## **Trustees' Annual Report for the period** **From** Period start date Period end date Day Month Year Day Month Year **01 January 2024 To 31 December 2024** ## Reference and administration details **Charity name** East Surrey Performing Arts **Other names charity is known by** ESPA **Registered charity number (if any)** 1122724 **Charity's principal address** 17 Russells Cresc. Horley Surrey **Postcode** RH6 7DJ ~~ee~~ **Names of the charity trustees who manage the charity Dates acted if not for Name of person (or body) entitled Trustee name Office (if any) whole year to appoint trustee (if any)** 1 Amelia Hulbert Vice-Chair 2 Terry Foster Secretary 3 Julian Bond Treasurer 4 Julia Stevens Chair 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 ~~=== ===~~ **Names of the trustees for the charity, if any, (for example, any custodian trustees) Name Dates acted if not for whole year** None ESPA September 2025 ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**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 29 March 2023. 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 promote Musical, Dramatic and Operatic works. **Summary of the objects of the** . **charity set out in its governing document** ESPA September 2025 **Summary of the main activities in relation to these objects** 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, provided that in raising funds the Charity shall not undertake any substantial permanent trading activities. 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 **Summary of the main achievements of the charity during the year** With the Harlequin theatre closed throughout 2024 (see trustees report 2023), this was a complex year for the society. In Spring we performed the musical Parade, that had been postponed in 2023. While the quality of performance was very strong, we had to use a very small local theatre (Nomad theatre), which severely restricted ticket sales. We significantly tightened our budget, and were pleased only to lose c. £ 2,400 on the show. Our drama group was unaffected by the Harlequin closure. It performed two shows at its regular venue (Ifield Barn) and made a combined profit of c. £ 2,300, balancing the loss on Parade. Summer saw our annual youth theatre performance. For 2024, we performed School of Rock. We moved to the Chequer Mead theatre in East Grinstead for the show. This was more similarly sized to the Harlequin theatre (c. 300 seats compared to the c. 400 seats at the Harlequin. However, it did mean that we were asking our performers, the backstage staff and our audience to travel 15 miles from our home in Redhill / Reigate. Despite this, and also increased costs (especially a much greater levy on ticket sales), the show turned in a small profit (c. £ 700). Our final show was an experiment using a 24 hour format. This involves the cast arriving and finding out what the show is, and then having 24 hours to rehearse before the performance. Because of the risk we chose a small, village hall style venue. The show was thoroughly enjoyed by ESPA September 2025 ## Achievements and performance cast and audience alike. By limiting our costs we made a small profit (c. £ 500). Overall, by adjusting to the change in circumstance, by using a variety of venues and formats, the society had a much better financial year than expected. ## **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. £ 57,000 in the bank. This is
considerably higher than expected. We cannot be complacent though.
Without the major shows in large venues, the society will lose its historic
identity. This will involve more costs for theatre hire (other theatres are
charging a greater hire cost for fewer seats). We have also seen that
performing at theatres away from our heartland has had a negative
impact on ticket sales. We have some hope that the Harlequin might re-
open in 2026, but this is far from certain.
On a brighter note, Reigate and Banstead Borough Council are funding
grants to help societies like ours which will, to some extent, mitigate the
financial issues described above. That, together with our reserves being
stronger than they have been in decades gives us confidence for our
financial position moving forward.| |---|---| ||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:
-
Individual subscriptions and donations.
-
Fund raising social events (e.g. quiz nights.)
-
Sponsorship from companies and other organisations
As always, 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. This, combined with a smaller percentage
income from our ticket sales will not help the society’s finances over the
next few years.| |---|---| ESPA September 2025 ~~Se~~ **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 ~~po~~ **Position (eg secretary, chair, etc)** ~~a~~[Treasurer ] **Date** 01/09/2025 ~~PF~~ ESPA September 2025 ||**Charity Name**
**01/01/2024**
**No (if any)**
**To**
Period end date
**31/12/2024**
**CC16a**
**East Surrey Performing Arts**
**1122724**
**Receipts andpayments accounts**
**For the period**
**from**
Period start date
~~———~~| |---|---| |**Section A Receipts and payments**
**Unrestricted**
**funds**
~~**Restricted**~~
~~**funds**~~
~~**Endowment**~~
~~**funds**~~
**Total funds**
**Last year**
**to the nearest £**
~~**to the nearest £**~~
~~**to the nearest £**~~
**to the nearest £**
**to the nearest £**
**A1 Receipts**
Performances - ticket sales
**36,166**
**-**
**-**
**36,166**
**80,659**
Performances - programme sales
**1,544**
**-**
**-**
**1,544**
**1,209**
Performances - advertising
**4,060**
**-**
**-**
**4,060**
**3,195**
Performance - music & rehearse tape sales
**138**
**-**
**-**
**138**
**133**
Performances - donations & sponsorship
**5,251**
**-**
**-**
**5,251**
**6,962**
Membership subscriptions
**19,598**
**-**
**-**
**19,598**
**18,492**
General donations, sponsorship & gift aid
**12,730**
**-**
**-**
**12,730**
**5,302**
Social events
**-**
**-**
**-**
**-**
**75**
Bank interest
**939**
**-**
**-**
**939**
**745**
Fund raising events
**659**
**-**
**-**
**659**
**1,479**
**_Sub total_ 81,086**
**-**
**-**
**81,086**
**118,250**
**A2 Asset and investment sales, etc.**
**-**
**-**
**-**
**-**
**-**
**_Total receipts_**
**81,086**
**-**
**- 81,086**
**118,250**
**A3 Payments**
Performances - rehearsal room hire
**4,706**
**-**
**-**
**4,706**
**7,520**
Performances - theatre hire
**17,160**
**-**
**-**
**17,160**
**30,865**
Performances - production staff costs
**8,943**
**-**
**-**
**8,943**
**8,100**
Performances - band, accompanist & music
**7,354**
**-**
**-**
**7,354**
**10,777**
Performances - costume, props & make-up
**1,404**
**-**
**-**
**1,404**
**1,596**
Performances - scenery, sound & lighting
**11,891**
**-**
**-**
**11,891**
**9,112**
Performances - printing & publicity
**1,757**
**-**
**-**
**1,757**
**1,892**
Performances - royalties
**13,098**
**-**
**-**
**13,098**
**8,521**
Performances - insurance
**1,205**
**-**
**-**
**1,205**
**1,029**
Performances - misc
**4,357**
**-**
**-**
**4,357**
**6,968**
Printing, stationery, postage & web site
**-**
**-**
**-**
**-**
**-**
Grants, subs and donations
**355**
**-**
**-**
**355**
**365**
Social event expenses
**-**
**-**
**-**
**-**
**-**
Fund raising expenses
**2,021**
**-**
**-**
**2,021**
**1,529**
Corporation tax
**-**
**-**
**-**
**-**
**-**
**_Sub total_ 74,251**
**-**
**-**
**74,251**
**88,274**
**A4 Asset and investment purchases,**
**etc.**
**-**
**-**
**-**
**-**
**-**
**_Total payments_**
**74,251**
**-**
**-**
**74,251**
**88,274**
**_Net of receipts/(payments)_**
**6,835**
**-**
**- 6,835**
**29,976**
**A5 Transfers between funds**
**-**
**- -**
**-**
**-**
**A6 Cash funds last year end**
**49,918**
**- -**
**49,918**
**19,943**
**_Cash funds this year end_**
**56,753**
**-**
**- 56,753**
**49,918**
~~i~~|| |CCXX R1 accounts (SS)|1
01/09/2025| **Section B Statement of assets and liabilities at the end of the period** ||||**Unrestricted**|~~**Restricted**~~||~~**Endowment**~~| |---|---|---|---|---|---|---| |**Categories**|**Details**||**funds**|~~**funds**~~||~~**funds**~~| |**B1 Cash funds**|**to nearest £**
~~**to nearest £**~~
**1,363**
**-**
**55,390**
**-**
**-**
**-**
**56,753**
**-**
Current account
**_Total cash funds_**
Notice account
~~——~~|||||~~**to nearest £**~~
**-**
**-**
**-**
**-**| ||(agree balances with receipts and payments
account(s))||OK|OK||OK| ||||**Unrestricted**|~~**Restricted**~~||~~**Endowment**~~| ||||**funds**|~~**funds**~~||~~**funds**~~| ||**Details**||**to nearest £**|~~**to nearest £**~~||~~**to nearest £**~~| |**B2 Other monetary assets**|**-**
**-**
**-**
**-**
**-**
**-**
~~=—=~~|||**-**
**-**
**-**
**-**
**-**
**-**||**-**
**-**
**-**
**-**
**-**
**-**| |**B3 Investment assets**|**Fund to which**
**asset belongs**
**Details**
~~——_—~~|||**Cost (optional)**
**-**
**-**
**-**
**-**
**-**||**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**| |**B4 Assets retained for the**
**charity’s own use**|**Fund to which**
**asset belongs**
**Details**
~~==~~|||**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**| ||||**Fund to which**|**Amount due**||**When due**| |**B5 Liabilities**|**liability relates**
**Details**
~~—=—_~~|||**(optional)**
**-**
**-**
**-**
**-**
**-**||**(optional)**| |Signed by one or two trustees on behalf of
all the trustees|Signature||Print Name|Print Name||Date of
approval| ||||Julian Bond|||01/09/2025| CCXX R2 accounts (SS) 01/09/2025 2 **Independent examiner's report on the accounts Section A Independent Examiner’s Report Report to the trustees/** Charity Name **members of** East Surrey Performing Arts ~~a PO~~ **On accounts for the year** 31/12/2024 **Charity no** 1122724 **ended (if any)** ~~eeeee ee~~ **Set out on pages** 1 (remember to include the page numbers of additional sheets) ~~PO~~ **Respective** The charity's trustees consider that an audit is not required for this year **responsibilities of** (under section 43(2) of the Charities Act 1993 (the Act), as amended by s.28 **trustees and examiner** 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. **Basis of independent** My examination was carried out in accordance with General Directions given **examiner’s statement** 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. **Independent** In the course of my examination, no matter has come to my attention: **examiner's statement** 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:** 23/08/2024 ~~ee~~ **Signed: Name:** DAVID POND **Relevant professional qualif(s) or body (if any):** ~~PO~~ **Address:** 5 Claremont Road Redhill Surrey, RH1 2JT 1 **July 2018** **IER**