2025-03-31-accounts

Trustees’ Annual Report for the period

From 1 April 2024 to 31 March 2025

Charity name: Lancaster Hall

Charity registration number: 230889

Objectives and Activities

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SORP reference
Summary of the purposes of Para 1.17 The provision of a village hall for the benefit
the charity as set out in its of the inhabitants of the Parish of Send and
governing document surrounding area without distinction of sex,
sexual orientation, age, disability, nationality,
race or political, religious or other opinions
Summary of the main Para 1.17 and Use of the village hall for meetings, lectures
1.19
activities in relation to those and classes or other forms of recreation and
purposes for the public leisure in the interests of social welfare. The
benefit, in particular, the hall is in use most days of the week for a
activities, projects or services variety of activities including Girl Guides, dog
identified in the accounts. 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
residential basis
Statement confirming Para 1.18 The Trustees consider these activities to be
whether the trustees have consistent with Charity Commission
had regard to the guidance guidance on providing for the public benefit.
issued by the Charity
Commission on public
benefit
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Additional information (optional) You may choose to include further statements where relevant about:

SORP reference The hall does not provide grants Para 1.38 Policy on grant making N/A

Policy on social investment including program related investment	Para 1.38
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

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SORP reference
The hall has continued to have a series of
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Achievements and Performance	Achievements and Performance	Achievements and Performance
SORP reference
		The hall has continued to have a series of
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	improvements to further benefit the community – examples being the improvements to heating and cooling in the upper hall, applying for and receiving a grant from Surrey County Council to replace the stair lift and repainting of the hall interior. The committee has continued to be run by a dedicated group of volunteers. Hall bookings for the use of the halls remains strong and the hall is in demand by the local community. We have increased our hourly rates to keep up with rising costs, but not so much that it makes the hall a less attractive option to hire. All achievements noted above benefit the hall and the wider community to ensure the hall is a pleasant place to hire and ensured its continued financial viability.

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	N/A

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N/A
Investment performance Para 1.41
against objectives
Other
Financial Review
Review of the charity’s Para 1.21 The hall has a strong pipeline of bookings
financial position at the end and with increase applied to rates and the
of the period reduction in bills the hall continues to viable,
although gas and electricity rates have
increased, these are under continual
review. A deficit was recorded for the year
and this comes as a result of capital
investment in the hall. Reserves of funds
have been achieved through the receipt of
grants from Guildford Borough Council
during the Covid crisis which have been
carefully spent on much needed
improvements and continues to be the case.
We have also been able to gradual increase
reserves from periodic moves of money from
the current account to the savings account
largely helped by the rental income received
from the flat that has increased from
£850pcm to £1500pcm.
Statement explaining the Para 1.22 The receipt of grants from Guildford Borough
policy for holding reserves Council during the Covid crisis have enabled
stating why they are held us to hold funds in the event the hall was to
remain closed for a prolonged period and
should lockdowns / closures 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 £14863
Reasons for holding zero Para 1.22 N/A
reserves
Details of fund materially in Para 1.24 N/A
deficit
Explanation of any Para 1.23 None
uncertainties about the
charity continuing as a going
concern
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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.
Investment policy and objectives includingany		None

social investment policy adopted	Para 1.46
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 works will be required in the future. Furthermore, should these be a loss of rental income from the residential flat or office space this would put pressure on the finances, however, we would expect there to be new tenants found relatively quickly – which was proven this year with a change of the tenants in the flat.
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	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 from the community

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:	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
The charity’s organisational structure and any wider network with which the charity works	Para 1.51
Relationship with any related parties	Para 1.51

Other

Reference and Administrative details

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Charity name Lancaster Hall
Other name the charity uses
Registered charity number 230889
Charity’s principal address 28 Send Road
Send
Surrey
GU23 7ET
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Names of the charity trustees who manage the charity

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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Amanda Vaughan Secretary
Justin Addison- Treasurer
2
Smith
3 Frederick Hookins
4 Wendy Hulme
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
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– 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	The Land and Property that comprises 28 Send Road, Send, GU23 7ET – otherwise known as the Lancaster Hall.
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects	Lancaster Hall, the land and its contents and all bank accounts associated with the running of the Lancaster Hall.
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets	The Lancaster Hall has its own banking arrangements with CAF Bank which is managed an overseen by the Treasurer. Any payments require secondary approval by the Chairperson or Secretary.

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser Name of chief executive or names of senior staff members (Optional information) Nicole Connell - Chairperson

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) Justin Addison-Smith Position (eg Secretary, Trustee & Treasurer Chair, etc) Date 16 October 2025

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report tg the truet￿61 members of IJC tr4 Kl f*LL On accounts for the year onded Charlty no (if any) Set out on pages I report to the trust88s on my examination of the accounts of the above charity (Ihe Trusf) forthe year endedji & I Zo L Respon$lbilities and As the charity trustees, you ar￿ responsible for the preparation of thc basls of report accounts in accordance with the. Charities Act 2011 (Ihe Act"). I report in re8P9et of my èxamination of thÈ Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Directions given by the Charity Commission under sectlon 14515)(b) of th8 Act. Independént rrhe charity's gross income exceeded £250,000 and l oim qualified to examinef s statement undertake Ihe examination by being a qualified member of linsert name of applicable listed bodyll. Delete l ] M not appliGable. I have completed my exarninatlon. I confimi that no material matters have come to my attention (other than that disclosed below ') in connection with the examination which gives me cause to b81ieve that in, any materi81 respect,: the accounting records were not k¥pt In aGGordanGe with sedion 130 of the Act., or the accounts did not accord with the accounting records. or the accountg did not comply wth tho applicablè rgquirÈm8nts conGeming the fomi and content of accounts $8t out in the Charities (Accounts and R8POrts) Regulations 2008 other than any requirement that the accounts give a 'true and fair, view which is not a matter Considered as part of an independent examination. I have no concems and have come across no other matters in connection 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. dele tha words in th8 brackets rfthey do not apply. Signed. Dale: Name: Relevant professional qualification(s) or body {if any): IER October 2018

Address: Section B Disclosure Only complete rf the examiner needs to highlight matters of concern {see CC32. Independent examinatson of chanty accounts: directions and gui¢Jance for examiners). Glve here detalls of any items that the examiner w13he3 to dlsclose. IER October 2018

Lancaster Hall

Receipts and Payments Account For the year ended 31 March 2025

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2024/25 2023/24
£ £
Balances at 1 April 2024
Bank current account 3,773.58 4,007.45
Bank savings account 14,863.10 19,127.49
Rental Deposit Repayable - 800.00 - 800.00
17,836.68 22,334.94
Revenue Receipts
Hire of halls 25,611.52 22,319.50
Rental income from flat 13,865.00 10,260.00
Charitable Donations - 23.31
Bank Interest 319.66 447.32
Grants 4,000.00 -
43,796.18 33,050.13
Revenue Payments
Bank charges 60.00 60.00
Caretaker cleaning materials 668.98 709.75
Caretaker & Expenses 5,286.00 5,710.00
Charitable Donation - -
Cleaning (Window Cleaner) 150.00 180.00
Council tax on vacant flat (28A) 424.43 -
Equipment hire - 40.00
Equipment purchases 444.14 837.78
Flat Appliances - 2,043.05
Hall Booking Administrator 2,410.00 2,150.00
Insurance 2,581.30 2,503.81
Leaders Management Charges (for 28A) 2,252.40 -
Lighting, Heating & Water 14,643.30 7,012.97
Marketing, Advertising & Website 244.80 774.82
Licenses and Certificates 1,028.07 339.17
Rates 144.09 137.49
Repairs and Renovations 7,427.79 14,464.93
Stairlift Installation 5,320.00 -
Sundries 103.62 83.65
Telephone & WIFI 505.90 500.97
43,694.82 37,548.39
Excess of receipts over payments 101.36 - 4,498.26
Balances at 31 March 2025
Bank current account 4,765.97 3,773.58
Savings account 13,172.07 14,863.10
Rental Deposit Repayable - - 800.00
17,938.04 17,836.68
17,938.04
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Signed:

Justin Addison-Smith (Treasurer)

Dated: 9 September 2025