Annual Trustees Report and Serious Incidents Declaration Dated 03/07/2025
Amateur Players of Sherborne
Charity No: 1144869
Trustees: Mark Lambert (Trustee); Sarah Webster (Trustee and APS Chair); Malcolm Cockburn (Trustee).
1. Finances and Governance
At 30.06.2025 the APS savings account balance is £14,756.36 and the Treasurer’s account (used for ongoing expenditure) is £4,523.93. Over the past few years our available finances have grown steadily, due to prudent financial management. Our now established programme of four productions per year, plus occasional guest productions and one -off events, have ensured a steady annual income. This has enabled APS to carry out improvements to the building over the past couple of years, at a cost exceeding £25,000. The focus for The Committee for 2026 will be to replace the lighting. The hard work and dedication of our volunteers, is hereby acknowledged with gratitude by the trustees.
The Trustees therefore feel that the finances are in very good order and consider the work of the Committee to have been excellent in the past year. We are satisfied that the society is being run in accordance with the charity’s governing document, The APS Constitution.
The ownership of The Sherborne Studio Theatre, is still being processed by The Land Registry. Once completed, the person named on the ownership deeds will be a Guardian appointed by The Charity Commission. At that point it may be prudent to recruit another one or two Trustees, to ensure decisions are balanced if voting becomes necessary.
2. The future of the Sherborne Studio Theatre
APS now has an established annual programme, and is beginning to attract other performers who wish to use the theatre. In line with our Constitution, these additional events should be encouraged, especially as a means to educate and support our local community in the arts.
It is noted that APS now purchases Trustees Liability Insurance.
3. Date of the next Trustees meeting
To be arranged in due course
The charity is a charity limited by guarantee and consequently does not have share capital. Each of the trustees is liable to contribute an amount not exceeding £10 towards the assets of the charity in the event of liquidation. There is provision for up to seven Trustees proposed by the Membership, and ratified by the Committee. There is no limit to the years a Trustee may serve.
APS Serious Incidents Declaration
| APS Serious Incidents Declaration | APS Serious Incidents Declaration | APS Serious Incidents Declaration |
|---|---|---|
| To Report | Not To Report | |
| Safeguarding | ||
| Allegation that a trustee or volunteer has been subject to, or has caused serious harm or sexual assault to another person Images of child pornography found on computer/phone Evidence of widespread bullying within the charity Charity failing to undertake DBS checks A volunteer is found to be on the sex offenders register |
None | Minor unusual/aggressive behaviour Removal of person from premises due to drunken behaviour Minor accidents where there is no significant harm |
| Fraud, Cyber Crime–any actual/allegedfraud or money laundering or cyber-crime to be reported | ||
| False Invoicing by members Bogus charity scheme promoted using charity’s name Funds lost due to online scam Attempted fraud by Charity staff – but intercepted by their controls |
None | Attempted cyber-crimes blocked by charity’s security (except if unusual and Charity wishes to report) |
| Theft–to be decided by Trustees if incident(s) are serious to warrant reporting | ||
| Ongoing thefts of cash – which have been reported to the police Break-in involvingtheft of data |
None | One-off random theft of valuable item(s) |
| Suspicious Donations | ||
| Large legacy (over £25k) from unknown source | None | Legacy left via solicitor with anonymous donor |
| Other Significant Financial Loss | ||
| Significant loss of charity funds due to bad investment Sudden loss of 20% or more of income, leading to loss of services Loss of charities funds due to legal costs incurred Major damage to charitiespremises(fire) |
None | Loss of funds if less than 20% of charities income or less than £25k of assets |
| Links to Terrorism or Extremism | ||
| A volunteer has been arrested for terrorism (extremist) offences Visiting performer has used event topromote extremist messages |
None | |
| Governance | ||
| Mass resignation of Trustees Evidence of misuse of funds |
None | |
| Fundraising | ||
| Unauthorised public collections in the name of the charity Non-compliance with fundraising agreements Funds due under fundraising commitment not paid to the charity Incident linked to fundraising event which will damage charity’s reputation |
None | |
| Other Significant Events | ||
| Person acting as Trustee whilst disqualified Charity subject to official investigation by another regulator Data breach – personal data accessed online or laptop or phone (with no encryption) containing data stolen or mislaid Any other serious incident that is likely to damage reputation or incur loss of funds/assets |
None |
The Trustees have confirmed that there is nothing to report for the year to 03/07/2025
| A | B | C | D | E | F | G | H | I | J | K | L | M | N | N | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Main a/c 1578305 | Financial Year 2024/25 | |||||||||||||
| 2 | |||||||||||||||
| 3 | EXPENDITURE | August | Sept | Oct | Nov | Dec | Jan | Feb | Mar | Apr | May | June | July | Totals | |
| 4 | Opening balance | 3345.87 | **3859.38 ** | **£2,479.11 ** | **£2,232.52 ** | **£5,789.20 ** | **£5,784.60 ** | **£5,363.08 ** | **£6,430.30 ** | £8,769.03 | £9,280.90 | £5,743.95 | 4523.93 | ||
| 5 | Garage rent(monthly) | -47.75 | -47.75 | -47.75 | -47.75 | -47.75 | -47.75 | -47.75 | -47.75 | -49.03 | -49.03 | -49.03 | -49.03 | -578.12 | |
| 6 | Mobilephone(monthly) | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -4.95 | -59.4 | |
| 7 | 2nd mobilephone(monthly) | -6.95 | -6.95 | -6.95 | -6.95 | -27.80 | |||||||||
| 8 | Water rate(halfyearly) | -121.92 | -126.74 | -248.66 | |||||||||||
| 9 | Electricity (monthly) | -97.04 | -44.52 | -71.37 | -60.14 | -210.02 | -198.10 | -123.96 | -127.70 | -237.17 | -66.09 | -131.72 | -89.88 | -1457.71 | |
| 10 | Wif(monthly) | -33.54 | -33.54 | -33.54 | -33.54 | -33.54 | -33.54 | -33.54 | -33.54 | -33.54 | -36.23 | -36.23 | -36.23 | -410.55 | |
| 11 | Fire equipcheck | -88.20 | -88.2 | ||||||||||||
| 12 | Lightng/tech/sound | -204.76 | -204.76 | ||||||||||||
| 13 | Ticket sales commission(4%+vat) | -87.98 | -4.61 | -9.98 | -250.18 | -352.75 | |||||||||
| 14 | Donatons | -150.00 | -150.00 | ||||||||||||
| 15 | Licence fees - music(annual | -109.06 | -109.06 | ||||||||||||
| 16 | Licence fees - bar(annual) | -180.00 | -180.00 | ||||||||||||
| 17 | RoseBowl | ||||||||||||||
| 18 | Prdctn - adjudicaton fee | -70.00 | -70.00 | -80.00 | -220 | ||||||||||
| 19 | Prdctn - licence fee | -588.00 | -630.00 | -1218 | |||||||||||
| 20 | Prdctn - scripts | -79.23 | -76.93 | -20.09 | -54.06 | -41.10 | -145.40 | -416.81 | |||||||
| 21 | Prdctn - Set/props/tech/paint | -289.35 | -14.97 | -631.41 | -730.34 | -121.89 | -1072.57 | -225.50 | -3086.03 | ||||||
| 22 | Prdctn - misc expenses | -1081.00 | -300.00 | -891.00 | -2272.00 | ||||||||||
| 23 | Prdctn - Costume hire/purchase | -506.00 | -962.08 | -1468.08 | |||||||||||
| 24 | Bar re-stock | -420.29 | -287.16 | -49.20 | -498.02 | -1254.67 | |||||||||
| 25 | Membermojo fee(annual) | -95.00 | -95.00 | ||||||||||||
| 26 | Insurances - Towergate - annual | -1920.20 | -1920.20 | ||||||||||||
| 27 | Caretaker sundries | -10.20 | -10.20 | ||||||||||||
| 28 | Noda liabilityInsurace(annual) | -426.62 | -426.62 | ||||||||||||
| 29 | Noda commitee Insurance(annual) | -473.10 | -473.10 | ||||||||||||
| 30 | Noda membership/awards | -205.00 | -196.04 | -401.04 | |||||||||||
| 31 | Misc - Maintenance | -176.61 | -52.66 | -229.27 | |||||||||||
| 32 | Misc - General | -76.73 | -176.95 | -30.68 | -117.53 | -452.30 | -314.00 | -41.43 | -1209.62 | ||||||
| 33 | Ticket returns | -28.00 | -28.00 | ||||||||||||
| 34 | 100 club -prize/pub/licence | -46.20 | -45.20 | -268.70 | -46.20 | -20.00 | -46.70 | -46.20 | -519.20 | ||||||
| 35 | Publicity/progm/phots/website | -40.00 | -50.00 | -15.00 | -172.50 | -97.42 | -30.00 | -150.64 | -555.56 | ||||||
| 36 | Theatre hire - return deposit | -150.00 | -150.00 | ||||||||||||
| 37 | Improvements - insulaton/fooring | -121.73 | -121.73 | ||||||||||||
| 38 | Improvements - staircase | -1120.60 | -245.96 | -1366.56 | |||||||||||
| 39 | Improvements - main entrance | -744.43 | -2.68 | -5552.52 | -6299.63 | ||||||||||
| 40 | improvements - bar area | -142.73 | -142.73 | ||||||||||||
| 41 | Improvements - Air extractor | -329.24 | -5.28 | -334.52 | |||||||||||
| 42 | Fund raising- cancer | -75.00 | -75.00 | ||||||||||||
| 43 | Total expenses foryear | -28160.58 | |||||||||||||
| 44 | INCOME | ||||||||||||||
| 45 | Ticket sales(inc cash at door) | 1399.90 | 439.32 | 5040.82 | 332.05 | 2185.40 | 4189.69 | 1418.09 | 1355.36 | 21.92 | 1415.51 | 17798.06 | |||
| 46 | Membership | 470.50 | 412.50 | 99.00 | 59.00 | 24.50 | 113.00 | 151.50 | 102.38 | 39.00 | 19.50 | 19.50 | 24.22 | 1534.60 | |
| 47 | Bar sales | 45.50 | 211.36 | 2441.90 | 1445.07 | 1672.86 | 23.19 | 5839.88 | |||||||
| 48 | Sales/refunds | 273.19 | 273.19 | ||||||||||||
| 49 | APS costume hire | ||||||||||||||
| 50 | Donatons | 75.00 | 50.00 | 125.00 | |||||||||||
| 51 | Repayment of licence fee | 558.00 | 558.00 | ||||||||||||
| 52 | Sale of freezer | 25.00 | 25.00 | ||||||||||||
| 53 | Gif Aid - Tax rebate | 897.72 | 897.72 | ||||||||||||
| 54 | Quizz night | 125.54 | 125.54 | ||||||||||||
| 55 | Transfer from Savings a/c | ||||||||||||||
| 56 | Hire ofpremises | 25.00 | 25.00 | ||||||||||||
| 57 | Hearingloop grant | 1000.00 | 1000.00 | ||||||||||||
| 58 | Total receipts foryear | 28201.99 | |||||||||||||
| 59 | |||||||||||||||
| 60 | End month balance | £3,859.38 | **£2,479.11 ** | ~~£2,232.52 ~~ | ~~£5,789.20 ~~ | ~~£5,784.60 ~~ | ~~£5,363.08 ~~ | ~~£6,430.30 ~~ | ~~£8,769.03 ~~ | ~~£9,280.90~~ | ~~£5,743.95~~ | ~~£4,523.93~~ | ~~£3,387.28~~ | ||
| 61 | |||||||||||||||
| 62 | |||||||||||||||
| 63 | |||||||||||||||
| 64 | |||||||||||||||
| 65 | |||||||||||||||
| 66 | |||||||||||||||
| 67 | |||||||||||||||
| 68 | |||||||||||||||
| 69 | **Savings account ** | No.42549 | 960 | ||||||||||||
| 70 | BAL | ||||||||||||||
| 71 | Aug-24 | Sept | Oct | Nov | Dec | Jan-25 | Feb-25 | Mar-25 | Apr-25 | May-25 | Jun-25 | Jul-25 | |||
| 72 | Bal b/f | 12103.19 | 12333.85 | 12560.37 | 12786.74 | 13029.37 | 13270.41 | 13512.73 | 13805.62 | 14047.24 | 14284.84 | 14520.66 | 14756.36 | ||
| 73 | Interest | 14.66 | 10.52 | 10.37 | 11.63 | 10.04 | 11.32 | 11.89 | 10.62 | 11.60 | 9.82 | 9.70 | 8.53 | 130.70 | |
| 74 | 100 club menbership | 216.00 | 216.00 | 216.00 | 231.00 | 231.00 | 231.00 | 281.00 | 231.00 | 226.00 | 226.00 | 226.00 | 226.00 | 2757.00 | |
| 75 | Donatons | ||||||||||||||
| 76 | Transfer to Savings a/c | ||||||||||||||
| 77 | End month bal. | £12,333.85 | £12,560.37 | £12,786.74 | £13,029.37 | £13,270.41 | £13,512.73 | £13,805.62 | £14,047.24 | £14,284.84 | £14,520.66 | **£14,756.36 ** | £14,990.89 | ||
| 78 | |||||||||||||||
| 79 |
Talgarth Church Green Bishops Caundle Shèrborna Dorset DT9 SNN T•1: 01963 23698 12 August 2025 AMATEUR PLAYERS of SHERBORNE (APS> AUDIT OF ACCOUNTS FOR FINANCIALYEAR I AUGUST 2024 TO 31 JULY 2025 ST I certify that I have checked and scrutinised th• accounts for tho ygar to 31 July 2025 agai1 the primary attounting records. I conflrm that they represent a true and accurate record of the transactlons of Amateur Players of Sherborne (APS) In the defined year. Paul Tomlin Planning Enforcement Manager. Dorset County Council (retlred) Flnance Governor. All Salnts Prlmary School. Blshops Caundle (retlredl