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2021-03-31-accounts

Registered Charity Number 1166649

Report of the Trustees and Financial Statements

For the year ending 31 March 2021

Contents
Contents 2
Legal status 3
Trustees 3
Registered ofce 3
Independent examiner 3
Bankers 3
Report of the trustees for the year ending 31 March 2021 3
Objectives 4
Activities 4
Public beneft 4
Organisation 4
Review and progress of achievements 5
Barry Miles - Chairperson Report 5
Offspringers Report 5
Sara Mortimer - Membership Report 6
Bethan Anderson - Marketing Report 6
Mat Smith - Social and Fundraising Report 7
Sharon Scott – Treasurer 7
Accounts 7
Quality management 7
Reserves policy 8
Investment policy 8
Risk review & register 8
Signed 12

2

Legal status

The charity is registered and is a charity incorporated organisation governed by its Constitution. Charity No. 1166649.

Trustees

The Trustees during the year under review were:

Barry Miles (Chairperson) Sharon Scott (Treasurer) Jackie Bates (Secretary) Bethan Anderson Mat Smith Christine James Sara Mortimer Susan Corina Colin Shoard (appointed July 2020) Kieran Bedwell (appointed July 2020) Eric Smart (stepped down July 2020) Becky Scott (stepped down July 2020) Alison Pritchard (stepped down May 2020)

Registered office

Little Highways 86 Main Road Great Leighs Essex CM3 1NE

Independent examiner

Ross Rogers 33 Byron Road Chelmsford Essex CM2 6EP

Bankers

Barclays Bank plc 40 High Street Chelmsford CM1 1DE

Report of the trustees for the year ending 31 March 2021

The Trustees present their report and the audited financial statements for the year ended 31 March 2021. These comply with current statutory requirements and with the governing document. This report also serves as a Trustees Annual Report as required by the Charity Commission.

Springers Amateur Operatic & Dramatic Society, (“Springers”) was registered on 20 April 2016 as a charity with the Charity Commission.

3

Objectives

Springers’ constitution clearly states that their objective is to promote the advancement and improvement of general education in relation to all aspects of the art of drama and musical theatrical performance for all in the local community.

Activities

The principal activity undertaken is the performance of two shows a year in the local Chelmsford theatres by our adult group and one show by our youth group, Offspringers. In addition we perform at various events including corporate carol singing, concert groups and running workshop groups.

Public benefit

The service is a public benefit available for the enjoyment of all in the local community. Both Springers and Offspringers welcome new members.

Organisation

Responsibility under Springers Constitution for controlling its management and administration lies with a Management Board made up of the Trustees, together with the nominated honorary Springers president, who is ineligible to vote on the Management Board but can make submissions. Jackie Bates is the Springers President for 2020-2021. Due to the current coronavirus situation, her term was extended by an additional year. The Management Board is appointed by the membership at the Annual General Meeting. At each Annual General Meeting a third of all Board members are required to retire from office though all such members are eligible for re-election. The minimum number of Board members is three and the maximum is currently twelve. New appointees are identified as a result of Springers members putting themselves forward at the Annual General Meeting, seconded by two other members.

All Board members are volunteers and they currently meet monthly to receive reports and to monitor progress. The Chairperson normally deals with any urgent issues arising between meetings and takes decisions when necessary. Committee - meetings composed of Board members occur when required for example, to deal with fundraising. They report their findings back to the Board. Board members are also often involved in assisting the running of the organisation in a variety of ways. The present Board is comprised of the following Trustees undertaking the following roles:

Barry Miles – Chairperson Susan Corina – Vice Chair Sharon Scott – Treasurer Lisa Robertson (not currently a Trustee) – Offspringers Bethan Anderson – Marketing Christine James – Production Mat Smith – Social and Fundraising Sara Mortimer – Membership Jackie Bates - Secretary Kieran Bedwell - no specific role Colin Shoard - no specific role

All Trustee detailed above served on the Board during this reporting year.

4

Reading, Production, Marketing and Offspringers all have separate subcommittees which are led by the appropriate Trustee as detailed above and meet as often as reasonably required.

The Trustees comply with the duty in section 4 of the Charities Act 2006 to have due regard to public benefit guidance published by the Charity Commission in deciding what activities are to be undertaken.

Review and progress of achievements

Barry Miles - Chairperson Report

Along with all other amateur theatre groups, the stage lights have been off for Springers this year. Despite this, the board has continued to meet virtually to take care of the limited operational management of the Society and planning for our return to the stage, whenever that may be.

Springers and Offspringers have not been completely dormant, as restrictions have allowed, we have run a number theatre skills workshops for both groups. In addition to this, we invested in some recording equipment so that we could record our members singing their favourite musical numbers and put together a virtual concert.

We finish the year hoping that our twice-delayed production of Little Shop of Horrors is able to proceed in November and both Springers and Offspringers can return to normal activities very soon.

Offspringers Report

A very quiet year for Offspringers, as with everyone! Having closed during ‘Annie’ show week in March, we were pleased to be able to offer some workshops on dance and drama from September once the main lockdown lifted. Unfortunately, lockdown hit once more and we had to close from November and were still inactive at the end of March. During our closed time, we were able to invite the Offspringers to join in some of the Springers Zoom events, although not many did.

We have had quite a lot of members leave due to reaching the age limit of Offspringers and so we have been actively contacting people on the waiting list and inviting them to join us once we were up and running.

Workshops are now planned commencing May for six weeks with a view to starting work on ‘Honk’ mid-June and everyone is very much looking forward to getting back to ‘normal’!

Our Offspringers committee has continued to meet throughout the year via Zoom and we are hoping that we will be able to meet in person soon. We are also hoping that we will be able to welcome some new committee members to help with the day-to-day running of the group, as well as adding extra support once we finally move into the theatre. If anyone reading this would like to know more about being involved, please get in touch!

5

Sara Mortimer - Membership Report

What a challenging year!As we were not able to perform any shows in 2020 the Board decided to waver membership fees in 2021 for those who were members last year,with everyone becoming full members.

We currently have 106 members, 10 of which are life members.Despite the challenges of last year there have many enquiries about Springers via our website and facebook page and we have several prospective new members who hope to become involved in our future productions.

If you have any questions about membership please contact me.

Barrie Chapman, a great stalwart of Springers over many years and honorary life member, passed away in January. Barrie was instrumental in so many of our shows and performances, building sets, making and repairing props. He was also the driving force behind the development of the Springers’ barn, where sets are constructed, painted and stored – as well as some 4,000 costumes. Barrie was also the face of Springers as a key member of the Front of House Team – always smartly turned out in a dinner suit to welcome the audience – and to twist their arms to buy a programme! Barrie will be greatly missed, but his presence will remain in all the sturdily built set pieces that reside at the barn.

Bethan Anderson - Marketing Report

Although the last year has been anything but normal for any of us, the team started the 'Springers year' off strong with promotion of Bonnie & Clyde and Annie. Social media engagement at that time was at a high but overall 2020 engagement statistics are understandably lower (fewer posts due to no shows to promote) than the previous year. We hope to bring ourselves back up to the levels we were at ‘pre-covid’ over the coming year.

The team plan to hold the usual 'live' publicity days for both Springers and Offspringers shows, take part in various radio interviews and work with the theatre to publicise the upcoming productions.

The processes are always in development, the support given by members of the society is invaluable. Full Society involvement still is, and always will be, the most important part of implementing our plans when marketing not just the shows but our group as a whole.

We are always open to ideas/suggestions so if there is anything you think we should look at I encourage you to get in touch!

6

Mat Smith - Social and Fundraising Report

Even though we were in lockdown during much of the year we still organised some great events! Whilst we were stuck indoors we had virtual bingo, a great quiz organised by Gary Jarvis and two games nights organised by Eric Smart. During the summer Helen Arber invited us to the Billericay theatre for a Springers summer party and also organised a great virtual dance workshop with a quiz and wine! At the end of the summer Eric took us all on an adventure around the Essex countryside with the well attended car treasure hunt, which ended up at a pub for Sunday lunch!. I would like to thank everyone who has supported our events throughout the pandemic and to those that gave their time in helping to organise them. If you would like to host or organise an event please let me know.

Sharon Scott – Treasurer

It goes without saying, this year has been a strange one! We had hoped to make some fantastic profits on the planned shows, but unfortunately these had to be cancelled. Fortunately, we were able to recoup some of our costs and claim on insurance for the rest, meaning that thankfully, our bank balance hasn’t been adversely affected.

Although show expenses haven’t affected our balances much this year, we have still had to pay out the usual general expenses including rent and electricity for the barn units. Following the rental of the additional unit, we are now also liable for business rates charges, albeit at a reduced rate for charities. The figure paid this year includes a backdated payment, so will be less going forward.

The accounts have been examined by Ross Rogers having regard to the requirements of current legislation and the Statement of Recommended Practice on Accounting and Reporting by Charities issued by the Charity Commission in March 2005.

Accounts

Addendum to this document.

Quality management

Work is continuing on an ongoing basis to ensure that Springers has in place a basic set of documented procedures to ensure that quality standards are met and

7

maintained in order that it can undertake its activities in a professional manner and in compliance with all relevant professional codes of conduct.

Reserves policy

At the present time Springers deposit monies that are not immediately required are in bank accounts held with Barclays Bank plc along with an amount of Premium Bonds which can be accessed at short notice should it be deemed necessary. There are no immediate plans to change this and therefore all remaining monies will continue to be held in “risk free” bank accounts.

The Trustees have decided that £30,000 should be ring fenced as a reserve. This roughly equates to the total cost of one production in the Civic theatre without any income.

Investment policy

Springers currently hold £30,000.00 in premium bond investments.

Risk review & register

It is the stated policy of the Management Board to conduct an annual assessment of the risks affecting Springers and to prepare and keep updated a risk register. The likelihood and impact of the identified risks are considered as are the controls in place and possible further steps to mitigate them to reduce the residual risk to the organisation. The Trustees can confirm that the major risks to which the Springers is exposed to were reviewed on 17th June 2021 and systems have been established to mitigate those risks as detailed in the risk register below.

LIKELIHOOD of harm being caused - 1=LOW, 2=MEDIUM, 3=HIGH IMPACT of risk - 1=LOW, 2=MEDIUM, 3=HIGH RATING - LIKELIHOOD x IMPACT

# Nature of Risk Likel
ihoo
d		 Imp
act		 Rati
ng		 Controls in place Comments
1 Loss of money
from bank
accounts		 1 3 3 Most payments are
now made using
Online Banking.
New Bank requires
all payments are
dual authorised by
a second signatory.
The Stripe account
is managed by the
Chairman with the
Treasurer having
access and sees
the transfers.		 Account
statements are
available to all
trustees and
anything untoward
should be picked
up by the auditor,
albeit after the
event
2 Improper use of
cheque books		 1 3 3 2 signatures on
every cheque
required. Onlythe		 Anything untoward
should be picked

8

cheque book is
held by the
treasurer. No blank
cheques to be
signed by any
signatory.		 up by auditor, albeit
after the event
3 Signed acceptance
of inappropriate
contracts		 2 2 4 Long-standing
relationships exist
with contractual 3rd
parties. With new
contractual
relationships,
contracts need to
be double-checked
by a competent
individual. Where
appropriate or high
value/risk external
legal advice should
be sought		 Chairman will sign
new contracts with
support from the
Production
Committee.
Members are
advised that they
are not allowed to
enter into any
contractual
agreements
themselves.
4 Loss of cash 2 1 2 Monies banked at
earliest
opportunity.
Encourage use of
electronic banking.		 Advise all holders
of cash to pass to
the treasurer asap.
5 Incorrect claims /
payment of
invoices		 1 2 2 All invoices
scrutinised by the
treasurer and
payments only
made against
receipts.		 Make department
heads aware.
6 Loss of
membership data –
electronic / manual		 1 3 3 Springers have a
clear policy on the
storage and use of
data (personal and
non-personal)
which includes
personal storage,
backup, security,
cloud storage and
mobile policy.		 Membership
details will be
downloaded
quarterly from
Teamapp and
stored on Google
drive.
7 Trustee negligence 1 3 3 Trustee Indemnity
Insurance in place.
Major decisions
taken collectively
by board.
Agreement to seek
specialist advice
when required. All
trustees should be		 Accept
consequences

9

competent to fulfl
the role with which
they are charged.
Clear policy on
appointment/remo
val of trustees is
documented. All
trustee roles have
clear role
descriptions to
ensure volunteers
know what the role
entails and what is
expected of them.
Declarations of
interest to be made
at the start of each
Board meeting.
8 Health & Safety
negligence		 1 3 3 Risk assessments
are in place for the
venues we use. A
specifc one is in
place for the Barn
which will be
reviewed annually .
Public liability
Insurance inplace.		 Any unusual or
‘extreme’ social
events may require
risk assessments
also.
PC chair to review
Barn RA annually.
9 Injury incurred at
rehearsal		 1 2 2 Correct clothing
and footwear to be
worn at rehearsal.
Encourage and
minimise
inappropriate use
of furniture.		 Accident log is
online.
First aid boxes held
at SPC and the
theatres.
First Aid box at the
barn..
10 Child abuse 1 3 3 Chaperones are
always in place at
performances and
are DBS checked in
line with local
authority policy.
Additional adults
are also DBS
checked as
deemed necessary.
Ratio of adults to
children at
rehearsals is
appropriate.		 Chaperones are not
required to attend
rehearsals but
everyone to remain
vigilant at all times.
Our Safeguarding
policy details this
under 3.1.2
11 Reputational
damage from
inappropriate
external
communication via		 2 3 6 Social media policy
in place.
Teamapp is a
closed		 Monitoring and
enforcement
essential

10

email or social
media		 environment for
members.
12 Show
abandonment		 2 3 6 Insurance against
such risk is in
place, although
abandonment due
to a Pandemic is
no longer covered.
Limiting fnancial
commitment to
mitigate risk.		 The circumstances
which would lead
to this are usually
outside our control.

11

Signed

On behalf of the Trustees

Barry Miles (Chairman of the Trustees)

Date: 17/06/2021

Auditor

Ross Rogers FCA

Date:

12

SPRINGERS

YEAR END 31ST MARCH 2021

Opening Balances
Opening Balances
Income
General Fund
Offspringers General Fund
Future Planning
Shows
Annie
South Pacific
Lion Witch & Wardrobe
Expenses
Equipment
General Fund
Offspringers General Fund
Shows
Annie
South Pacific
Closing Balances		 2,650.83
£
468.00
£
746.86
£
£5,644.68
£2,613.03
500.00
£		 75,494.27
£
12,623.40
£
14,662.66
£
-
9,661.83
£
692.30
£
2,191.21
£
2,117.32
£
73,455.01
£

Closing Balances

Summary - we have £2,039.26 less in the accounts as at 31st March 2021

Additional Notes:

Fixed Assets held - 2 x Pianos; Projector; PA System & Mic's - total less depreciation is £3,079.53

Outstanding unpaid invoices:

£30.00 for B & C Programme Advertising (19/20) £55.00 for Lost/damaged Annie scripts (20/21)

Invoice iro £380.00 not yet received for Bonnie & Clyde Set (19/20)

SPRINGERS

BALANCE SHEET AS AT 31ST MARCH 2021

31/03/2021 31/03/2020

FIXED ASSETS
Projector
Depreciation
PA System & Mic's (purchased 02/19)
Depreciation
Piano No.2 - Cost
Depreciation
Piano - Cost (Less Donation)
Depreciation
CURRENT ASSETS
Cash in Hand
Current Account
Springers Savings Account
Offspringers Savings Account
Premium Bonds
Annie Receipts in Advance
South Pacific Receipts in Advance
PRE-PAID EXPENSES
Annie Expenses
South Pacific Expenses
The Addams Family Expenses
The Lion, The Witch and The Wardrobe Expenses
Hairspray Expenses
Little Shop of Horrors Expenses
Honk Expenses
Kinky Boots Expenses
REPRESENTED BY
INCOME AND EXPENDITURE ACCOUNT
Opening Balance
Transfer
General Fund - Springers
General Fund - Offspringers
Future Planning Fund
LWW
Joseph
Annie
South Pacific
Bonnie & Clyde
Grease
Wonderland High		 £
£
£1,674.00
-£418.50
£2,500.00
-£937.50
£1,395.00
-£1,133.47
£473.98
-£473.98
£3,079.53
£220.00
£956.07
£37,294.43
£4,984.51
£30,000.00
£73,455.01
£0.00
£0.00
£0.00
£0.00
£0.00
£2,496.00
£0.00
£0.00
£1,000.00
£500.00
£500.00
£4,496.00
£81,030.54
£82,895.70
7,707.13
-£
224.30
-£
£746.86
-£7,184.57
£0.00
£0.00
£5,394.66
-£35.25
£81,070.54		 £
£
£1,674.00
-£209.25
£2,500.00
-£625.00
£1,395.00
-£959.09
£473.98
-£473.98
£3,775.66
£415.89
£1,883.02
£49,190.84
£4,004.52
£20,000.00
£75,494.27
-£6,299.20
-£1,117.00
-£7,416.20
£4,358.01
£1,687.96
£2,496.00
£500.00
£500.00
£500.00
£500.00
£500.00
£11,041.97
£82,895.70
£81,257.90
5,574.23
-£
£713.26
£5,299.14
£438.17
£78.75
-£2,802.21
£4,966.40
-£1,043.31
£82,895.70		 £
£
£1,674.00
-£209.25
£2,500.00
-£625.00
£1,395.00
-£959.09
£473.98
-£473.98
£3,775.66
£415.89
£1,883.02
£49,190.84
£4,004.52
£20,000.00
£75,494.27
-£6,299.20
-£1,117.00
-£7,416.20
£4,358.01
£1,687.96
£2,496.00
£500.00
£500.00
£500.00
£500.00
£500.00
£11,041.97
£82,895.70
£81,257.90
5,574.23
-£
£713.26
£5,299.14
£438.17
£78.75
-£2,802.21
£4,966.40
-£1,043.31
£82,895.70
7,707.13
-£
224.30
-£
£746.86
£82,895.70

SPRINGERS

INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST MARCH 2021

SPRINGERS GENERAL FUND

INCOME
Advertising
Donations
Bank Interest Received
Members Subscriptions
Tuck Shop
Hire of Scenery/Props
Unused Show Fees c/fwd
EXPENDITURE
Auditor's Fee
Barn Expenses
Workshops
General Expenses
General Hall Hire
Insurance
General Wardrobe
Piano Storage
President's Dinner 2020
General Publicity
TeamApp
Website Expenses
Trustee Expenses - Zoom
Quiz Night 2019 profit adj (to FP)
Springo Prizes
Depreciation
SURPLUS/DEFICIT		 15.00
£
210.00
£
23.83
£
1,035.00
£
110.00
£
50.00
£
1,207.00
£
2,650.83
£
50.00
£
5,852.55
£
310.00
£
387.10
£
392.97
£
1,597.79
£
16.00
£
51.45
£
326.77
£
360.00
£
19.93
£
25.02
£
143.90
£
28.35
£
100.00
£
696.13
£
10,357.96
£
7,707.13
-£
2,650.83
£

SPRINGERS

INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST MARCH 2021

OFFSPRINGERS GENERAL FUND

INCOME
Term Fees
Donation
EXPENDITURE
General Hall Hire
Workshops
T-shirts
General Expenses
SURPLUS/DEFICIT
FUTURE PLANNING FUND
INCOME
Amazon
Easyfundraising
Social & Fundraising events
Premium Bond Wins
EXPENDITURE
SURPLUS/DEFICIT		 398.00
£
70.00
£
468.00
£
273.30
£
260.00
£
136.00
£
23.00
£
692.30
£
224.30
-£
468.00
£
35.86
£
45.04
£
490.96
£
175.00
£
746.86
£
-
£
746.86
£
746.86
£

SPRINGERS

INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST MARCH 2021

BARN EXPENSES

BARN EXPENSES
Rent £ 4,740.00
 * Keys
Electricity £ 201.56
 * Fire extingu
Business Rates £ 860.99
 * First Aid Kit
General Expenses * £ 50.00

£ 5,852.55

£ 7.00
isher £ 23.01
£ 19.99
£ 50.00

SPRINGERS

INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST MARCH 2021

PRODUCTION FUNDS

INCOME
Box Office
Programme Sales
Advertising
Term Fees/Show Levy
Libs & Scores
Insurance claim
Licence refund
Springers/Offspringers Tickets
Photos
Retained re non-return of script
EXPENDITURE
Theatre Hire
Box Office Exps
Lighting & Sound
Royalties
MD & Band
Director's Fee
Backstage
Rehearsals
Wardrobe
Publicity, Printing etc
Libs, Scores, Band Parts etc
Hair & Make-Up
Unused show fees to gen pot
Income less expenditure		 ANNIE
-
-
-
£546.00
-
£4,378.68
£500.00
-£90.00
£310.00
£5,644.68
£808.62
-
-£760.00
-
-£675.25
-£350.00
-£723.99
-
-
-
-£490.59
-
-
-£2,191.21
£3,453.47
£5,644.68		 SOUTH PACIFIC
-
-
-
£90.00
-
£1,883.03
£600.00
-
-
£40.00
£2,613.03
-
-
-
-
-£550.00
-
-
£83.68
-
-
-£444.00
-
-£1,207.00
-£2,117.32
£495.71
£2,613.03

SPRINGERS

FINAL FIGURES FOR PRODUCTIONS Y/E 31ST MARCH 2020

INCOME
Box Office
Programme Sales
Advertising
Term Fees/Show Levy
Libs & Scores
T-Shirts
Raffle Proceeds
Springers/Offspringers Tickets
Bar
Tuck Shop
Donations
EXPENDITURE
Theatre Hire
Box Office Exps
Lighting & Sound
Royalties inc licence
MD & Band
Backstage
Rehearsals
Wardrobe
Publicity, Printing etc
Libs, Scores, Band Parts etc
Hair & Make-Up
Director's Fee
Programmes
Sundry expenses
DVD & Photos
Income less expenditure		 WONDERLAND HIGH
£6,662.00
£264.00
£105.00
£4,059.00
£380.00
-£19.00
£251.00
£190.00
-
-
£519.00
£12,411.00
-£3,034.00
-£527.00
-£1,575.00
-£1,199.00
-£1,200.00
-£1,144.00
-£795.00
-£1,088.00
-£293.00
-£1,721.00
-£128.00
-£500.00
-£210.00
-£39.00
-£13,453.00
-£1,042.00
£12,411.00		 GREASE
£34,316.00
£557.00
£38.00
£2,518.00
-
-
-
£560.00
-
-
£20.00
£38,009.00
-£6,918.00
-£2,071.00
-£1,958.00
-£10,030.00
-£2,520.00
-£4,235.00
-£1,461.00
-£2,575.00
-£598.00
-£302.00
-£90.00
-
-£240.00
-£129.00
-£33,127.00
£4,882.00
£38,009.00		 BONNIE & CLYDE
£9,000.00
£388.00
£99.00
£1,530.00
-
-
-
£250.00
-
-
-
£11,267.00
-£3,448.00
-£695.00
-£318.00
-£1,620.00
-£2,260.00
-£1,514.00
-£1,227.00
-£809.00
-£907.00
-£1,162.00
-
-
-
-£30.00
-£80.00
-£14,070.00
-£2,803.00
£11,267.00