Trustees’ Annual Report for the period
From 1 April 2020 To 31 March 2021
Charity name: Lancaster Hall
Charity registration number: 230889
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The provision of a village hall for the benefit of the inhabitants of the Parish of Send and surrounding area without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions. |
| 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 |
Use of the village hall for meetings, lectures and classes or other forms of recreation and leisure in the interests of social welfare. The hall is in use most days of the week for a variety of activities including pre-school play groups, Girl Guides, dog training, yoga, zumba, body fitness, freemasons, singing & dancing groups and adult & junior amateur dramatics. The hall is available for hire for private functions including children’s parties, wedding receptions, funeral teas, village social functions and occasional fund raising fayres. The hall also has office space to rent which is currently used by the local parish council and a self contained flat that is let on a commercial basis. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The Trustees consider these activities to be consistent with Charity Commission guidance on providing for the 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 hall does not provide grants. |
| Policy on social investment including program related investment |
Para 1.38 | N/A |
| Contribution made by volunteers |
Para 1.38 | The hall is managed by volunteers from the local community who meet once per month (except August and December) to discuss hall matters as well as being available as required to attend to various matters at the hall. |
| 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 | As a result of the global COVID-19 pandemic the hall received grants from Guildford Borough Council amounting to £20,193. Part of these funds were used on much needed hall renovations – such as replacement of external windows and doors, painting of the external windows and fire exit stairs, re-varnishing the stage and corridors, clearing and renovating the garden and rear car park and repainting the car parking spaces. Debts were cleared from the past especially in relation to a pre school nursery that owed approximately £5000 in unpaid hall hire fees. Following a small claims court claim the director of the company and the hall commitee came to an arrangement of regular payments to the hall to clear the debt. The long-standing caretaker retired and was replaced with a new caretaker who has revised responsibilities over the prior caretaker. Hall hire rates and flat rental were not increased in April 2021 and will be reviewed again in 12 months. All achievements noted above benefit the hall and the wider community to ensure the hall is a pleasant place to hire and ensured its continuedfinancial viability. |
| Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
|---|---|---|
| Achievements against objectives set |
Para 1.41 | N/A |
| Performance of fundraising activities against objectives set |
Para 1.41 | Grants received from Guildford Borough Council. |
| 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 | The global pandemic put pressure on the hall’s finances however expenses were reduced significantly, and the hall was expected to break even thankfully due to the continued payments of rent for the office hire (Send Parish Council) and the commercial renting of the flat. Grants received from Guildford Borough Council were gratefully received and put to good use in much needed hall renovations and covering running expenses. |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | As a result of the global pandemic and the receipt of grants from Guildford Borough Council we held funds in the event the hall was to remain closed for a prolonged period and should further lockdowns occur at a later point. Funds were also held to cover ongoing repairs and maintenance that are required. |
| Amount of reserves held | Para 1.22 | Approximately £10,000 at 31 March 2021. This has since been set aside in a savings accountwithCAF Bank. |
| 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 | None |
| Additional information (optional) | Additional information (optional) | |
|---|---|---|
| You may choose to include further statements | where relevant about: | |
| Funding is from the renting of the halls and | ||
| office space to the community and parish | ||
| The charity’s principal sources of funds (including |
Para 1.47 | council as well as from the rental of a self- contained flat to the local church. |
| any fundraising) | ||
| None | ||
| Investment policy and | ||
| objectives including any | Para 1.46 | |
| social investment policy | ||
| adopted |
| Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
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 | Funding is from the renting of the halls and office space to the community and parish council as well as from the rental of a self- contained flat to the local church. |
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | None |
| A description of the principal risks facing the charity |
Para 1.46 | The increasing costs of lighting, heating and water. The hall is over 100 years old and requires constant maintenance. This puts pressure on the finances and there is a risk major workswillberequiredinthefuture. |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed,royalcharter) |
Para 1.25 | Trust Deed |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Trust |
| 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 | Trust Deed governs the appointment of trustees and other members |
Additional information (optional) You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and Para 1.51 training of trustees The charity’s organisational structure and any wider Para 1.51 network with which the
| charity works | ||
|---|---|---|
| Relationship with any related parties |
Para 1.51 | |
| Other |
Reference and Administrative details
| Charityname | Lancaster Hall |
|---|---|
| Other name the charity uses | |
| Registered charity number | 230889 |
| Charity’s principal address | 28 Send Road Send Surrey GU23 7ET |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|---|
| Mark Clover | Chairman | |||
| Amanda Vaughan | Secretary | |||
| Justin Addison- Smith |
Treasurer | |||
| Fredrick Hookins | ||||
| WendyHulme | ||||
| Linda Jones | Until 22 September 2020 | |||
– Corporate trustees names of the directors at the date the report was approved Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
| Additional information (optional) Names and addresses of advisers (Optional information) |
Additional information (optional) Names and addresses of advisers (Optional information) |
Additional information (optional) Names and addresses of advisers (Optional information) |
|---|---|---|
| Type of adviser Name Address |
||
| Name of chief executive or names of senior staff members (Optional information) | ||
Exemptions from disclosure
Reason for non-disclosure of key personnel details
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) Position (eg Secretary, Chair, etc) Date
Lancaster Hall
Receipts and Payments Account For the year ended 31 March 2021
| Balances at 1 April 2020 Bank current account Rental Deposit Repayable Revenue Receipts Hire of halls Rental income from flat Charitable Donations Grants Revenue Payments Bank charges Caretaker cleaning materials Caretaker & Expenses Cleaning (Cleaner & Window Cleaner) Council Tax on flat Hall Booking Administrator Insurance Legal Fees Lighting, Heating & Water Marketing, Advertising & Website Licenses and Certificates Paypal Fees Rates Repairs and Renovations Sundries Telephone & WIFI Excess of receipts over payments Balances at 31 March 2021 Bank current account Rental Deposit Repayable |
2020/21 £ 4,514 -800 3,714 4,379 9,960 8 20,193 34,539 69 242 891 225 0 370 2,274 185 4,853 432 481 0 0 13,794 97 201 24,115 10,424 14,939 -800 14,138.87 |
2019/20 £ 2,556 0 5,503 19,074 11,260 0 0 30,334 140 968 6,284 2,081 -208 1,350 2,218 0 11,505 440 398 70 504 5,876 62 434 32,123 -1,789 4,514 -800 3,714 |
||
|---|---|---|---|---|
Signed:
Justin Addison-Smith (Treasurer)
Dated: 6 May 2021
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of LAthcp4S •A-LL On aGcounts for the year ended ( NI4RCrt loLI Charity no {If any) 210&&* Set out on pages I report to the trustees on my examinats'on of the accounts of the above charity ('the Trust'} for the year ended Responsibilltles and As the chartty trustees of the Trust. you are responsible for the preparation basis of report of the accounts in aLLurdanGe with the requlrements of the Charities Act 2011 ('the Act'}. I report in resp8Ct of my examination of the Trust's accounts carried out under section 145 of the 2011 Acl and in carrying out my examlnation, I have followed th8 applicable Directions given by the Charity Commission under section 145(51{bl of the AGt. I have completed my examination. I confim that no material matters have come to my attention (other than that disclosed below") in connection with the examination which gives me cause to b8liave that in. any material respect.. accounting records were not kept in accordan with section 130 of the Act or the accounts do not accord with the accounting records I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable proper understanding of the accounts to be reached. Plea delete the words in the brack8ts rfthey do not apply. Independent examinerfs statement Signed: Date: 91 zaLI Name: Relevant professlonal qualificatlonl$l or body (if any): I frv4 Address: IER Octobèr 2018