2023-08-31-accounts - The Quay Players

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THE QUAY PLAYERS

Charity number: 1147608 (“Quay Players”)

Trustee Report 2022/2023

(the “Report”)

The trustees (as registered with the Charity Commission, together the “ Trustees ”) shall present this Report at the Quay Players Annual General Meeting (“ AGM ”). This Report, together with the financial statement for the year, appropriately audited, would usually be filed with the Charities Commission. This financial year, it was not necessary to file the Report or accounts due to the sums of money being less than the required total. However, as usual, we present this information for members of the Quay Players in line with the Trustees’ responsibilities statement, as set out at the end of this document.

Structure, Governance and Management

The Quay Players is managed by an Executive Committee elected at the AGM and consisting of the following officers: Chair, Vice-Chair, Treasurer and Secretary. These officers are also the Trustees.

The Executive Committee is further supported by additional committee members elected at the AGM or co-opted in the intervening period (together, the “ Committee ”). All members of the Committee will stand for re-election every year.

Aims and Objectives

The Quay Players was established in 1997 with the aim of producing musical theatre shows in Southwark, London. We continue to remain rooted in the local community whilst striving to create shows of the highest quality.

Our objectives are to:

Provide opportunities for the local community to develop their
dramatic arts skills and showcase skills onstage and offstage;
Make affordable, quality theatre easily accessible for local residents;
and
Educate the community in the dramatic and operatic arts.

Public Benefit

We have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing our aims and objectives and in planning our future activities. A summary of activities undertaken to fulfil these obligations is detailed below.

Activities and Achievements

The Committee is delighted to report on a number of successful endeavours for Quay Players in the past year. These include:

October 2022

Vocal masterclass with Kayleigh McKnight at Trinity Laban Conservatoire

November 2022

Open Music Night to celebrate 25 years of the Quay Players at St Anne’s, Bermondsey.

December 2022

Little Red - the long awaited pantomime!

February 2023

Cabaret co-ordinated and musically directed by Isaac Bartels at St Anne’s, Bermondsey.

March 2023

Acting through song masterclass with Laura Bird hosted at the Union Club, Soho.

April 2023

Rehearsals began for Pippin. Directed by Sophie Stockwell (and team) and musically directed by Joe Cryan.

A dance workshop hosted by Coren Hall at St Anne’s, Bermondsey. Significant overhaul began on the Quay Players constitution and policies. Cooleys have taken Quay Players on as pro-bono clients and their fantastic team are helping bring our current policies and procedures up to date.

May 2023

Authors began pitching scripts and creative teams for the 2023 pantomime.

June 2023

The return of Kayleigh McKnight for another vocal masterclass hosted at the Union Club, Soho.

Pride Month. Members of Quay Players marched with the London Drama Societies at London Pride

July 2023

Pippin performed at the Greenwood Theatre. Coren Hall set up helpful feedback forms for the cast, creative team and audience members which will help us quantify areas for improvement in the future.

Saucy Jack and the Space Vixens performed in St Anne’s, Bermondsey, directed by Mark Smith

Big Sing Day

August 2023

Ben Hollands and Rachel Beggs hosted an improvisation workshop at St Anne’s Bermondsey

Scavenger Hunt organised by Emma Jaggs Another singing workshop with Frazer Scott

Rehearsals began for another cabaret devised and musically directed by Isaac Bartels

Sept 2023

Rehearsals begin for 2023 pantomime.

The Committee would like to take this opportunity to thank the creative teams for each show. Taking on responsibility for any of our shows is a challenging and complex task, and our production teams worked incredibly hard. We are all very grateful.

We would also like to thank the cast members for all shows, as well as those who have assisted backstage and front-of-house. We are lucky to have such a talented company who are prepared to go the extra mile to support Quay Players’ shows.

There are still plenty of opportunities for all our members to get involved and some roles can easily be combined with acting roles as well. The Committee would welcome any offers of help and support for future shows.

Plans for the future

Moving forward, we have significant plans for the year 2023 - 2024 including:

We've got an exciting array of events and initiatives lined up for the coming year. Our summer show at the Greenwood Theatre will be a lively gathering open to all, though we do have a cap of fifty attendees in line with space and safety regulations. Similarly, our Christmas panto, also at the Greenwood Theatre, promises to be a delightful community affair. For our cabaret performances at St Anne’s church hall, entry will operate on a first-come, first-served basis, ensuring equal opportunities for everyone. Additionally, we're looking forward to staging a small-scale, closed-cast show, possibly at the Canada Water Theatre. Workshops will be a regular feature, happening at least once every quarter, offering valuable learning experiences. We'll also provide group music-making opportunities, echoing the success of the Big Sing event held this year, in line with our charitable goals. Social interactions remain a key focus, with a series of events, including new member socials, meticulously planned and promoted across our social media channels. We're dedicated to finalising our constitution and membership policies in conjunction with Cooley, a significant milestone in our organisational growth. Strengthening our ties within the community is a priority; this involves revitalising connections with Southwark Carnival and Bermondsey Street Festival, as well as exploring collaborations with London Drama Societies for joint events, including Pride 2024. Fundraising efforts will be stepped up, with members encouraged to take part in challenges like the Big Half, crucial in securing resources for our ongoing progress. Moreover, we'll prudently invest the generous bequest from the estate of Shirley Haywood. This will encompass a comprehensive website overhaul and the acquisition of lighting and sound equipment, which can also be made available for rental to other groups. With these initiatives, we aim to continue enriching the Quay Players experience for all involved.

Financial Review

The Quay players started 2022 in a stable financial position following strong profits in every year since 2018 (aside from 2020 covid year) The committee are keen to maintain this position and ensure the Quay Players remains financially viable, however it should be noted that all cost have significantly increased, in particular cost for the Greenwood are now in excess of £10,000 for every show. Whilst every

effort is being made to keep show subscriptions and ticket costs as low as possible, show budgets are set to target break even for the summer show, and profit for the panto.

In 2022 Quay Players finally delivered Little Red following the last-minute postponement due to Covid in 2021.The accounts show that for 2022 Little Red made a loss of £1249, however as the vast majority of ticket sales had been carried over from the previous year this is not a true reflection of the success of the show. Over the 2-year period, Little Red made a profit of £4526.

The 2023 summer show was Pippin. The show ran at a loss of £2710. Whilst ticket sales struggled making £10,700 rather than the budgeted £18,900 cost control was strong minimising losses. Front of house also ran a snack bar at the Greenwood in addition to the raffle and programmes, which made a front of house profit of £1500.

In August 2023 Quay Players ran a mini production of Saucy Jack and the Space Vixens. This made a profit of £1250. Costs were kept to a minimum as the rehearsal period was short, the show was staged at St Annes, and the Quay Players chair directed and MD’d the show at no cost.

The annual cabaret continues to be popular (oversubscribed) and profitable with the April 2022 cabaret making a profit of £2366, the is due to the cabaret being staged at St Annes and the ability to run a bar. The popularity of this has led to the Quay Players staging 2 Cabarets for the 2023-2024 year with the first due to take place in October.

In 2022 Quay Players were sorry to learn that QP founding member Shirley Hayward had passed away. We were humbledto find out that Shirley had bequeathed a 10% share of her estate to the Quay Players. To date we have received an interim payment from the estate of £33,000 and understand from the will executors that there is likely to be a further payment once all assets have been sold. This incredible act of generosity is one that will help ensure that her beloved key players can continue into the future. The committee have been discussing the best use of this significant donation and how to ensure that the money goes towards ensuring the group has strong foundations. Initial discussion have involved investing some money into our very dated website and membership system. We have also started early discussions with St Anne’s on improving and expanding our storage space.

2015-16: loss of £5000

2016-17: loss of £4000

2017-18: profit of £692

2018-19: profit of £5861

2019-20: profit of £6938

2020-21: loss of £552

2021-22: profit of £4104

2022 – 23: Profit of £30,654 (£33,000 of which was a one off donation)

The Quay Players has running costs outside of our shows including our NODA membership fee, insurance, costume cupboard storage and website costs. The Quay Players continues to pay increasingly high costs associated with the rehearsal space and the Greenwood Theatre and therefore must reduce costs in other areas wherever necessary.

Risk Management

The Quay Players has in place policies on health and safety, safeguarding, child protection and guidelines for show week. These are available to all members and those participating in shows are expected to abide by the guidance. The Committee is planning to review all documents, including the constitution, over the course of the next year and will bring all suggestions to the members as a whole.

Statement of Trustees’ Responsibilities

The Trustees are responsible for preparing this Report and the financial statements in accordance with the applicable law and regulations.

The law applicable to charities in England & Wales requires the Trustees to prepare financial statements for each financial year. Under that law, the Trustees have elected to prepare the financial statements in accordance with United

Kingdom Generally Accepted Accounting Practice (United Kingdom Accounting Standards and applicable law). Under charity law, the Trustees must not approve the financial statements unless they are satisfied that they give a true and fair view of the state of affairs of the charity and of its incoming resources and application of resources of the Charity for that period.

In preparing these financial statements the Trustees are required to:

select suitable accounting policies and then apply them consistently;
observe the methods and principles in the Charities SORP;
make judgements and accounting estimates that are reasonable
and prudent;
state whether applicable accounting standards have been followed,
subject to any material departures disclosed and explained in the financial statements; and
prepare the financial statements on the going concern basis unless
it is inappropriate to presume that the charity will continue in operation.

The Trustees are responsible for keeping adequate accounting records that are sufficient to show and explain the charity’s transactions and disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

The Trustees of the Quay Players 2023-2024

Chair: Mark Smith Vice-Chair: Gabriella McCoy-Jones Treasurer: Nicki Plews Secretary: Emma Bowker

This Report is also supported by all the committee members currently serving (Social Secretaries: Sarah Jefferies and Julianne Palmer; Publicity, PR and Marketing Officer: Coren Hall and Company Stage Manager: Charlotte Murray)

The Quay Players- Financial Report for the Year Ending 31st August 2022

SUMMARY

Opening positon	22,238
21/22 income	70,697
21/22 costs	40,043
Closing positon	52,892

22/23 income	2,640
22/23 costs	3,960
Closing balance	51,572

Uncleared	18.96

Monies Held 2023- 09-26
Bank balance	51,291
Cash box balance	300
Total Held	51,591

NOTE there was an error on the prior report where 2019-2020 opening position was 11478 (typo) instead of 11748 (prior year's closing position). This has been rectified in this report. Subsequent calculations i.e. 20192020 closing position have been corrected in this report.

Uncleared difference vs Total Held is unknown per prior I&E reports dating back to 2017. It's assumed to be due to human (ac)counting error re cash box balance - corrected

Financial Summary

Year	2018-19	2018-19	2019-20		2020-21	2020-21	2021-22	2021-22	2022-23	2022-23	2022-23
Opening balance	5,887		11,748		18,686		18,134		22,238

Show	Alice	Bring it on!	Cinderella	Shrek (postponed)	Red (postponed)	Shrek (postponed)	Red (postponed)	Shrek	Litle Red	Pippin	Saucy jack

INCOME
Tickets	£9,896	15,278	14,654	0	0	0	7,616	14,950	5,555	10,702	1,366
subs	£4,200	6,765	5,139	610	0	240	5,215	4,880	2,050	6,879	779
rafe/progs/adverts/Bar	812	433	521	0	0	0	0	250	1,087	1,867	1,421
gif aid			0	0	0	0	0	0	0	0	0
donatons/grants	74	500	1,181	0	0	0	0	250	0	0	0
sale of costumes/set			0	0			0	0	0	0	0
	14,982	22,976	21,495	610	0	240	12,831	20,330	8,692	19,449	3,567
COSTS
venue hire	5,670	6,170	5,670	0	0	0	1,543	5,661	5,097	10,564	481
Hall	1,160	2,546	1,992	309	0	0	1,879	1,483	1,225	1,740	0
Musical director	860	1,950	1,200	0	0	0	830	2,000	1,000	2,250	0
band	650	1,705	850	0	0	0	850	2,295	1,053	2,568	0
licence & materials	344	3,473	0	500	0	0	0	3,508	0	2,873	289
Set	697	1,138	1,022	1,800	0	0	1,180	1,200	1,129	1,128	0
costumes/props/tech	603	1,672	1,672	0	526	0	621	5,425	197	605	634
Printng & publicity	428	182	134	0	0	0	114	215	239	371
paypal fees/Stripe			0	0	0	0	0	0	0	0	0

misc	117	994	95	0	0	0	40	89	0	60	912
	10,529	19,830	12,635	2,609	526	0	7,057	21,877	9,941	22,159	2,316

Surplus/Defcit for show	4,453	3,146	8,860	-1,999	-526	240	5,775	-1,547	-1,249	- 2,710	1,250

Non-show INCOME		59
Cabaret		298		1,730		0		2,938			4,278
Events		10		548		0		180			760
DVD						4		26			27
Grants / Donatons				500		50		0			33,100
Non-show Membership								8
Correcton for 19/20 Cash Balance								1,037
Workshops											825
		367		2,778		54		4,188			38,990
Non show COSTS
Insurance		326.05		326		0		771			326
NODA		185		200		0		235			218
hall storage		960		482		320		1,520			960
admin & running costs		44		1,588		0		0			1,307
newpiano case				75		0		0
Website redesign/web hostng				29		0		92			94
Stripe Fees		251		0		0		0
Quaynix events		216		0		0		0			92

Sound for MID	122	0	0	0
Workshops			0	120	718
Cabaret				1,574	1,912
	2,104	2,700	320	4,312	5,627

Surplus/Defcit for non-show	-1,737	-422	-266	-124	33,362

Surplus/Defcitfor year	5,861	6,938	-552	4,104	30,654
Post year end adj
Year end closing balance	11,748	18,686	18,134	22,238	52,892

The Quay Players Financial Report for the year ending 31st August 2023

SUMMARY

SUMMARY
Opening positon	22,238	NOTE there was an error on the prior report where 2019-2020 opening positon was 11478 (typo)
22/23 income	70,697	instead of 11748 (prior year's closing positon). This has been rectfed on this report.
22/23 costs	40,043	Subsequent calculatons i.e. 2019-2020 closing positon have been corrected in this report.
Closing positon	52,892

21/22 income	2,640
21/22 costs	3,960
Closing balance	51,572

Uncleared	18.96	Uncleared diference vs Total Held is unknown per prior I&E reports datng back to 2017.
		It's assumed to be due to human (ac)countng error re cash box balance - corrected
Monies Held 2023-09-26
Bank balance	51,291
Cash box balance	300
Total Held	51,591

cat

Year Opening balance Show INCOME 1 Tickets 2 subs 3 rafe/progs/adverts/Bar 4 gif aid 5 donatons/grants 6 sale of costumes/set COSTS 7 venue hire 8 Hall 9 Musical director 0 band 1 licence & materials 2 Set 3 costumes/props/tech 4 Printng & publicity 5 paypal fees/Stripe 6 misc	2018-19	2018-19	2019-20	2019-20	2020-21	2020-21	2021-22	2021-22
	5,887		11,748		18,686		18,134
	Alice £9,896.0 £4,200.0 812 74	Bring it on! 15,278 6,765 433 500	Cinderella 14,654 5,139 521 0 1,181 0	Shrek (postponed) 0 610 0 0 0 0	Red (postponed) 0 0 0 0 0	Shrek (postponed) 0 240 0 0 0	Red (postponed) 7,616 5,215 0 0 0 0	Shrek 14,950 4,880 250 0 250 0
	14,982	22,976	21,495	610	0	240	12,831	20,330
	5,670 1,160 860 650 344 697 603 428 117	6,170 2,546 1,950 1,705 3,473 1,138 1,672 182 994	5,670 1,992 1,200 850 0 1,022 1,672 134 0 95	0 309 0 0 500 1,800 0 0 0 0	0 0 0 0 0 0 526 0 0 0	0 0 0 0 0 0 0 0 0 0	1,543 1,879 830 850 0 1,180 621 114 0 40	5,661 1,483 2,000 2,295 3,508 1,200 5,425 215 0 89
	10,529	19,830	12,635	2,609	526	0	7,057	21,877

Surplus/Defcit for show	4,453	3,146	8,860	-1,999	-526	240	5,775	-1,547
Non-show INCOME 7 Cabaret 8 Events 9 DVD 0 Grants / Donatons 1 Non-show Membership Correcton for 19/20 Cash Balance Workshops Non show COSTS 2 Insurance 3 NODA 4 hall storage 5 admin & running costs 6 new piano case 7 Website redesign/web hostng 8 Stripe Fees 9 Quaynix events 0 Sound for MID 1 Workshops 2 Cabaret		59 298 10		1,730 548 500		0 0 4 50		2,938 180 26 0 8 1,037
		367		2,778		54		4,188
		326.05 185 960 44 251 216 122		326 200 482 1,588 75 29 0 0 0		0 0 320 0 0 0 0 0 0 0		771 235 1,520 0 0 92
								0
								0 0 120 1,574
		2,104		2,700		320		4,312

Surplus/Defcit fornon-show		-1,737		-422		-266		-124

Surplus/Defcitforyear		5,861		6,938		-552		4,104
Postyear end adj					18,134
Year end closing balance		11,748		18,686		18,134		22,238

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees QUAY PLAYERS On accounts for the yoar ended 31 AUGUST 2023 Charlty no Ilf any) 1147608 Set out on pages I report to the trustees on my examinalion of the accounts of the above charity l.the Trust") for the year ended 31 st August 202& Responslbllities and basis of rgport As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {"the Acl"}. I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination. I have followed all the applicable Directions given by the Charity Commission under section 14515}Ib) of the Act. examiner's statement NOT APPLICABLE I have completed my examinalion. I confirm Ihal no material matters have come to my attention in connection with the examination Iii&¥r&¥¥&Nwi which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of the Charities Act., or the accounts did not accord with the accounting records- or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 olher than any requirement that the accounts give a 'lrue and fair, view which is not a maller considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attenllon should be drawn in this report in order lo enable a proper understanding of the accounts to be reached. Pleas8 delete the words in the brackets if they do not apply. Slgned: Date: 2810812024 Name: Penelope Mullord Rolovant professional quallfication{sl or body NIA IER Oct 2018

(if any>: Address: 19 Samos Road London SE20 7UQ Seclion B Disclosure Only complete if the examiner needs lo highlight material mallers of concern (see CC32, Independent examination of charty accounts.. directions and guidance for examiners). Glve here brlef detalls of any items that the examlnerwishes to disclose. IER Oct 2018