Epsom & Ewell Harrier
Registered Charity Number 1187959
Trustees of the CIO are: David Clarke (Chairman) David Blunt (Membership Secretary) Daniel Johnson (Treasurer) David Howell Chris Glencross (acting Secretary) Chris Ryans Diana Norman (Coaching Secretary) Simon Bean Vanda Caulfield (Facilities Secretary) Andrew Vaughan
Trustees Report for the year to November 2024
Overview
This was another solid year for Epsom and Ewell Harriers. The club has a unique relationship with the local Council. We must provide much of the equipment and a lot of the manpower to manage the facilities at the Poole Rd track. The facilities and equipment are available, not only to our 350 members, but also to local schools and other community groups. In return the club has access to an excellent facility for training and some competitions which allow it to thrive. We can only manage this through the dedication of a small army of volunteers who give their time freely throughout the year. This enterprise could not exist without them.
Management of the Charity
The Club was incorporated as a Charity In early 2020 and is managed by a Board of ten Trustees. During the past year the Trustees have managed the club well. They have delivered the objectives and managed finances more than efficiently
In January of this year Neil Henderson indicated that he would like to step down as Club Secretary due to work commitments. Shortly afterwards Chris Glencross volunteered to take over the position in an acting capacity, with a handover from Neil.
In his time as secretary Neil has done a great job of improving the use of technology used by Trustees and club members for collaboration. Chris’ new position should be formalised at the AGM.
Andrew Vaughan has indicated that he would like to step down from office as a Trustee so there will be one vacancy to be filled at the AGM. Three other Trustees have reached the end of their 3 year appointments but are willing to be re-appointed at the Member's discretion.
We are grateful for Neil and Andrew’s contributions.
Income & Expenditure
The full report detailing club finances will be submitted to the Charity Commission. Copies of this report will be made available to members at the club’s annual general meeting on November 15th 2024.
Facilities
As mentioned, we have a unique partnership arrangement with Epsom & Ewell Borough Council (EEBC). We have lease agreements to use the clubhouse and weights room and to have exclusive use of the track three nights every week. We pay a significant rent for these privileges, but it does give us greater flexibility than most clubs in the control of the facility.
This is an excellent arrangement, but it also has some consequences. EEBC is responsible for the basic infrastructure such as the track, hammer cage etc. But we are responsible for all other ‘movable’ equipment such as the high jump bed, hurdles, throwing equipment and so on.
Our annual Risk Assessment happens early in the new year, and we also update our inventory at this time. Together this informs us of the need to update, repair and replace equipment. Our coaches are also striving to improve the training facilities on offer to our athletes and visitors. New up-to-date equipment is sourced throughout the year. For example, this year we have purchased a large number of spring-back hurdles and new storage for these, along with new competition equipment: javelins, shots and other ancillary training equipment. And as mentioned, we have some major purchases in the pipeline for the next financial year.
We strive to future proof the club for many years to come. This acts for the benefit of not only the club and the competitions that we host, but also for casual users, other clubs who train on the facility on Wednesday evenings and at weekends, and many local schools and groups.
We help to facilitate use of the track by local schools and others. For example, schools hold academic assessments in PE, sports days and training. The local scout troop had an athletics evening on the track last summer. The Surrey Foster care community had a very successful sports day for the first time this year at the Harrier Centre and we hope to welcome them back in 2025. To manage all of this we rely very heavily on members and parents who give freely of their time.
Athletics Activities and Achievements
During the summer the Club takes part in 5 different track and field leagues. In the winter there are 3 cross country leagues. Many athletes will also progress to compete in championship events, open road races and a wide variety of athletic pursuits.
Our senior track and field team finished the 2024 season of Southern Athletics League handsomely on top of Division 2 South and West. That will see us competing in Div 1 in 2025.
In the cross-country, our Men’s team finished the 2023/34 season on top of Division 2 of the Surrey league winning promotion to Div 1. Elsewhere our young athletes and veterans had creditable performances across many disciplines.
Public Benefit
Our club ethos encourages and promotes all aspects of athletics (track and field, road running and cross country running) in Epsom & Ewell for the benefit of the people of the borough and the surrounding areas.
We offer membership from age 9 years upwards, and are proud to have members in their 80s still training and competing. Our membership categories include social, competitive athletes and volunteers. We have maintained our fees at their current level for the last 3 years so as not to represent an obstacle to membership or use of the facilities.
We have a hardship fund available which has been used to support athletes both with track fees, membership fees and kit.
We financially support university students who live away from home during term time by paying transport costs so that they can attend competitions, and by waiving their track fees so they can continue to train during holidays.
We plan shared transport to our events for athletes, which has environmental and cost
saving benefits.
The benefit that we provide is enabled through the generosity of our many volunteers. Our members reach out into the local community by hosting running events in local parks and at the track for all, volunteering at Parkruns, officiating at Surrey Schools events and looking after the many schools and groups that want to use the facility.
Volunteers
We rely heavily on volunteers.
Our coaches, several of whom are at the track three nights a week and who support their athletes at competitions at the weekend, are all volunteers. This is also true of our technical officials, who might be at three or four meetings per week during the peak of the track and field season and one or two every weekend in winter.
Our Committee of Trustees who manage the affairs of the club are volunteers. Our team managers, who organise our teams and try their best to get all the right people to the events, are also doing this on an entirely voluntary basis. Our first aiders make themselves available at our events. Our Events Team not only plans the annual fixture list but organises the many annual events that we host. We have many parents or relatives who also play their part, including those who help Vanda in the summer to make the facilities available for schools and others.
We treasure all these volunteers, and this Charity could not continue without them. Indeed, we need more. Last year we launched a new initiative, inviting all members to sign up for a Volunteer Team. Thank you to the many new volunteers who signed up; from this list we now have 4 new fully qualified Officials, 2 new Welfare Officers, and many more ad hoc volunteers.
In addition, our very own Sophie Glencross was nominated and won the ‘ South East England Athletics 2024 Regional Volunteer Awards - Newcomer to Volunteering’ award. Steve Winder organised a large number of volunteers to be pacers at our local Parkrun.
In order to celebrate and thank all these amazing people, the club hosted its first Volunteers Recognition Evening earlier this month.
You will have the opportunity again at this year’s AGM to sign up to a volunteer team and we hope many come forward, and perhaps try something new. If members, friends or relatives can help at any level at any time we ask them to please come forward.
Future Plans
The Club has a very sound base on which it can continue to provide athletic development and competition for all ages and all events. From the 2025 season we are seriously considering moving our younger athletes into a different competition structure to provide better opportunities for progression.
The Trustees of Epsom and Ewell Harriers November 2024
| Epsom & Ewell Harriers 1 |
Epsom & Ewell Harriers 1 |
Epsom & Ewell Harriers 1 |
Epsom & Ewell Harriers 1 |
187959 | CC16a | |
|---|---|---|---|---|---|---|
| Receipts and payments accounts | ||||||
| For the period from | 01/04/2023 |
To | 31/03/2024 | |||
| Section A Receipts and payments | ||||||
| A1 Receipts | Unrestricted funds to the nearest £ |
Restricted funds to the nearest £ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 |
Endowment funds to the nearest £ |
Total funds to the nearest £ 51,671 13,586 7,230 2,171 605 1,870 19,086 951 97,170 0 0 0 97,170 7,209 3,544 2,077 1,161 1,062 2,486 1,647 1,800 1,495 1,183 1,178 698 552 720 0 26,811 2,927 0 2,927 29,738 67,432 0 132,290 199,722 |
Last year to the nearest £ |
|
| Gate receipts | 51,671 | 0 | 0 0 0 0 0 0 0 0 0 |
51,671 | 45,651 | |
| Subscriptions | 13,586 | 0 | 13,586 | 14,821 | ||
| Refreshments | 7,230 | 0 | 7,230 | 4,199 | ||
| Clubhouse | 2,171 | 0 | 2,171 | 968 | ||
| Kit Sales | 605 | 0 | 605 | 3,546 | ||
| Event Hosting | 1,870 | 0 | 1,870 | 710 | ||
| Donations | 19,086 | 0 | 19,086 | 15,300 | ||
| Bank interest | 951 | 0 | 951 | 143 | ||
| Sub total(Gross income for AR) | **97,170 ** | 0 | 0 | 97,170 | 85,338 | |
| A2 Asset and investment sales | ||||||
| 0 | 0 0 0 |
0 | ||||
| 0 | 0 | 0 | ||||
| Sub total | 0 | 0 | 0 | |||
| 0 | 97,170 | 85,338 | ||||
| 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 |
7,209 | 18,834 | ||||
| 3,544 | 3,305 | |||||
| 2,077 | 1,783 | |||||
| 1,161 | 980 | |||||
| 1,062 | 975 | |||||
| 2,486 | 0 | |||||
| 1,647 | 5,790 | |||||
| 1,800 | 4,945 | |||||
| 1,495 | 851 | |||||
| 1,183 | 658 | |||||
| 1,178 | 774 | |||||
| 698 | 1,327 | |||||
| 552 | 1,246 | |||||
| 720 | 633 | |||||
| 0 | 1,578 | |||||
| 26,811 | 43,678 | |||||
| 0 0 0 |
2,927 | 22,280 | ||||
| 0 | ||||||
| 2,927 | 22,280 | |||||
| 0 | 29,738 | 65,959 | ||||
| 0 | 0 0 0 0 |
67,432 | 19,379 | |||
| 0 | 0 | 0 | ||||
| 0 | 132,290 | 132,290 | ||||
| 0 | 199,722 | 151,669 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use Signed by one or two trustees on behalf of all the trustees |
Details Bank Accounts Savings Account FT Deposits National Savings Petty Cash Details None Details None Details Track Equipment Details Track Accounts Payable Signature Total cash funds (agree balances with receipts and payments account(s)) |
Unrestricted funds Restricted funds to nearest £ to nearest £ 71,354 0 61,780 60,000 5,000 1,589 0 0 199,722 0 OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ 0 0 Cost (optional) 0 Cost (optional) 18,319 0 0 13,500 0 0 Print Name Fund to which asset belongs Fund to which asset belongs Fund to which liability relates Amount due (optional) |
to nearest £ Endowment funds |
|---|---|---|---|
| 0 | |||
| 0 | |||
| 0 | |||
| OK | |||
| to nearest £ Endowment funds |
|||
| 0 | |||
| Current value (optional) |
|||
| 0 | |||
| Current value (optional) |
|||
| 0 | |||
| 0 | |||
| When due (optional) |
|||
| Date of approval | |||
Independènt examlnerfs report to the trustees of Epsom & Ewell Harriers I report to the trustees on my examination of the account5 of the Epsom & Ewell Harriers (the Trust) for the year ended 3151 March 2024. Responsibilities and basis of report As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 20111'the Act'l. I report in respect of mv examination of the Trust's account5 carried out under Section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Cornmi55ion under Section 14515llbl of the Act. Independent examinerfs statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect.. accounting record5 were not kept in respect of the Trust as required by section 130 of the Act.. or the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attentlon should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed.. Name.. ¢qGUL led1ja Relevant professional qualification or membership of professional bodies lif anv1= Address.. Date: