2022-12-31-accounts - Dorchester Community Plays Association

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Chair’s Report for 2022 AGM

Welcome to the Dorchester Community Plays Association AGM. Many thanks to all the Board members for their energy, commitment and work over the past year. Thanks also to Fiona Scott for minute taking each meeting. During the last year Peter Brown has resigned from the board, we thank him for his contribution to DCPA, and Emma Hill has been co-opted as the Fundraising and Sponsorship lead.

The Board of Trustees roles and responsibilities is as follows:

Chair - Rowan Seymour
Treasurer - Laurie Scott
Book keeper - Fiona Scott
Fundraising and Sponsorship lead - Emma Hill
Grant applications lead/Vice-chair - Sue McGarel
Company Secretary & Business Manager - David McGarel
Premises Officer - Vacancy
Membership Secretary – Fiona Scott
Publicity, Website & Social Media Officer - Ruth Hayes
Communications and Data Protection and Security Officer - Tom Archer
Social – Liz James
Wardrobe - (specifically during the production period of play) Sue McGarel
Operations Manager (specifically during the production period of play) - David McGarel

Lucy Allen, Sonia Morris and Paul Wallis are Trustees on the Board in supporting roles.

Since the 2021 AGM held in January 2022, when we were still waiting to see how things looked in relation to Covid- 19 and whether we might be able to plan the play, 2022 has been another extraordinary year. At the full Board Meeting in March 2022, we made the unanimous decision to proceed with the play in Spring 2023, with a re-union of cast and supporters at the Corn Exchange on 30[th] April 2022 which was great fun and felt wonderful to be together again.

So, from March onwards it was full steam ahead for the Board of Trustees:

Identifying the gap in funding needed to pay a Director, Musical Director, rehearsal space etc. together with the inevitable rising costs for scaffolding and materials 3 years on

Patrons: Sue Birtwistle Dame Judi Dench David Edgar Sir Richard Eyre Lord Fellowes of West Stafford Sylvester McCoy Dame Harriet Walter HONORARY LIFE PRESIDENT Jon Oram

Dorchester Community Plays Association is a company registered in England & Wales and limited by guarantee (no: 07369993) and a registered charity (no: 1140952) Registered office: Clementine House, Martinstown, Dorchester, Dorset, DT2 9JN

Hearing that Peter Cann was no longer available to direct in 2023
Researching, interviewing and appointing Peter Leslie Wild as Director
Re-negotiating and booking the Get in/out and Performance dates with Thomas Hardye School
Negotiating with Dorchester Arts to confirm the Corn Exchange for rehearsal space free of charge
Talking to the Duchy to get the best possible financial deal for the Jubilee Hall in Poundbury as a large, regular rehearsal space
Applying to grant funders; we have successfully received funds this year from:

Dorchester Town Council Dorset Council Alice Ellen Cooper Dean Charitable Foundation The Valentine Charitable Trust Scops Arts Trust The Maria Bjornson Memorial Fund The Elmgrant Trust Poundbury Community Trust Rotary Club of Dorchester Casterbridge Dorchester Market Car Boot Fund

Working hard at gaining local business sponsorship, payment for advertisements in the STM programme and via our social media with promotional STM cloth bags. The following companies are supporting us, in addition to those engaged in 2020:

C B Reid Great Western Camping Just Dance O’Brien Roofing Poundbury Wealth Management Symonds & Sampson The Duchess of Cornwall public house The Pointe Wessex Property Services Zero C

Patrons: Sue Birtwistle Dame Judi Dench David Edgar Sir Richard Eyre Lord Fellowes of West Stafford Sylvester McCoy Dame Harriet Walter HONORARY LIFE PRESIDENT Jon Oram

Holding a number of fundraising events for both cast and supporters to keep the play alive in people’s minds
Agreeing with the Town Council three rooms in the TC offices for costume storage, making and fitting, free of charge
Confirming all the professionals for 2023, apart from Gillian Spencer-Gulliford. Appointing Bridget Edmonds as Costume Supervisor
Holding workshops with Peter, Steph and Tim to meet the cast and re-cast where needed
Talking to Henry Ling who have printed a second set of new rehearsal scripts and will be printing the 32-page full-color STM programme for free
Talking to Nick at Wallis Agency for Poster & Programme design, 2[nd] time around – again free of charge
Working with Sprint – who have sponsored the printing of the majority of our posters and flyers and printed at cost for the rest

The contribution from all these local businesses is tremendous, we could not put on the play without this fantastic community support. We thank them all.

As a Board of Trustees, following the end of performances we will be putting Spinning the Moon to bed, tying up all the reporting back to grant funders and completing the finance. We are prepared to be part of a transition period, to support and appoint a new board, before standing down. If you are interested in taking on a board role and seeing the DCPA continue, please talk to us.

As you can see, the work that the DCPA board members have put in is extraordinary. It is thanks to every one of them that we are Spinning the Moon!

Rowan Seymour Chair AGM 2022

Patrons: Sue Birtwistle Dame Judi Dench David Edgar Sir Richard Eyre Lord Fellowes of West Stafford Sylvester McCoy Dame Harriet Walter HONORARY LIFE PRESIDENT Jon Oram

Dorchester Community Plays Association

Accounts for the year ending 31 December 2022

Income and expenditure account

		2022		2021
Income
Membership		357		274
Fundraising		3,420
Grants		9,416
Donations		8,503		599
Gift Aid		236
Advertising and sponsorship		3,310
Total income		25,241		873
Expenses
Administration costs	351		257
Grants and donations	125		125
Play costs	3,150		317
Dorchester Arts fees	980
Ticket refunds			1,696
Fundraising costs	70
Bank fees	86
Total expenses		4,761		2,395
Excess/(Deficit) of Income over Expenditure for the year		20,480		(1,522)
Balance sheet
Brought forward		23,364		24,886
Surpus/(deficit) for the year		20,480		(1,522)
		43,844		23,364
Fixed assets
Current assets
Cash at bank and in hand		43,844		23,364
		43,844		23,364

I have examined the accounts and records of the Dorchester Community Plays Association for the year ended 31st December 2022 and am satisfied that they provide a true and fair view of the acivities of the association.

Signed Date 19th February 2023

Name Ruth Bettenson

Address 15 St Helen's Road Dorchester DT1 1SD

Dorchester Community Plays Association

Accounts for the year ending 31 December 2022

Income and expenditure account

		2022		2021
Income
Membership		357		274
Fundraising		3,420
Grants		9,416
Donations		8,503		599
Gift Aid		236
Advertising and sponsorship		3,310
Total income		25,241		873
Expenses
Administration costs	351		257
Grants and donations	125		125
Play costs	3,150		317
Dorchester Arts fees	980
Ticket refunds			1,696
Fundraising costs	70
Bank fees	86
Total expenses		4,761		2,395
Excess/(Deficit) of Income over Expenditure for the year		20,480		(1,522)
Balance sheet
Brought forward		23,364		24,886
Surpus/(deficit) for the year		20,480		(1,522)
		43,844		23,364
Fixed assets
Current assets
Cash at bank and in hand		43,844		23,364
		43,844		23,364

Signed Date 19th February 2023

Name Ruth Bettenson

Address 15 St Helen's Road Dorchester DT1 1SD