## **Trustees' Annual Report for the period** Period start date Period end date Day Month Year Day Month Year **From 01 January 2023 To 31 December 2023** ## Reference and administration details **Charity name Other names charity is known by Registered charity number (if any)** 1122724 **Charity's principal address** 17 Russells Cresc. Horley Surrey **Postcode** RH6 7DJ East Surrey Performing Arts ESPA ## **Names of the charity trustees who manage the charity** |1
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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 (ifany)**| |---|---|---|---|---| ||Amelia Hulbert|Vice-Chair||| ||TerryFoster|Secretary||| ||Julian Bond|Treasurer||| ||Julia Stevens|Chair||| ||Alison Bond||01/01/2023 – 04/04.2023|| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| **Names of the trustees for the charity, if any, (for example, any custodian trustees)** |**Name**|**Dates acted if not for whole year**| |---|---| |None|| ||| ||| ESPA August 2024 |**Names and addresses of advisers (Optional information)**
**Type of advisor**
**Name**
**Address**|**Names and addresses of advisers (Optional information)**
**Type of advisor**
**Name**
**Address**|**Names and addresses of advisers (Optional information)**
**Type of advisor**
**Name**
**Address**| |---|---|---| |||| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |||| ## **Structure, governance and management** ## **Description of the charity’s trusts** Revised constitution dated 13 February 2019. Type of governing document (eg. trust deed, constitution) A charitable association How the charity is constituted (eg. trust, association, company) All re-elected annually by the current membership at the AGM in April Trustee selection methods (eg. appointed by, elected by) ## **Additional governance issues (Optional information)** None – A small charity run by the trustees. You **may choose** to include additional information, where relevant, about: - Policies and procedures adopted for the induction and training of trustees. - The charity’s organisational structure and any wider network with which the charity works. - Relationship with any related parties. - Trustees’ consideration of major risks and the system and procedures to manage them. ## **Objectives and activities** Educate the public in the dramatic and operatic arts. Further the development of public appreciation and taste in the said arts. To work to ensure that the Borough of Reigate & Redhill continues to **Summary of the objects of the** have a theatre available for use by all residents. **charity set out in its** To promote Musical, Dramatic and Operatic works. **governing document** . ESPA August 2024 To give Amateur performances of: Musicals, Operas, Dramas, Concerts and the like, as well as organising specific Fund Raising events. To purchase, acquire and obtain interests in the copyright of or the right to perform or show any such dramatic or operatic works. To purchase or otherwise acquire plant, machinery, furniture, fixtures, fittings, scenery and all other necessary effects. To raise funds and invite and receive contributions from any person or persons whatsoever by way of subscription, donation and otherwise, **Summary of the main** provided that in raising funds the Charity shall not undertake any **activities in relation to these** substantial permanent trading activities. **objects** Subject to any consents required by law, to sell, lease or dispose of all or any part of the property of the Charity. To co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or similar charitable purposes and to exchange information and advice with them. To assist and further such charitable institutions and charitable purposes as the Trustees shall from time to time determine. ## **Additional details of objectives and activities (Optional information)** You **may choose** to include further statements, where relevant, about: - Policy on grantmaking - Policy programme related investment - Contribution made by Volunteers ## Achievements and performance 2023 ended up being one of the darkest years for the society since it was **Summary of the main** founded over 100 years ago. **achievements of the charity** The year started well, with our play performed at Ifield Barn. It was well **during the year** received and although it lost a small amount of money, the deficit was under £ 500. This was followed by our Spring musical, Bonnie & Clyde. The show was extremely well received. Although ticket sales were up on our previous Spring production, they were a bit below what we had hoped for. However, tight budget control and strong fund-raising activity limited the overall loss on the show to under £ 3,000. Summer saw our annual youth theatre performance. For 2023, Wind in the Willows was selected. This was a vibrant production of the classic book, and a good audience and strong cast meant that the show turned in a profit that matched the loss on Bonnie & Clyde. We were in the middle of rehearsals for our autumn show (Parade) when we received the news that RAAC had been discovered at the Harlequin theatre, our home base and the only theatre of sufficient size for our requirements within a 15 mile radius. Our insurance meant that we did not lose out on our sunk costs and so, together with the fact that we were not waiting for payment of ticket sales at the end of the year (but received our 2022 payment), the figures show a net profit for the year of c. £ 30,000. However, with the council not appearing to have a great interest in sorting the Harlequin RAAC problem in the near future (10 months on and they have not even conducted a full ESPA August 2024 ## ormance Achievements and perf survey) we face a fight for survival. This is discussed further in the next section. ## **Financial review** |**Brief statement of the**
**charity’s policy on reserves**
**Details of any funds materially**
**in deficit**|At the end of the year we had a total of c. £ 50,000 in the bank. This is
our strongest figure for many years. We do though face an existential
problem in terms of a lack of theatre. Apart from the obvious issue of
having to try and find another theatre for every show, we are not seeing
any benefit from the negotiations we undertook last year to reduce our
theatre hire costs. In fact, other theatres that we have looked at are
charging more, even though they have a smaller capacity.
It is also unlikely that many of our (older) regular audience members will
be able to travel over 15 miles to see our shows, and so it is likely that
audiences will dwindle. To maintain the society’s existence however, we
need to continue to perform – even though the number of productions
might reduce. The trustees therefore have agreed that we can use some
of our surplus to support loss making shows until (we hope) the Harlequin
is rebuilt. We have set tight budget parameters so that these losses can
be minimised, but we are expecting to lose c. £ 5,000 a year for the next
two or three years.| |---|---| ||None.| ## **Further financial review details (Optional information)** |You**may choose**to include
additional information, where
relevant about:
•
The charity’s principal
sources of funds (including
any fundraising).
•
How expenditure has
supported the key objectives
of the charity.
•
Investment policy and
objectives including any
ethical investment policy
adopted.|The charity is funded mainly by income from the shows it puts on. Given
these generally run at a loss the shortfall is made up from:
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Individual subscriptions and donations.
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Fund raising social events (e.g. quiz nights.)
-
Sponsorship from companies and other organisations
As before, our biggest issue is the balance between ticket prices and the
cost of the production. With recent high inflation, our production costs
have significantly increased.
Hopefully, with an increase in stability in the economy, things will start to
settle. Our ticket prices have increased – although below inflation. This
has helped our figures, together with strong fund-raising activities and a
wider search for grants. Given the theatre situation described above
though, the next two or three years will be very tough.| |---|---| ESPA August 2024 **Other optional information** ## **Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s) Full name(s)** Julian Richard Paul Bond **Position (eg secretary, chair, etc)**[Treasurer ] **Date** 11/08/2024 ESPA August 2024 **Charity Name No (if any) East Surrey Performing Arts 1122724 Receipts and payments accounts CC16a For the period** Period start date Period end date **To from 01/01/2023 31/12/2023** |**Section A Receipts and payments**|**Section A Receipts and payments**|**Section A Receipts and payments**|||||||||| |---|---|---|---|---|---|---|---|---|---|---|---| |**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest £**
**80,659**
**1,209**
**3,195**
**133**
**6,962**
**18,492**
**5,302**
**75**
**745**
**1,479**
**118,250**|||~~**Restricted**~~
~~**funds**~~
~~**to the nearest £**~~
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||||~~**Endowment**~~
~~**funds**~~
~~**to the nearest £**~~||**Total funds**
**to the nearest £**
**80,659**
**1,209**
**3,195**
**133**
**6,962**
**18,492**
**5,302**
**75**
**745**
**1,479**
**118,250**
**-**
**118,250**
**7,520**
**30,865**
**8,100**
**10,777**
**1,596**
**9,112**
**1,892**
**8,521**
**1,029**
**6,968**
**-**
**365**
**-**
**1,529**
**-**
**88,274**
**-**
**88,274**
**29,976**
**-**
**19,943**
**49,918**|**Last year**
**to the nearest £**| ||||||||||||| |||||~~**to**~~||||~~**to**~~|||| ||||||||||||| ||||||||||||| |Performances - ticket sales|**80,659**||||**-**||||**-**|**80,659**|**61,220**| |Performances - programme sales|**1,209**||||**-**||||**-**|**1,209**|**1,792**| |Performances - advertising|**3,195**||||**-**||||**-**|**3,195**|**3,000**| |Performance - music & rehearse tape sales|**133**||||**-**||||**-**|**133**|**1,026**| |Performances - donations & sponsorship|**6,962**||||**-**||||**-**|**6,962**|**4,469**| |Membership subscriptions|**18,492**||||**-**||||**-**|**18,492**|**18,718**| |General donations, sponsorship & gift aid|**5,302**||||**-**||||**-**|**5,302**|**4,353**| |Social events|**75**||||**-**||||**-**|**75**|**502**| |Bank interest|**745**||||**-**||||**-**|**745**|**108**| |Fund raising events|**1,479**||||**-**||||**-**
**-**|**1,479**|**622**| |**_Sub total_**|**118,250**||||**-**|||||**118,250**|**95,809**| |**A2 Asset and investment sales, etc.**
**_Total receipts_ **
**A3 Payments**|||||||||||| ||**-**||||**-**||||**-**|**-**|**-**| ||**118,250**
**7,520**
**30,865**
**8,100**
**10,777**
**1,596**
**9,112**
**1,892**
**8,521**
**1,029**
**6,968**
**-**
**365**
**-**
**1,529**
**-**
**88,274**||||**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||||||| ||||||**-**||||**-**|**118,250**|**95,809**| ||||||||||||| ||||||||||||| |Performances - rehearsal room hire|**7,520**||||**-**||||**-**|**7,520**|**7,228**| |Performances - theatre hire|**30,865**||||**-**||||**-**|**30,865**|**28,254**| |Performances - production staff costs|**8,100**||||**-**||||**-**|**8,100**|**12,650**| |Performances - band, accompanist & music|**10,777**||||**-**||||**-**|**10,777**|**14,446**| |Performances - costume, props & make-up|**1,596**||||**-**||||**-**|**1,596**|**6,311**| |Performances - scenery, sound & lighting|**9,112**||||**-**||||**-**|**9,112**|**13,173**| |Performances - printing & publicity|**1,892**||||**-**||||**-**|**1,892**|**3,989**| |Performances - royalties|**8,521**||||**-**||||**-**|**8,521**|**13,139**| |Performances - insurance|**1,029**||||**-**||||**-**|**1,029**|**827**| |Performances - misc|**6,968**||||**-**||||**-**|**6,968**|**4,323**| |Printing, stationery, postage & web site|**-**||||**-**||||**-**|**-**|**-**| |Grants, subs and donations|**365**||||**-**||||**-**|**365**|**360**| |Social event expenses|**-**||||**-**||||**-**|**-**|**806**| |Fund raising expenses|**1,529**||||**-**||||**-**|**1,529**|**2,075**| |Corporation tax|**-**||||**-**||||**-**
**-**|**-**|**-**| |**_Sub total_ **|**88,274**||||**-**|||||**88,274**|**107,581**| |**A4 Asset and investment purchases,**
**etc.**
**_Total payments_ **
**_Net of receipts/(payments)_ **
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_ **|||||||||||| ||**-**||||**-**||||**-**|**-**|**-**| ||**88,274**
**29,976**
**-**
**19,943**
**49,918**||||**-**
**-**
**-**
**-**
**-**||||||| ||||||**-**||||**-**|**88,274**|**107,581**| ||||||||||||| ||**29,976**||||**-**||||**-**|**29,976**|**- 11,772**| ||**-**||||**-**||||**-**|**-**|**-**| ||**19,943**||||**-**||||**-**|**19,943**
**49,918**|**31,715**| ||**49,918**||||**-**||||**-**||**19,943**| CCXX R1 accounts (SS) 12/08/2024 1 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
Signed by one or two trustees on behalf of
all the trustees
**B1 Cash funds**
**B2 Other monetary assets**
**B3 Investment assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**|**Details**
**_Total cash funds_**
Notice account
**Details**
(agree balances with receipts and payments
account(s))
Current account
Signature
**Details**
**Details**
**Details**|**Unrestricted**
**funds**
~~**Restricted**~~
~~**funds**~~
**to nearest £**
~~**to nearest £**~~
**1,553**
**-**
**48,366**
**-**
**-**
**-**
**49,918**
**-**
OK
OK
**Unrestricted**
**funds**
~~**Restricted**~~
~~**funds**~~
**to nearest £**
~~**to nearest £**~~
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name
Julian Richard Paul Bond|~~**Restricted**~~
~~**funds**~~
~~**to nearest £**~~
**-**
**-**
**-**
**-**
OK
~~**Restricted**~~
~~**funds**~~
~~**to nearest £**~~
**-**
**-**
**-**
**-**
**-**
**-**|~~**Restricted**~~
~~**funds**~~
~~**to nearest £**~~
**-**
**-**
**-**
**-**
OK
~~**Restricted**~~
~~**funds**~~
~~**to nearest £**~~
**-**
**-**
**-**
**-**
**-**
**-**|~~**Endowment**~~
~~**funds**~~| |---|---|---|---|---|---| ||||||~~**to nearest £**~~| ||||||**-**| ||||||**-**| ||||||**-**| ||||||**-**| ||||||OK| ||||||~~**Endowment**~~
~~**funds**~~| ||||||~~**to nearest £**~~| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||||| ||||**Cost (optional)**||**Current value**
**(optional)**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||||| ||||**Cost (optional)**||**Current value**
**(optional)**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||**-**||**-**| ||||||| ||||**Amount due**
**(optional)**||**When due**
**(optional)**| ||||**-**||| ||||**-**||| ||||**-**||| ||||**-**||| ||||**-**||| ||||||| ||||||Date of
approval| |||Julian Richard Paul Bond|||01/08/2024| ||||||| CCXX R2 accounts (SS) 12/08/2024 2 ## **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** |**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**
**Respective**
**responsibilities of**
**trustees and examiner**
**Basis of independent**
**examiner’s statement**
**Independent**
**examiner's statement**
**Signed:**
**Name:**
**Relevant professional**
**qualif(s) or body (if any):**
**Address:**

|Charity Name
East Surrey Performing Arts|Charity Name
East Surrey Performing Arts|Charity Name
East Surrey Performing Arts| |---|---|---|---| ||||| ||31/12/2023|**Charity no**
**(if any)**|1122724| ||||| ||1
(remember to include the page numbers of additional sheets)||| ||The charity's trustees consider that an audit is not required for this year
(under section 43(2) of the Charities Act 1993 (the Act), as amended by s.28
of the Charities Act 2006) and that an independent examination is needed.
It is my responsibility to:
•
examine the accounts (under section 43 of the Act, as amended),
•
to follow the procedures laid down in the General Directions given by the
Charity Commission (under section 43(7)(b) of the Act, as amended),
and
•
to state whether particular matters have come to my attention.
My examination was carried out in accordance with 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 the
trustees concerning any such matters. The procedures undertaken do not
provide all the evidence that would be required in an audit, and
consequently I do not express an audit opinion on the accounts.
In the course of my examination, no matter has come to my attention:
1. which gives me reasonable cause to believe that in, any material respect,
the trustees have not met the requirements to ensure that:
•
proper accounting records are kept (in accordance with section 41 of
the Act); and
•
accounts are prepared which agree with the accounting records and
comply with the accounting requirements of the Act; or
2. to which, in my opinion, attention should be drawn in order to enable a
proper understanding of the accounts to be reached.
**Date:**01/08/2024||| ||||01/08/2024| ||||| ||DAVID POND||| ||||| ||||| ||5 Claremont Road||| ||Redhill||| ||Surrey, RH1 2JT||| 1 **IER** **July 2018**