REGISTERED CHARITY NUMBER: 1069673 Report of the Trustees and Unaudited Financial Statements for the Year Ended 31st December 2023 for Petersfield Youth Theatre Sheen Stickland Chartered Accountants The Engine House 77 Station Road Petersfield Hampshire GU32 3FQ
Petersfield Youth Theatre Contents of the Financlal Statements for the Year Ended 31st December 2023 Page Report of the Trustees Independent Examiner's Report Staternent of Flnanclal Actlvltles Balance Sheet Notes to the Flnanclal Statements 7 to 15 Detailed Statement of Financlal Activlties 16 to 17
Petersfield Youth Theatre Report of the Trustees for the Year Ended 31st December 2023 The Trustees are pleased to present their annual report together with the accounts of the charlty for the year ended 31st December 2023, The Trustees have adopted the provisions of the Statement of Recommended Practice ISORPI 'Accounting and Reporting by Charilies" IFRS 1021 in preparinE the annual report and f inancial statements of the charity, Our purposes Peter5field Youth Theatre IPYTI is an association wliich has a Constitution adopted on 7th May 1998. The objectives set out in that Constitution are to advance education iii mus Ic and theatrical arts amongst young people aged 6 to 23. Further, to 8ive such young people the opportunity to act, slng and dance in at least one annual project. OBJECTIVES AND ACTIVITIES Our activitles and achievements Every yea r PYT run termly workshops for Its members, these are growing Sn popularity which looks set to continue into 2024. The Easter project was run at Bedales School, attractlng 136 young people. Different theatre and arts based workshops took place each day for a week, Durlng August Ihe Summer School project was 'Put on a Show, featuring the ever popular 'Bugsy Malone, 138 young people took part, There were two performances at the Bedales Quad with a full house for each show. Older members were cast in 'Chitty Chitty Bang Bang, whlch rehearsed in August and performed in September at the Peter5f ield Festival Hall. There were 10 performances and 89 young people took parl. All tickets were sold. The Christmas production was 'A Muslcal Christmas, featuring all age groups, with the audlence sitting cabaret style around the stage with light refreshments provided for them, and further festlve food and drink available to purchase. The audience feedback was astonishingly positive. Public beneflt The trustees have referred to the guidance contained in the Charity Commission's general guidance on public benefit when reviewing the aims and objectives of the charity and in planning future activities. In particular the trustees conslder how pla nned activities will contribute to the aims and objectives that have been set. The trustees believe that they fulf il these objectives through the staging of shows that are made available to the general pu blic at an affordable cost a nd by running workshops for its members. Page I
Petersfield Youth Theatre Report of the Trustees for the Year Ended 31st December 2023 FINANCIAL REVIEW Financlal revlew and reserves policy Durin8 2023, our total funds were redijced, owing to greater than expected costs associated with Chitty Chltty Bang Bang. The charity's policy on reserves is to have general funds of approxlmately £30,000 in general reserves to allow funding of each major production before tlckets are sold. We hope to be able to increase our total funds to this sum soon, We would like to thank Sheen Stickland for its support and completlon of the Independent Examlnation. STRUCTURE, GOVERNANCE AND MANAGEMENT Governance The charity is operated by the Executlve Committee whose members are the Trustees, Members of the Executive Commlttee are elected and re-elected at the Annual General Meeting. Members of the Executive Commlttee are selected from volunteers who wish to commit further to Petersfleld Youth Theatre. They are chosen for thelr knowledge, commitment and relevant prevlous experience, An empathy with youn8 people is also necessary. Before taking u p their appolntment relevant checks 8re carried out on new Trustees in accordance wlth our child protection policies. New Trustees are briefed on their legal responslbilities as Trustees, details of the constltution and provided wlth recent flnancial Information. All Trustees are encouraged to keep up to date wlth changes in practice and legislation in thelr particular areas of eKpertise. The Trustees have considered the publlc beneflt requirements and have organised the activities set out above following this guidance. Rlsk management The Trustees have a risk management strategy whlch Includes the establishment of policies, systems and procedures which are reviewed regularly. The procedures are designed to minimise or manage any potential impact on the charity should the risks materialise. Supporters We would Slke to thank our 2023 Corporate Patrons., Alltex Ltd, Bedale5 School, MacDonald Oates LLP, Littlejohn Bath Rooms, One Tree Books, Print & Deslgn It, Sheen Stickland, Ben Stevens Photography and White Rose Petersfield, The charity could not survive without the considerable support that it receives from its members, their parents and the Frlends of PYT. We wish to thank them for Iheir hard work and support throughout the past year, REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity number 1069673 Page 2
Petersfield Youth Theatre Report of the Trustees for the Year Ended 31st December 2023 Prlncipal address 2A Heath Road Petersfield Hampshire GU314DU Trustees Lynn Hlll Nik Ashlon Jane Ace Sue Foreman Charlotte Godfrey Mike Foreman Gill Davies Melanie Styles Stephen Liddle Chairman Artlstlc Dlrectoi Honorary Secreta rv Honorary Treasurer Elected Members PYT can be contacted at The Spate, 2A Heath Road, Petersfield, GU314DU. Independent Examiner Sheen Stickland Chartered Accountants The Englne House 77 Station Road Petersf ield Hampshire GU32 3FQ Approved by order of the board of trustees on . and signed on Its behalf bv: L Hill- Trustee Page 3
Independent Examiner's Report to the Trustees of Petersfield Youth Theatre Independent examiner's report to the trustees of Petersfield Youth Theatre I report to the charity trustees on my examination of the accounts of Petersfield Youth Theatre Ithe Trust) for the year ended 31st December 2023. Responsibilities and basis of report As the charity trustees of the Trust you are responsible for the preparation of the accounts in accorda nce with the requirements of the Charities Act 20111'the Act'}. I report in respect of my examlnatlon of the Trust's accounts carried out under Section 145 of tlie Act and in carrying out my examination I have followed all applicable Direclions given by the Charity Commisslon under Sectlon 14515llbl of the Act. Independent examlner's statement I have completed my examination. I confirm that no material matters have corne to my attention in connectlon with the examlnation giving me cause to belleve that in any material respect.. accounting records were not kept In respect of the Trust as requlred by Section 130 of the Act; or the accounts do not accord with those records,, or the accounts do not comply with the applicable requlremenls concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than anv requ irement that the accounts give a true and fair view which is not a matter considered as part of an Independent examlnatlon. I have no concerns and have come across no other matters In connection wlth the examlnation to which attentlon should be drawn in this report in order to enable a proper understanding of the accounts to be reached. David Sanders BA IHonsl FCA BFP Sheen Stickland Chartered Accountants The Engine House 77 Station Road Petersfield Hampshire GU32 3FQ Date.. Page 4
Petersfield Youth Theatre Statement of Financial Activities for the Year Ended 31st December 2023 2023 Total funds 2022 Total funds Unrestricted Restricted funds funds Notes INCOME AND ENDOWMENTS FROM Donations a nd legacies 7,556 7,557 9,031 Charitable activitles Youth Theatre 148,914 148,914 124,862 Other trading activlties Investment income 36,650 235 36,650 235 29,234 48 Total 193.355 193,356 163,175 EXPENDITURE ON Ralsing funds Other tradinB actlvltles 2,520 254 2,774 8,680 2,520 254 2,774 8,680 Charltable activlties Youth Theatre 207,675 1,091 208,766 160,100 Total 210,195 1,345 211,540 168,780 NET INCOME/IEXPENDITURE) {16,8401 11,3441 118,1841 15,6051 RECONCILIATION OF FUNDS Total funds brought forward 38,091 32,220 70,311 75,916 TOTAL FUNDS CARRIED FORWARD 21,251 30,876 52,127 70,311 CONTINUING OPERATIONS All income and expenditure has arisen f rom continuing activities. The notes form part of these financial statements Page 5
Petersfleld Youth Theatre Balance Sheet 31st December 2023 2023 Total funds 2022 Total funds Unrestricted Restricted funds funds Notes FIXED ASSETS Tangible assets 12 729 CURRENT ASSETS Debtor5 Cash at bank 13 780 25,007 780 55,883 1,530 92,326 30,876 25,787 30,876 56,663 93,856 CREDITORS Amounts falling due within one year 14 14,5361 14,5361 124,2741 NET CURRENT ASSETS 21,251 30,876 52,127 69,582 TOTAL ASSETS LESS CURRENT LIABILITIES 21,251 30,876 52,127 70,311 NET ASSETS 21,251 30,876 52,127 70,311 FUNOS Unrestricted funds Restricted funds 16 21,251 30,876 38,091 32,220 TOTAL FUNDS 52,127 70,311 The financial statements were approved by the Board of Trustees and authorised for Issue on ..jikn$4,.. and were signed on its behalf bv: L Flill Trustee The notes form part of these financial Statements Page 6
Petersfield Youth Theatre Notes to the Financlal Ststements for the Year Ended 31st December 2023 ACCOUNTING POLICIES Basis of preparlng the financial statements The financial statements of the charlty, which is a public benefit entlty under FRS 102, have been prepared in accordance with the Charities SORP {FRS 1021 'Accounting and Reportlng by Charities.. Statement of Recommended Practice a pplicable to cha rities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republlc of Ireland IFRS 1021 (effective l January 20191,, Flnancial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland, and the Charitie5 Act 2011. The financial statements have been prepared under the historical cost convention. Income All incorne is recognlsed in the Statement of Financial Activities once the charity has entitlement to the funds, It Is probable that the income will be recelved and the amount can be measured reliably, al Grants and donations are Included in the SOFA when they are received unconditlonally, bl Tax reclaims are included In the SOFA at the same time as the gift to which they relate. cl Production revenue is included in the SOFA when the production has been performed. dl Fees are Included in the SOFA when the activity to which the fees relate has occurred. el The value of volunteer help received is not included In the accounts. EJ(pendSture Liabllities are recognised as expenditure as soon as there is a legal or constructive obligatlon commltting the charity to that expenditure, it is probable I hat a transfer of economlc benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activltles on a basis consistent with the use of resources. Tanglble flxed assets Depreciation is provided at the following annual rates In order to write off each asset over Its estimated usefu I life. Improvements to property Flxtures and fittings i n acc.ordance with the lease Straight line over 3 years Taxation The charity is exempt from tax on its charitable activities. Fund accounting Unrestricted fu nds can be used in accordance with the charitable objectives at the discretion of the trustees. Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by tlie donor or wlien funds are raised for particular restricted purposes. Page 7 continued.
Petersfield Youth Theatre Notes to the Flnanclal Statements- continued for the Year Ended 31st December 2023 ACCOUNTING POLICIES- continued Fund accountlng Further explanation of the nature and pu rpose of each fu nd is included in the notes to the financial statements. DONATIONS AND LEGACIES 2023 2022 Donations 7,557 9,031 OTHER TRADING ACTIVITIES 2023 2022 Fundralsing events Set & Costume Hire 2,525 34,125 3,206 26,028 36,650 29,234 INVESTMENT INCOME 2023 2022 Deposlt account interest 235 48 INCOME FROM CHARITABLE ACTIVITIES 2023 2022 Activitv Youth Theatre Youth Theatre Youth Theatre Youth Theatre Fees Su bscriptions Production revenue Space Hire Sponsors - Petersfield Town Council Sponsors - East Flants District Cou ncll Sponsors- Other 59,915 11,557 63,604 2,288 51,330 9,565 45,635 2,225 Youth Theatre 1,500 3,000 Youth Theatre Youth Theatre 2,250 7,800 5,000 8.107 148,914 124,862 Page 8 continued...
Petersfleld Youth Theatre Notes to the Financlal Statements - tontlnued for the Year Ended 31st December 2023 OTHER TRADING ACTIVITIES 2023 2022 Costume Hire Costs Costs of Fundraising 2,520 254 6,519 2,161 2,774 8,680 CHARITABLE ACTIVITIES COSTS Di rect Costs (see note 8) Support costs Isee note 91 Totals Youth Theatre 206,642 2,124 208,766 DIRECT COSTS OF CHARITABLE ACTIVITIES 2023 2022 Bursaries granted Rents, Rates & Premises Insu rance Light and heat Premlses Maintenance Press & Publicity Admin & Management Youth Theatre Setllightinglcostumeslsound Royalties, scripts, scores & licenses Venue Hlre Other producl ion costs Contracted Services Production Other contracted servlces Depreciation 274 24,336 4,594 3,742 1,908 7,907 13251 53,189 4,562 12,585 20,719 48,530 23,892 729 72 24,454 1,244 1,783 2,598 8,193 30,918 7,143 7,026 18,771 34,162 20,928 1,276 206,642 158,568 Page 9 continued...
Petersfteld Youth Theatre Notes to the Financial Statements - continued for the Year Ended 31st December 2023 SUPPORT COSTS Governanc costs Youth Theatre 2,124 Support costs, included in the above, are as follows: 2023 Youth Theatre 2022 Total activities I ndependent Examiners Fees Bookkeeping fees I,ioo 1,024 900 632 2,124 1,532 10, TRUSTEES, REMUNERATION AND BENEFITS There were no trustees, remuneration or other benefits for the year ended 31st December 2023 nor for the year ended 31st December 2022. Trustees, expenses 2023 2022 Number of trustees who were paid expenses Nature of expenses Total amount paid NIA £0 NIA £0 11. COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES Unrestricted Restricted funds funds Total funds INCOME AND ENDOWMENTS FROM Donations a nd legacies 9,031 9,031 Charitable activitles Youth Theatre 124.862 124,862 Other trading activities Investment income 26,028 48 3,206 29,234 48 Total 159,969 3,206 163,175 EXPENDITURE ON Page 10 continued...
Petersfield Youth Theatre Notes to the Financial Statements - continued for the Year Ended 31st December 2023 11. COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES- contlnued Unrestricted Restricted funds funds Total funds Raising funds Other trading activities 6,519 2,161 8,680 6,519 2,161 8,680 Charitable activitles Youth Theatre 159,305 795 160,100 Total 165,824 2,956 168,780 NET INCOME/{EXPENDITUREI 15,8551 250 15,6051 RECONCILIATION OF FUNDS Total funds brought forward 43,946 31,970 75,916 TOTAL FUNDS CARRIED FORWARD 38,091 32,220 70,311 12. TANGIBLE FIXED ASSETS Improvements Fixtures to and piopertv fitti ngs Totals COST At 1st January 2023 and 31st December 2023 120,074 45,501 165,575 DEPRECIATION At 1st January 2023 Charge for year 120,074 44,772 729 164,846 729 At 31st December 2023 120,074 45,501 165,575 NET BOOK VALUE At 31st December 2023 At 31st December 2022 729 729 Page 11 continued...
Petersfield Youth Theatre Notes to the Flnancial Statements - continued for the Year Ended 31st December 2023 13. DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2023 2022 Other debtors Prepayments and acc.rued income 700 830 780 780 1,530 14. CREDITORS.. AMOUNTS FALLING DUE WITHIN ONE YEAR ?.023 2022 Bank loans and overdrafts (see note 151 Trade creditors Other credltors 31 20,518 3,725 2,555 1,981 4,536 24,274 15. LOANS An analysis of the maturity of loans is given below: 2023 2022 Amounts fallin8 due within one year on demand: Bank overdrafts 31 16. MOVEMENT IN FUNDS Net movement in funds At 31.12.23 At 1.1.23 Unrestricted funds General fund 38,091 116,8401 21,251 Restricted funds Ron Bowler Memorial Fund Bursary Fund The Space 22,104 2,976 7,140 22,104 2,449 6,323 5271 18171 32,220 11,3441 30,876 TOTAL FUNDS 70,311 (18,1841 52,127 Page 12 continued...
Petersfield Youth Theatre Notes to the Financial Statements - continued for the Year Ended 31st December 2023 16. MOVEMENf IN FUNDS- Contlnued Net movement in funds, included in the above are as follows.. Incoming Resources Movement reso urces expended in funds UnrestrScted funds General fund 193,355 1210,195} 116,8401 Restrlcted funds Bursary Fund The Space 15281 18171 {5271 18171 11,3451 11,3441 TOTAL FUNDS 193,356 1211,5401 118,1841 Comparatives for movement in funds Net movement in funds At 31,12.22 Al l.1,22 Unrestricted funds General fund Friends fund 43,946 16,342) 487 37,604 487 43,946 15,8551 38,091 Restricted funds Ron Bowler Memorial Fund Bursary Fund The Space 22,104 2,976 6,890 479 494 17231 22,583 3,470 6,167 31,970 250 32,220 TOTAL FUNDS 75,916 15,6051 70,311 Page 13 continued...
Petersfield Youth Theatre Notes to the Financial Statements - continued for the Year Ended 31st December 2023 16. MOVEMENT IN FUNDS - continued Comparatlve net movement in funds, Included in the above are as follows.. Incoming Resources Movement resources expended in funds Unrestricted funds General fund Friends fund 157,349 2,620 1163,6911 12.1331 16,3421 487 159,969 1165,8241 15,8551 Restrlcted funds Ron Bowler Memorial Fund Bursary Fund The Space 479 2,727 479 494 17231 12,2331 17231 3,206 12,9561 250 TOTAL FUNDS 163,175 1168,7801 15,6051 A current year 12 months and prior year 12 months combined position Is as follows,. Net movement in funds At 31.12.23 At 1.1.22 Unrestricted funds General fund Friends fund 43,946 {23, 1821 487 20,764 487 43,946 122,695} 21,251 Restrlcted funds Ron Bowler Memorial Fund Bursary Fund The Space 22,104 2,976 6,890 479 1331 11,540} 22,583 2,943 5,350 31,970 11,0941 30,876 TOTAL FUNDS 75,916 123,789} 52,127 Page 14 continue.d...
Petersfleld Youth Theatre Notes to the Financial Statements - continued for the Year Ended 31st December 2023 16. MOVEMENT IN FUNDS- continued A current year 12 months and prior year 12 months combined net movement in funds, included in the above are as follows.. Incoming resources Resources Movement expended in funds Unrestrlcted funds General fund Friends fund 350,704 2,620 1373,8861 12, 1331 123.1821 487 353,324 1376,0191 122,6951 Restricted funds Ron Bowler Memorial Fund Bursary Fund The Space 479 2,728 479 1331 11,5401 12,7611 11,5401 3,207 14,3011 11,0941 TOTAL FUNDS 356,531 1380,3201 123,7891 The Space Is funding for a permanent venue for PYT members lo make, create and develop sklll5. The Ron Bowler Memorial Fund supports projects undertaken by PYT. The Bursary Fund Is to provide support for members who otherwise would not be able to participate due to flnancial barriers. 17. RELATED PARTY DISCLOSURES No payments were made to trustees for their services as trustees. The following amounts have been pa id to trLlStees for professional services provided.. 2023 Name 2022 Lynn Hill Nik Ashton Charlotte Godfrey Melanie Sykes £12,008 £8,504 £10,960 £712 £10,708 £7,516 £6,192 Du ring the yea r no spouses12022'. one) of the trustees were contracted to provide technical services on an arms length basis f or creative artivities to the value of £012022.. £1,000). No balances were outstanding at Ihe year end. Page 15
Petersfield Youth Theatre Detailed Statement of Financial Activities for the Year Ended 31st December 2023 2023 2022 INCOME AND ENDOWMENTS Donations and legacies Donations 7,557 9,031 Other trading actlvltles Fundraising events Set & Costume Hire 2,525 34,125 3,206 26,028 36,650 29,234 Investment Income Deposit account interest 235 48 Charltable actlvltles Fees Subscrlptions Production revenue Space Hlre Sponsors - Petersfleld Town Council Sponsors - East Hants District Council Sponsors- Other 59,915 11,557 63,604 2,288 1,500 2,250 7,800 51,330 9,565 2,225 3,000 5,000 8,107 148,914 124,862 Total Incoming resources 193,356 163,175 EXPENDITURE Other trading actlvities Costume Hlre Costs Cost5 of Fundraising 2,520 254 6,519 2,161 2,774 8,680 Charltable actlvities Bursaries granted Carried forward 274 274 72 72 This page does not form part of the statutory financial statements Page 16
Petersfield Youth Theatre Detalled Statement of Financial Actlvities for the Year Ended 31st December 2023 2023 2022 Charltable activitles Brought forward Rents, Rates & Premises Insu rance Light and heat Premises Maintenance Press & Publicitv Admin & Management YoLAtI) Theatre Setlllghting/costumes/sou nd Royalties, scrlpts, scores & Ilcenses Venue Hlre Other production costs Contracted Servlces Production Other contracted services Depreciation of tangible f ixed assets 274 24,336 4,594 3,742 1,908 7,907 13251 53,189 4,562 12,585 20,719 48,530 23,892 729 72 24,454 1,244 1,783 2,598 8,193 30,918 7,143 7,026 18,771 34,162 20,928 1,276 206,642 158,568 Support costs Goverrtance costs Independent Examiners Fees Bookkeeping fees I,ioo 1,024 900 632 2,124 1,532 Total resources expended 211,540 168,780 Net expenditure 118,1841 15,6051 This page does not form part of the slatutory financial statements Page 17