## **Epsom & Ewell Harriers**
Registered Charity Number 1187959
Trustees of the CIO are: David Clarke (Chairman) David Blunt (Membership Secretary) Daniel Johnson (Treasurer) David Howell Chris Glencross (Secretary) Chris Ryans Diana Norman (Coaching Secretary) Simon Bean Vanda Caulfield (Facilities Secretary) Neil Henderson
## **Trustees Report for the year to November 2025**
## _**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 400 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.
Chris Ryans has indicated that he would like to step down as Trustee due to family commitments, we would like to thank him for his contributions. There will be one vacancy to be filled at the AGM.
We are grateful for Chris Ryan’s contributions.
We would also like to thank Di Norman for taking on the role of Club President these last two years. We look forward to electing and welcoming a new president to this position at our AGM.
## _**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 21[st] , 2025.
## _**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.
Working with EEBC and UKA, we successfully achieved Track Mark accreditation for a further three years. TrackMark status is recognised by UKA as having well managed, well maintained facilities that are accessible to participants of all abilities.
This year, to improve storage safety and safe access to equipment, we have purchased a new storage container, found just outside the track gates. Our old high jump metal cover was in disrepair; this has now been replaced with a modern lightweight roll away cover.
Altogether the club spent more than £17,000 on capital equipment for the benefit of all users of the facility.
With thanks to Simon Bean, our Kit Manager for sourcing some excellent quality competition and sportswear for the club. This has also all moved to online, making it simpler for athletes to order kit and have it delivered to their home.
Hopefully our members are all enjoying the club's new web site packed with information, up to date fixture lists and results.
Going into 2026 we plan to update the club room, to make it a more pleasant, inviting environment that athletes would like to enjoy and where they can socialise with others.
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. 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 five track and field leagues. In the winter there are three 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 was promoted to Division 1 of the Southern Athletics League (SAL) at the start of the season for very competitive meets. We had some fantastic performances including many club records plus Lisa Boland breaking age British Records. We managed to stay up in Division 1 by one point. Well done to all those that contributed to a great season performance.
The men’s and women’s veterans athletics teams both finished 2nd out of 9 clubs in the Veterans League.
In the cross-country, our men’s and women’s senior teams have both unfortunately dropped to Division 2 of the Surrey XC League.
Our young athletes have had a fantastic year, showing great enthusiasm, progress, and team spirit throughout the season. The athletes took part in Cross Country, Quadkids, Sportshall and Youth Development League (YDL) events, with strong attendance and commitment training sessions.
It was our first year competing in the YDL and both the Upper and Lower age groups enjoyed a very successful season. The Lower age group were crowned league champions, while the Upper age group secured an impressive second place, finishing just behind a very strong Highgate Heathside team. The Lower age group will re-join the Lily B and Ebbisham Leagues for the 2026 season which we feel provides more opportunities for the younger athletes to compete and develop their skills.
This year saw a resurgence in club road running participation. We fielded our first team to enter the two-day Green Belt Relay in over two decades, finishing third in the Open Mixed category. Following a promotional campaign by the club we had our highest participation in the Surrey Road League for a very long time, with some impressive individual performances. The men’s and women’s teams both finished 6th in the league tables.
## _**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.
Thank you again to 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 will be hosting another pre-Christmas _Volunteers Recognition Evening_ .
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.
## _**In Memoriam**_
Sadly, in February the club lost its longest serving member, Don Turner. With nearly 70 years in the club he had a distinguished career as an athlete in the 1960s and an even more distinguished career as an athletics official after he stopped running. He officiated at national level including helping to organise the first London marathon but his first priority was always to help his club and the local community.
## _**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.
_The Trustees of Epsom and Ewell Harriers November 2025_
||**Epsom & Ewell Harriers**
|**Epsom & Ewell Harriers**
|**Epsom & Ewell Harriers**
|**Epsom & Ewell Harriers**
|**1187959**|**1187959**|**CC16a**|
|---|---|---|---|---|---|---|---|
||||**Receipts and payments accounts**|||||
||**For the period**
**from**||
**01/04/2024**|
**To**|**31/03/2025**|||
|||||||||
|**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**|**Endowment**
**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**|**Total funds**
**to the nearest £**
**54,369**
**13,126**
**8,073**
**2,732**
**2,275**
**1,150**
**603**
**250**
**82,578**
**0**
**0**
**0**
**82,578**
**33,571**
**0**
**14,676**
**7,445**
**6,135**
**4,085**
**2,711**
**2,657**
**1,810**
**1,690**
**1,080**
**914**
**772**
**681**
**620**
**78,847**||**Last year**
**to the nearest £**|
|Track Fees|**54,369**||**0**||||**51,671**|
|Membership|**13,126**||**0**||||**13,586**|
|KIT SALES|**8,073**||**0**||||**605**|
|Interest|**2,732**||**0**||||**1,450**|
|XC Race|**2,275**||**0**||||**7,230**|
|Refreshments|**1,150**||**0**||||**951**|
|Track Race|**603**||**0**||||**420**|
|DONATION|**250**||**0**||||**19,086**|
|**_Sub total_**_(Gross income for AR)_|**82,578 **|**0**|**0**||||**94,999**|
||**0**
**0**
**0**
**82,578**
**33,571**
**0**
**14,676**
**7,445**
**6,135**
**4,085**
**2,711**
**2,657**
**1,810**
**1,690**
**1,080**
**914**
**772**
**681**
**620**
**78,847**
**17,265**
**17,265**
**96,112**
**-13,534**
**0**
**199,722**
**186,188**|||||||
|**A2 Asset and investment sales**||||||||
||**0**|||||||
||**0**||||||**0**|
|**_Sub total_**|**0**||||||**0**|
|**_Total receipts_**
**A3 Payments**||||||||
||||||||**94,999**|
|||||||||
|
Track Hire|**33,571**||||||**7,209**|
|Equipment|**0**||||||**0**|
|Kit Purchases|**14,676**||||||**1,800**|
|XC Race Costs|**7,445**||||||**3,544**|
|Coaching Costs|**6,135**||||||**2,486**|
|Website|**4,085**||||||**0**|
|Maintenance|**2,711**||||||**1,647**|
|Track Race Costs|**2,657**||||||**2,077**|
|Awards|**1,810**||||||**1,495**|
|Admin|**1,690**||||||**1,876**|
|Indoor Race Costs|**1,080**||||||**1,062**|
|RR Race Costs|**914**||||||**1,161**|
|Affiliation Fees|**772**||||||**552**|
|Refreshment Costs|**681**||||||**1,183**|
|Volunteer Event|**620**||||||**0**|
|**_Sub total_**|**78,847**||||||**26,092**|
|||||||||
|**A4 Asset and investment**
**purchases, (see table)**||||||||
|
Equipment|**17,265**||||**17,265**||**2,927**|
|**_Sub total_**|**17,265**||||**17,265**||**2,927**|
|**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**||||||||
||||||||**29,019**|
|||||||||
||**-13,534**||**0**||**-13,534**||**65,980**|
||**0**||**0**||**0**||**0**|
||**199,722**||**0**||**199,722**||**132,290**|
||**186,188**||**0**||**186,188**||**199,722**|
07/11/2025
CCXX R1 accounts (SS)
1
|**Section B Statement of assets and liabilities at the end of the period**|**Section B Statement of assets and liabilities at the end of the period**||||
|---|---|---|---|---|
|**Categories**
**B2 Other monetary assets**
**B3 Investment assets**
Signed by one or two trustees on
behalf of all the trustees
**B5 Liabilities**
**B4 Assets retained for the charity’s**
**own use**
**B1 Cash funds**|Signature
**Details**
**Details**
Track Equipment
**Details**
None
**_Total cash funds_**
(agree balances with receipts and
**Details**
None
Bank Accounts
Savings Account
FT Deposits
NationalSavings
Petty Cash
**Details**|**Unrestricted**
**funds**
**Restricted funds**
**to nearest £**
**to nearest £**
**55,404**
**0**
**50,784**
**75,000**
**5,000**
**0**
**0**
**0**
**186,188**
**0**
OK
OK
**Unrestricted**
**funds**
**Restricted funds**
**to nearest £**
**to nearest £**
**0**
**0**
**Fund to which**
**asset belongs**
**Cost (optional)**
**0**
**Fund to which**
**asset belongs**
**Cost (optional)**
29,404
**0**
**0**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
0
**0**
**0**
Print Name||**Endowment**
**funds**
**to nearest £**|
|||||**0**|
||||||
||||||
||||||
||||||
|||||**0**|
|||||**0**|
|||||OK|
|||||**Endowment**
**funds**
**to nearest £**|
|||||**0**|
|||||**Current value**
**(optional)**|
|||||**0**|
|||||**Current value**
**(optional)**|
|||||**0**|
|||||**0**|
|||||**When due**
**(optional)**|
||||||
||||||
||||||
|||||Date of approval|
||||||
||||||
07/11/2025
CCXX R2 accounts (SS)
2
Independent examiner's report to the trustees of Ep50m & Ewell Harrier5
I report to the trustees on my examination of the accounts of the Epsom & Ewell Harriers (the Trust)
for the year ended 31" March 2025.
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 Charitie5 Act 20111'the Act'l. I report in respect of mv
examination of the Trust's accounts 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 Commission under
section 14515llbl of the Act.
Independent examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in
connection with the examination Eiving me cause to believe that in any material respect=
accounting records were not kept in respect of the Trust as reqsjired 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 connectiori with the examination to
which attention should be drawn in this report in order to enable a proper understanding of the
accounts to be reached.
Signed:
Name..
Relevant professional qualification or membership of professional bodies lif any): Mth
Address..
98 Eortf>, ¥71 2iQ
11 202
Date..