## **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