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2025-03-31-accounts

Trustee’s Annual Report for 2024/ 2025

From 1[st] April 2024 to 31[st] March 2025

Charity name: Hapstead Hall, Registered Charity No. 305158

Objectives and Activities

Objectives and Activities
Preparing
your
charity’s
annual
reportref.
Summary of the purposes of the 7.2 and ‘A public hall or place for holding meetings or entertainments or for a
charity as set out in its governing
document		 7.3.1 place of recreation or as a club room for public reading and newspaper
room for the benefit of the inhabitants of the parish of Ardingly and such
other persons as in the opinion of the trustees are fit and proper persons
to be allowed the use of the premises. The Trustees shall from time to
time make such rules and regulations as they may deem fit for the letting
of the said premises and the Trustee shall from time to time as occasion
shall require out of the funds to be provided by the moneys received from
letting the said premises pay all outgoings of every kind payable in
respect of rates and taxes and for keeping the said premises in good and
tenantable repair and adequately insured in the names of the Trustees
against loss or damage by fire.
’
Summary of the main activities in 7.2 and A wide range of events and activities take place at the Hall, including
relation to those purposes for the
public benefit, in particular, the
activities, projects or services
identified in the accounts.		 7.3.1 those run by volunteer community groups such as Brownies, Short Mat
Bowls, Village Lunches, History Society Meetings, Meeting Point Coffee
Mornings, WI, Film Club, Parish Council Meetings and a free Book Hub.
Commercially run activities include Yoga, Pilates, Dance Academy, Music
Busfortoddlers and dog training classes.
Statement confirming whether the 7.7.1 Ardingly Parish Council as Charity Trustee is aware of, and, has regard to
trustee has had regard to the
guidance issued by the Charity
Commission on public benefit		 the public benefit in its support for the Hall, which is the village War
Memorial and important landmark in the centre of the village, site of
storage of village archives as well as providing the focus for village
community events such as Community Carol Services, Christmas Fair
and Summer Village Days. Refurbishment works undertaken in 2007
were funded by a loan to the Parish Council from the Public Works Loan
Board and the Parish Council also makes an annual grant, funded from
the precept, toward the running and maintenance of the hall.
Additional information (optional)
You may choose to include further statements where relevant about: You may choose to include further statements where relevant about:
While the charity does not make grants, the hiring policy makes a
Policy on grant making 7.3.2 distinction between events and activities run by local volunteers, charities
and those that are commercially operated. Should a local charitable
organisation in the village require assistance with payment of the rental, a
policy has been put in place by the Trustee.
Policy on social investment N/A
including program related
investment
Volunteers play a fundamental role in the running of the Hall, from
membership of the Hall management committee to organising, managing
Contribution made by volunteers and supporting community events, the preparation and serving of lunches
to elderly parishioners, coffee mornings, a food hub and the book hub,

Additional information (optional) You may choose to include further statements where relevant about:

Rainbows and Brownies, Guides, two WI groups, plus a monthly showing of films. Other

Achievements and Performance
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.		 7.4.1 Since its gift to the village as a thanks offering at the
end of the Great War, Hapstead Hall has played a
central part in the life of the village. Designed by the
renowned Arts and Crafts Architect Frank Troup in the
shape of a boat, it provided school space for evacuee
children during WW2, and has hosted innumerable
meetings, community events and activities over the
years. It continues to provide a ‘safe haven’ for young
and old alike at the heart of the village, encouraging the
community to thrive. It sees democracy in action at
Parish Council meetings and as Ardingly’s Polling
Station. Footfall for the year is estimated at
approximately 1,000 per month based on hiring data.

Additional information (optional) You may choose to include further statements where relevant about:

Achievements against objectives set Performance of fundraising activities against objectives set Investment performance against objectives Other

Financial Review

Financial Review
Review of the charity’s financial
position at the end of the period		 At the end of the period, the balance sheet showed a total of
£17,355.48. This was a reduction of £3,666.21 against the
previous year. 24/25 was a year of steady growth in hiring
income, with increased bookings and a modest increase in
hire rates across the board contributing to the increased
income. With newly negotiated reduced energy costs and
less spent on building refurbishment, running costs were
contained.
Statement explaining the policy
for holding reserves stating why
they are held		 7.5.1 Reserves are spilt between General Reserves and Repairs &
Renewals Reserves. The reserves policy is to be reviewed in
the forthcoming year.
Amount of reserves held General Reserves = £5,008.45 @ 31.3.25
Repairs & Renewals Reserves=£12,347.03 @ 31.3.25
Reasons for holding zero
reserves		 n/a
Details of fund materially in
deficit		 n/a
Explanation of any uncertainties
about the charity continuing as
a going concern		 n/a

Additional information (optional) You may choose to include further statements where relevant about:

The charity’s principal sources
of funds (including any
fundraising)		 7.5.2 Principal sources of funds are from hiring the Hall plus an
annual grant from the Parish Council. The District Council
also reduces payment of council tax via DRR (Discretionary
Rate Relief) and takes refuse and recycling as part of
domestic collections at lower cost than commercial collection
service.
Investment policy and
objectives including any social
investment policy adopted		 7.5.1 There is currently no investment policy.
Reserves are held in a Santander deposit account and since
December 2023 the majority of reserves are held in a Skipton
Building Society account that has significantly improved the
rate of interest received on the deposits.
A description of the principal
risks facing the charity		 7.5.2 With a number of alternative venues in the village and
surrounding areas, hire charges need to be competitive, while
balancing ever increasing running costs and maintenance of
the building's fabric and facilities.
Other

Structure, Governance and Management

Description of charity’s trusts: Type of governing document 7.2 Trust deed, scheme (trust deed, royal charter) How is the charity constituted? 7.2 Unincorporated (e.g unincorporated association, CIO) Trustee selection methods 7.2 Ardingly Parish Council is sole trustee, with its eleven including details of any elected members representing the charity’s governing body. constitutional provisions e.g. Three elected representatives of the parish council are members of the Hall Management Committee which meets election to post or name of any at least four times pa. person or body entitled to appoint one or more trustees

Additional information (optional) You may choose to include further statements where relevant about: Policies and procedures adopted Training for trustees is offered by the Community Buildings for the induction and training of Advisor at Action in Rural Sussex. trustees The charity’s organisational The Hall Clerk is responsible for the day to day running of structure and any wider network the Hall, guided by the Hall Management Committee. with which the charity works Relationship with any related parties None Other

Reference and Administrative details

Charity name Hapstead Hall
Other name the charity uses
Registered charity number 305158
Charity’s principal address 13 High Street
Ardingly
RH17 6TB

Names of the charity trustees who manage the charity

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20		 Trustee name Office (if any) Dates acted if not for whole
year		 Name of person (or body)
entitled to appoint
trustee(if any)
Ardingly
Parish Council		 Hapstead Hall, 13 High St,
Ardingly, RH17 6TB		 Ardingly Parish Council

– 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 N/A this capacity Name and objects of the charity N/A on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe N/A custody and segregation of such assets from the charity’s own assets

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)

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) Margaret Meldrum Full name(s) Jonathan Hugh Pearce Position (eg Secretary, Clerk to Hapstead Hall Chair of Trustee and Parish Council Chair, etc) ~~ee~~ Date 24.12.25 24.12.25

HAPSTEAD HALL ACCOUNTS Registered Charity No: 305158 31st March 2025

HAPSTEAD HALL IIICOME•J40EXPENtniREAccaup4T Income 15224.17 23J53.01 12,71XJ.CXJI 12579.67 201453.01 207.11 LS67.C•J 1243.LY> Hal HYe-APC APCGrant Oth￿l￿Trts L6ll.49 186.31 493L47 Totyl £4457.11 Expendlture L4.L(pJ.42 n.31 1231.os S.L60.23 360.51 39.40 LL033.64 Pay￿1&￿tsIrCffj Apt pay￿lA&￿￿o￿trat￿ffic0stsI￿￿nAPC W Melwn PC22.4.2S' rntyetpahj W Melwn PC22.4.2S' rntyetpahj SL.59 LJ47.65 3513.17 77.46 MStÉ. Rates Water S563.61 L767.69 3354.32 IAJL.L7 ILS7.99 L079.34 Trathwaste 2SO.46 620.17 èr 675.LL 85.32 Clyk's Md4p 43.28 Fa¥5/E¥eM Ma￿￿¥ 219.SS 420.¢XI r cha￿e$ 2024accrualtoAPC 89S3.32 £41067.76 É3¢ts5. EI41 303 86 3J7L79' £76.38 IrdyVAT £13.58 IrOyJryVAT £13.58 IrOyJryVAT £29.S¥J IrdJrqVAT £JJ.58 IrdVAT £>J7.11

HAPSTEAD HALL Rw'stued Charity Number: 305158 BALANCE SH AT31sfMARCH 2025 31.03.24 31.03.25 Current Assets k Accounts Current kcount Dqjosit Account - Skipton BS Dryosit Account - Santander 8,880.31 15,634.14 1,450.97 25,965.42 3.121.52 16,186.59 1.819.16 21,127.27 Current Llabllltl•s (4,943.73) crual - Net Payable to Ardingly Parish Council {3,771.791 £21,021.69 £17,355.48 Resef¥•S 8.674.66 Genwal Reserves 5,008.45 12,347.03 Repairs & Renewals Reserve 12,347.03 £21,021,69 £17,355,48

Independent Examination Notes Hapstead Hall Registered Charity Year Ending 31st March 2025

Direction 1: Check whether the charity is eligible to have an independent examination

The examiner must check to see if the charity is permitted to have an independent examination or whether it is required to have an audit by charity or company law or for any other reason. If the trustees have chosen to prepare the accounts on a receipts and payments basis, the examiner must check that the charity is eligible for receipts and payments accounts.

The charity is registered at the charities commission under the number 305158, its objectives are to provide a village hall.

Its governing document is a conveyance dated 18 May 1919 21 Aug 1950 as amended by scheme dated 05 Mar 1963 as amended by scheme dated 02 Apr 1984

It is managed by 1 trustee; Ardingly Parish Council appointed on the 1[st] of July 1984.

Key Stats
2025 2024 2023 2022 2021
Gross assets £21,127 £25,965 £35,325 £50,563
Net Assets £17,355 £21,022 £31,315 £40,376
Income £33,458 £23,931 £21,503 £16.44K £22.16K
Expenditure £42,068 £38,235 £36,564 £19.00K £18.11K

A charity is required to have an audit for financial years ending on or after 31 March 2015 if either its gross income exceeds £1m, or its gross income exceeds £250,000 and the gross assets (not net assets) exceeds £3.26m.

If the gross income for the year is £25,000 or less, an independent examination is not required, but the trustees may decide to have one if they wish.

If the gross income of the charity exceeds £250,000, then only persons who are members of one of the listed bodies can undertake the examination.

If the charity is not a charitable company (a charitable company incorporated under company law) then receipts and payments accounts may be prepared provided that the gross income is £250,000 or less and accruals accounts are not required by the charity’s governing document, a condition of funding, or for any other reason. If the receipts and payments option is not available or has not been taken then accruals accounts must be prepared following the applicable SORP.

Independent examination eligible by member of a professional body – Receipts & Payments basis because income is less than £250k and not a charitable company . Trustees have not requested an audit. Mulberry & Co are members of the ACCA.

Conclusion:

Independent examination eligible – as income below £1m and assets below £3.26m. Receipts and Payments may be used with independent examination.

__________________

Direction 2: Check for any conflict of interest that prevents the examiner from carrying out their independent examination.

The examiner must not be influenced, or perceived to be influenced, by either close personal relationship with the trustees of the charity, being a major donor or having control or significant influence over a major funder to the charity, or through day to day involvement in the administration of the charity being examined. The examiner must ensure that there are no matters and no potential matters that would reasonably give rise to a perception of their independence that would affect their ability to carry out the examination in a wholly objective manner.

There are no known conflicts or related party transactions. We have no professional or personal relationships with the trustees. We do not carry out any other professional assignments for this client.

Conclusion:

There are no conflicts of interest and no associations that prevent us from undertaking this assignment.

Direction 3: Record your independent examination.

The examiner must keep a record of their examination and the conclusions reached which is sufficient to allow a third party unconnected with their work to conclude that they have followed the Directions (including Directions 1 and 2)

Work undertaken:

Working papers are kept in the client folder electronically and backed up to our main cloud server. All access is via password.

Engagement letters issued 2023.

There were no errors that required adjustment within the accounts.

The accounts did not contain large numbers of adjusting entries

Conclusion:

Our workings and conclusion contained in this report are supported by working papers held on file.

__________________

Direction 4: Plan the independent examination.

In order to plan the specific examination procedures, appropriate to the circumstances of the charity, the examiner must review:

Research carried out to understand the objectives of the charity, reviewed Trustees’ Annual Return and information contained on the Charities Commission website. There has been no change in the nature and scope of the charities activities in the year under review.

There are circa 300 transactions in total covering both income and expenditure – all transactions are recorded on a single page of excel with bank reconciliations provided.

The records are neat and tidy and easy to follow. Sample testing of randomly selected items will be undertaken.

Conclusion:

My opinion is that inherent risk of error or misstatement is low.

Direction 5: Check that accounting records are kept to the required standard.

The examiner must ensure that accounting records have been kept in compliance with the relevant legislative requirements.

Accounting records are kept on computerised Excel accounting package. No change year on year.

The accounting records are easy to follow and are up to date; there is evidence of bank reconciliations being carried out correctly, performed at least annually.

The charity has circa 300 transactions per annum. There are no staff or overheads. Approximately 50% of income is from APC, the remainder from hall hirings.

There is no evidence to suggest the excel files are not in compliance with any legislative requirements. Indeed, the small number of physical transactions lend itself to a simple transparent style of reporting. We would not recommend any change.

Conclusion:

My opinion is that the charity is keeping the correct records for a charity of this size.

Direction 6: Check that the accounts are consistent with the accounting records.

The examiner must compare the accounts of the charity with the charity’s accounting records in sufficient detail to reasonably conclude that the accounts are not materially inconsistent with the accounting records.

• Balances on the accounts are reconcilable to the underlying records.

Conclusion: Balances on the accounts are reconcilable to the underlying records

__________________

Direction 7: If the accounts are prepared on an accruals basis and one or more related party transactions took place the examiner must check if these were properly disclosed in the notes to the accounts.

The examiner must check that the trustees have considered if there were any related party transactions in the reporting period and check whether the trustees have made the disclosures required by the applicable Statement of Recommended Practice (SORP) in the notes to the accounts.

o Income from APC £9,774 o Less Expenses paid by APC £13,546 o Accrual for future payment £3,772

Proper basis used – these items are not reported on the APC annual return – so there is no double counting.

__________________

Direction 8

Check the reasonableness of the significant estimates and judgments and accounting policies used in accounting for the types of fund held and in the preparation of the accounts.

The examiner must:

The separate funds have been correctly disclosed between restricted and unrestricted and agree to underlying workings. The accounts are prepared on the going concern basis.

Other items tested above in direction 6

Conclusion: Receipts and payments accounts agree and are correctly stated.

__________________

Direction: 9 Direction 9

The examiner must check whether the trustees have considered the financial circumstances of the charity at the end of the reporting period and, if the accounts are prepared on an accruals basis, check whether the trustees have made an assessment of the charity’s position as a going concern when approving the accounts.

Where accruals accounts are prepared, the examiner must ensure that the disclosures about going concern required by the applicable Statement of Recommended Practice (SORP) are made and that the trustees’ assessment of going concern is reasonable given the available information. In particular the examiner must check if any material uncertainties related to events or conditions that cast significant doubt on the charity’s ability to continue as a going concern are disclosed in the notes to the accounts.

Where either receipts and payments or accruals accounts are prepared, the examiner must consider whether the trustees have assessed what invoices, bills and commitments remain outstanding at the end of the reporting period

and whether the trustees have identified if they can settle these as and when they fall due.

The trustee considers the charity as a going concern.

There are no material uncertainties that cast doubt on the continued functioning of the charity.

Direction 10 Check the form and content of the accounts.

The examiner must carry out such procedures as the examiner considers necessary to provide a reasonable basis on which to conclude whether or not the accounts have been properly prepared. The examiner must:

Accounts report content and form checked example reports on the charity commission website. No reason to believe the accounts have not been prepared in accordance the required guidelines.

__________________

Direction 11 Identify items from the analytical review of the accounts that need to be followed up for further explanation or evidence.

The examiner must carefully consider if, during the course of their examination, items were found that were material to the accounts which need further explanation or supporting evidence. If the examiner is concerned that the charity’s accounts could be materially misstated, then the examiner must undertake sufficient additional work to be satisfied that any such item has been explained and correctly included in the accounts. The examiner must be alert to any related party transactions that require separate disclosure in the accounts. Where the examiner is not satisfied on any item then the examiner must refer to it in their independent examiner’s report.

As shown under direction 6 there has been no change in the nature or scope of the charities activities.

No items were identified as needing additional documentary support.

There is no evidence from our review that the financial elements of the accounts are not consistent year on year.

Direction 12 Compare the trustees’ annual report with the accounts.

The examiner must compare any narrative information or figures in the trustees’ annual report with the accounts in order to identify any material inconsistency between the trustees’ annual report and the accounts

If your charity’s income is under £1,000,000 (and providing it doesn’t have assets worth more than £3.26million), prepare a simple report including:

The trustees report is in agreement with the accounts and contains the relevant information

__________________

Direction 13 Write and sign the independent examination report.

The examiner must review the conclusions from their independent examination and then prepare and sign their independent examiner’s report. The content of their report must cover all the matters required by the 2008 Regulations. If the examiner has identified a matter of concern because one or more of the specific matters listed in the 2008 Regulations or in this Direction are present or remain unresolved then the examiner must bring it to the attention of trustees in their independent examiner’s report.

No cause for concern during the examination, nothing has come to my attention. No inconsistencies arose between accounts and the records.

Independent Examiner’s Report to the trustees of Hapstead Hall

I report to the trustees on my examination of the accounts of the Hapstead Hall Registered Charity (the Trust) for the year ended 31[st] March 2025.

Respective responsibilities of trustees and examiner

The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

Basis of independent examiner’s report

My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the next statement.

Independent examiner’s statement

In connection with my examination, no matter has come to my attention:

Mark Mulberry BA (Hons) FCCA CTA

Mulberry & Co Chartered Certified Accountants Eastgate House Dogflud Way Farnham GU9 7UD