Elsenham |
| Examiner | ||
| 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 Trustee / Outgoing Chairman Treasurer Secretary, Chair, etc) Date 13th March 2025
| ELSENHAM COMMUNITY ASSOCI | ATION Charity Number 1186436 31st December 2024 2024 2023 30,511.67 31,864.80 - - 4,831.12 26,046.93 3.42 3.30 0.00 0.00 35,346.21 57,915.03 1,982.07 1,662.69 37,328.28 59,577.72 620.00 864.13 3,643.97 4,603.86 1,949.70 1,097.00 200.00 6,890.67 6,087.99 1,422.50 2,000.00 550.00 1,200.00 528.23 306.70 67.80 2,037.34 1,511.67 5,805.87 3,818.37 14,683.47 11,693.58 2,650.68 1,579.00 125.00 20.00 17,459.15 13,292.58 400.00 150.00 150.00 10,000.00 28,009.15 13,442.58 40,705.69 23,348.94 12,971.16 11,278.86 53,676.85 34,627.80 91,005.13 94,205.52 37,597.50 23,564.34 8,000.00 4,827.50 1,342.86 2,206.99 9,342.86 7,034.49 1,300.00 3,300.00 1,154.81 1,217.38 49.80 250.00 230.00 2,754.61 4,747.38 49,694.97 35,346.21 mission reporting) 10,000.00 400.00 |
Expenditure Closing Balances 2024 2023 ECA Savings Account 1 37,542.91 30,511.67 Savings Account 2 11,006.10 - Current Account 1 1,142.54 4,831.12 Current Account 2 3.42 3.42 Cash 0.00 0.00 49,694.97 35,346.21 Elsenham News plus 1,300 in ECA accounts 4,004.04 1,982.07 plus 3,300 in ECA accounts 53,699.01 37,328.28 Fund Raising Expenses Fete generator (part) 864.13 Fete Expenditure 2,169.38 1,291.00 Race Night Expenditure 550.95 125.00 Quiz Night Expenditure 463.36 2025 Race Night deposit 125.00 4,172.82 1,416.00 Other Expenditure Fete profit donated to outside toilet 1,422.50 2,000.00 Quiz profit donated to outside toilet 550.00 1,200.00 Tots & Toddlers 590.80 570.55 EAGLES 18.00 Other 269.20 153.32 Warm Place expenditure 960.00 Elsenham News transfer 2,000.00 3,200.00 6,050.50 6,883.87 Hall Expenditure cleaning 2,631.20 2,281.44 utilities 4,389.77 4,220.37 insurance & memberships 1,033.31 1,003.83 key deposits 105.00 10.00 electrical 219.37 extinquisher contract 140.40 140.40 toilet remodelling 2,325.91 29,525.25 maintenance 491.03 137.23 curtain tie backs 80.00 gardening 16.99 0.00 heating & lighting 5,000.00 total expenditure re Hall 16,133.61 37,617.89 total ECA expenditure 26,356.93 45,917.76 Elsenham News Expenditure 10,949.19 10,959.48 total expenditure 37,306.12 56,877.24 91,005.13 94,205.52 Race Night profit donated to toilet |
|---|---|---|
| ACCOUNTS YEAR ENDING Receipts Opening Balances Bank Accounts & Cash ECA Savings Account 1 Savings Account 2 Current Account 1 Current Account 2 Cash Elsenham News total Fund Raising Income Donations towards outside toilet MAG grant for Fete generator Fete Income Race Night Income Quiz Night Income Donations Fund Raising Total Other Income Tots & Toddlers EAGLES Interest Hall Receipts Regular bookings one off bookings Key deposits Hall Bookings Total Udc re accessible toilet upgrade CCTV ex PC UKSPF via UDC for heating & lighting total receipts re Hall total ECA receipts Elsenham News Income total income income plus funds Total ECA Funds (unreserved) Reserved Funds Reserved for Outside Toilet Reserved for 2025 Fete Total reserved funds Non-ECA funds Balance held on behalf of Elsenham News Balance held on behalf of Tots & Toddlers Balance held on behalf of EAGLES Balance of Key deposits Total Non-ECA funds Total grant receipts (for Charity Com UKSPF via UDC for heating & lighting Udc re accessible toilet upgrade MAS 18/1/2025 Fete profit donated to outside toilet Quiz profit donated to outside toilet Race Night profit donated to toilet |
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