ARTS PHOENIXQ The Phoenix Theatre & Arts Centre Trustees, Annual Report & Statement of Accounts l April 2024 / 31 March 2025 Ir Phoenix Arts Station Road, Bordon, Hampshire, GU35 OLR CIO Charity No. 1166858
Phoenix Arts 2024-25 Contents Page Administrative InFormation Primary Aims Management StaFFing Funding Bodies Chairman s Report Treasurer's Report A Footnote from the CEO Health & Safety T05k Force Report Appendices Appendix A Independent Examiner's Report Independently Examined Accounts for the Year Ended 31 March 2025 12-15
Phoenlx Arts 2024-25 Administratiye Information The Phoenix Theatre & Arts Centre is o CIO Registered Charity {Number l 1668581. The primary objectives, managemenl and operation OF the Associahon are laid down in its Constitution, which is bosed on the Model Constitution recomrnended by the National Federalion OF Community Organisahons Icomrnunity Mattersl. Trustees for the Period 1/4/2024 - 31/3/2025 Davino Hudson Eric Clifford Jim Miles Brent Sigley Paul Edwards Elaine Miles Maureen Reid Nick Tupper sarah Bawtree Paul Burgess Grant Dawkins Cllr Penny Flux CllrJames Fryer / Cllr Linda Delve Cllr Lynn Malikoff-John5ton President Chair Vice-chair Treasurer Secretary Represenlahve of ihe Deadwater Valley Trust Representative of East Hompshire District Council Representative of Whitehill Town Council Reserve Representative of Whitehill Town Council Bonker5-. Lloyds TSB plc, 75 Castle Street, Farnham, Surrey, GU9 7LT Independent Examiner. Michelle Wise, Wise Accountancy Services www.wiseaccountonc rvices.com
Phoenix Arts 2024-25 Creating Community Primary Aims The Objectives laid down in the Constitution are: lal Providing facilities to advance education and to provide facililies in the interest OF social welfare For recreation and leisure-time occupation Ibl To establish or to secure the establishment of a Community Arts Centre and to maintain and manage or to co-operate with any local authority in the maintenance ond management of such a centre For the ochvilies promoted by fhe Associotion and it5 constituent bodies, without distinction OF sex or OF polilicol, religious, or other opinions. The principal activities of the charity reflect its objectives in ihat they provide opportunities For the wider public to have access to o variety of art5 based activities and provide educational prograrnmes and learning through the arts to all ages and abilities. To achieve this The Phoenix Theatre & Arts Centre- OFFers a broad programme OF dramo, music and theatre perFormonces, both professional and amateur, at the theatre venue Provides a programme OF art and drama aclivities For children and young people at the centre Delivers a programrne of learning opportunities in visual and performing arts for adults with learning disabilitie5 Delivers an Adult Leorning Programme in the creative arts in Whitehill & Bordon Provides workshops in the art5 to Schools and community groups as one-oFF or longer- term projects OFFer5 artlStS Studio space available for rent Offers conference / meeting rooms Provides rooms available to hire For band practises and other reheorsa15 Is home to an amaleur thealrical group, The Phoenix Players, in which member5 of the community participate to perform ploy5 at The Phoenix Theatre Manogemenl In accordance with its Constitution, the policy and affair5 OF the Association are determined by the Council which meets montrhly. The members OF the Council are also ihe Charity Management Trustees. The Council con515t5 of- The Officers of the Association The representatives appointed by the constitueni bodie5 / Sections Representatives of the lull members One representative OF the junior members Up to Four co-opted members Representative5 from funding bodies
Phoenix Arts 2024-25 Member3 of the Association are invited to nominate new Trustees when the nolice of the AGM is issued. A CEO is appoinked by the Trustees to manage the day to day operations of the charity. To Facilitate effective operation5, the CEO has delegated authority for operotional mattèrs such as artistic and performance related activity policy, linance and stoffing. The parameler of the authority is laid out by the Trustees who review this os oppropriate. Reseryes Policy charity has an obli9alion to di5bur5e money raised For its charitable objectives, wiihout delay. However, all organisahons need a certain level of cash re5erve5 to ensure their smooth day-lo-day running. The Trustees feel that it would be appropriote to build up a cash reserye 0120 - 25 /0 of the annual running costs to cover operalional requirements but are prepared to run the Association with a lower level OF reseryes in pursuance o¥ our choritable objective5. Public Benefit The Charity Trustees understand the Chority Commissions guidance on public benefit and in accordance with the objectives OF Fhe organisation recognise that the charity operates primarily to provide public benefit in advancement OF the arts ond also through the advancement OF education and community development. To facilitate this, work the charity maintains the Fabric of a community arts centre in addition to providing art5 related activities within the community. Staffing The stafF For the year comprised the following: I x full-time CEO I x Full-lime Operations & Administrative Manager I x part-time Marketing Manager I x part-tirne Marketing AsS15tont I x Full_trime Theatre Technician I x part-tirne Cleaner Freelance, self-employed artists and actors are engaged to njn workshops and to perform in productions under the Phoenix Arts umbrella Volunteer Bar Staff Volunteer Front of House Staff Volunteer Box OFlice Stoff Volunteer Office Stalf Volunteer Theatre T@chnicions Volunteers who distribute Markeling print locally
Phoenix Arts 2024-25 Funding Bodies Revenue funding has been received From- Arts Council England Whitehill Town Council Project Funding has been received from: East Hampshire District CoLtncillDr5 devolved budget Annual Report by the Chair of the Board of Trustees 2024-25 2024 saw o summer and autumn closure OF The Phoenix for a major reFurbishment of the building. October 2024 marked the completion OF this second phose OF the work and we celebroted the occasion in style, reopening ihe venue with a real bang, with the young Taiko drummers from Farnham performing al our Open Doy on Saturday 26 October. We welcomed over 300 people from the local community into the building which everyone now remark5 h05 genuine kerbside appeal with our f rontage tronsform ed with it5 Striking exterior decoration. Inside, the whole bu ilding is now fully accessible to wheelchair users with ihe instollalion of a lift and new electric doors fo both front and back. Another very welcome improvement (among many) is the installation OF air-conditioning in the theatre just in hme, with the very hot summer we have experienced this yeor. Also, with the installation OF 34 501ar pane15 on our 50Uthern and eastern facing rook, we are now generating much of the electricity we use and exporting some to the Notionol Grid. We are very grateful for the substantial Section 106 grant owarded us by East Hampshire District Council, which enabled us to Iransform our building, and we mustalso offer huge thanks to those who brought about that lron5formotion, the controclors= The Stenball Group, Ihe architects= Witcher Crawford Associate5 and Ross Hammond from WBRC who oversaw the project os our Quantity Surveyor. The whole process OF delivery was not without its problems, but the results certainly make it more than worthwhile. Our building 15 much loved by the community, having been the home of The Phoenix Theolre & Arts Centre for over 40 years. Today there is a vibrant atmosphere about the place, thanks to the local residents who love coming here and the stafF who work so hard to deliver the activities we produce, the entertainment we book, the whole range OF closses in which to porticipate, and our work with people with disabililie5. Importantly we also provide a venue for local performers160 acts under the age of 24 took part rec8ntly at our hugely successful inaugural Rising Music Festivol). Over the past year, and utilising the Arts Council Englond NPO funding we secured in 2023, we have continued to develop our overall programme with particular highlights For me being a series of art exhibitions highlighting the talent on our doorstep, the brilliant and inclusive Kathakali project with Barboro Vijayakumar, our Sen50ry Disco for those with SEN and the return of Dyad with Austen s Wornen. Blue Hawaii, cne of Maureen Reid's excellenl special events sold out in minutes and at Christmas the wonderful Snow Play by lyngo Theatre 5ignaled our intention to bring to bring the very best in Family enlertainmentto the venue. We could not deliver all our activitie5 Without the hard work, dedication, skill and tremendous enthusiasm shown by the Phoenix Arts team led by Rob Allerston CEO, with the support OF Rachel Jackson, Operations & Administrahve Manager, Sally Mcilhone, Markeling Manager, Amy Wheeler,
Phoenix Arts 2024-25 Marketing Assistant, Louis Anderson. Creative Venue Technician Apprenhce and our very tolented and creative Donce Officer, Elizabeth Bloke. Elizabeih is also a succes5Ful actress and playwright; her one womon ploy about Clarice CliFF, directed by Brenda Longman, enjoyed an enthusiastic recepfion and sold oul on a recent lour. Our Board OF Trustees recognizes and wishes to thank all ihe Phoenix Arts team For their trernendou5 contribution to the ongoing success OF Phoenix Arts, enabling US to ochieve very much more than our limited capacity and fi'nancial resources might lead people to believe could be a5 P055ible. We must be starkly realistic in acknowledging thot we could not continue to opeiate at our present level OF activity and be as successFul as we are without the continued financial support From our portners. Our Arts Council England NPO grant is monitored by Ruth Kapadia, and we are extremely grateful For her tremendou5 SUPPOrt and invaluable advice. James Child, Director of the Whitehill & Bordon Regeneration Company and Andy Tree, Leader of Whitehill Town Council and his Fellow councillors 0150 provide great support lo us. We are also extremely grateful for those councillors who regularly ottend our quarterly full Board meeting5, Linda Delve, Lynn Malikoff-Johnston ond Penny Flux IEHDCI. Grant Dawkins represents the Deadwater Valley Trust on the Board - has offices and workshops in our building and Gront's knowledge ond expert advice has been greatly appreciated over many years. On a personal note, as Chair, I would like to thank all the members OF the Board for their continued support to Rob, the rest of the Phoenix Arts Team and myself during the past yeor; o year that has not been without its problem5. All the members of the Board have, in their different woys, contributed to the smooth running of the organisation, making p055ible the 5ucce55 of Phoenix Arts For another year. I count myselF very Forhjnale that my fellow Trustees have a wealth of experience and skills to bring, they Davina Hud50n: President (Health & Sofetyl. Breni Sigley: Treasurer (Former Chief Accountanl of Ambassodor Theatresl. Jim Miles." Deputy Chair {Organisalion, Management issues and Health & Safety), following a long career as a Director in local governmenl responsible For Art5 and Heritage matters. Elaine Miles: a highly experienced solicitor who advises us on Legal ond Employment matters. Paul Edwords.. (Minutes Secretory and Volunteer Coordinatorl. Maureen Reid (Bor Manager and Special Events Organiser). Sarah Bawtree: Isafeguarding and Bar work, and invaluable sUPPOrt to the work of the offi"ce}. Nick Tupper." retired Head of Department (CDT) Farnborough Sixth_Form College (Health & Safety - Technical Adviser and our in-house DIY 8xpertl. Paul Burges5: Ilnvaluable work on Building Maintenance). On behalf of the Board and the Phoenix Arts Team I would like to thank all those who volunteer both at The Phoenix and at our oulside events and who provide a warm welcome to our audi&nces. Not for nothing is our repulation as 'Hampshire's friendliesF little theatre,. Phoenix Arts is recognised by Arts Council England os an involuable osset to Harnpshire's culiural life, ond we are very graleful thot fhey continue to invest and support U5 in deliverins our artistic vision lo Whitehill & Bordon, East Hampshire and beyond. We have a strong Irack record under the leoder5hip OF our CEO Rob Allerston OF Facilitating creative opporhjnities For local perform@rs and artists as well as providing a wide-ranging progromme of live events. For many years we have brought the arts into the
Phoenix Arts 2024-25 loca5 community and given creotive opporhJnities to young people and disadvanta9ed groups. We also have a well_earned reputalion in thè industry for our work with people with disabilities. On behalf of the Board arbd the Phoenix Art5 team, I promise that we will continue our drive, in association with our partners, to deliver high quality community focused arts and entertoinmenl in Whilehill & Bordon and continue our commitment to make the orts accessible to oll _ os we have done successfully for many years. Eric Clifford: Chair of the Board OF Trustees July 2025 Annual Report by the Treasurer for Year Ending 31 March 2025 The result for this last Financial year recorded a loss OF £24,340. Much of this loss is attributable to the closure ofthe building for close to 4 months whilst the renovation and upgrading of the facilities took ploce following the award OF Ihe grant of close to £499,000. Although there were some increases arising from Spon50r5hip, Phoenix Flayer5 ond Arts Work5hop5, there were significant Fo115 in incoming resources in those activities which would be expected to Suffer from the closure. These were Theatre bar takings, Theatre ticket sales, ond room hire. Overall the incoming resources from these activities Fell by £21, 215 as compared to the 2023 -2024 yeor. However, Ihe incoming resources were also affected by o reduction in the Whitehill Town Council grani by £5,675. This is not a function of the closure, but by the constrains on the council to make di5tribution5 to what they consider ore deserving caus8s. Whist the theatre was c105ed the overhead c05t5 51111 had to be poid, some of which hove shown significant increases. One such item is insurance which stood at £ l 0,337.78 for the year. However, costs directly related to Theatre bar takings and ticket sales did Fall, but by only £2,339. As can be seen by comparing the1055 OF income from these aclivities OF £21 .215 compared to the reduction in costs has not trended down in line with the reduction in income. I believe much of this impact is due to suppliers passing on their increases in costs through price increases which the Phoenix needs to Follow. I have, therefore, urged the trustees to review the pricing and put in place pricing strategies to help the Phoenix remain viable. I fully understand the reluctance to impose price increases upon patron5 who have rnodest disposable incomes but, unfortunately, the Phoenix is in no different a position os many of us Face in our daily lives. The cash position deteriorafed over the course OF the year from £67,51 I to £56,119 and has continued to decline signih-cantly since the year end. As you will all clearly be aware there has been substantial i mprovements to the Faci lities and generol state OF the building including a new l ift, solar panels, repairs ond improvements to the roof, new Facios to the fvont ond new entrance doors arnongst other things. The costs of these enhancements were lo be covered by the £499,000 grant mentioned earlier, but there ha5 been an overrun on costs due to cost increases and some additional items. Thi5 amounted to |U5t under £16,000. Whils1 I have heard comment5 di5mi5sing the over run as insignilicanl cornpared to Ihe total expenditure, it is a very signiFicont percentage of the current cash resources. We now have £23,662 OF assets compared to £2, 383 in the previous year, Much OF that is attributable to the cost over run on the bvilding refurbishment. The rest OF the costs incurred were covered by the grant so the Phoenix does not need to show it as an asset. It Is imperative ihat spending be strictly controlled ond every opportunity to improve the cash flow is pursued over ihe next Few months particularly as the summer months can be quieter. There was a £14,079 write off of bad debts lasl year which of course had a detrimental impact on ihe cosh position then and there hos been a further write off of debtors this year. l must emphasize that Rochel has pursued the slow poyers over the lasl y&or assiduously particularly Following the state OF affairs she inherited From ihe previous year, but sometimes if the amount5 are relattvely small the cost of pursuing the debt any further can equal
Phoenix Arts 2024-25 or exceed the amount to be collected and requires a lot of lime that con be employed more productively elsewhere. l apologise for the somewhat negolive report this evening, but l think that now mor8 thon ever it is absolutely necessary lo work together and to keep one another informed of issue5 in advance to avoid or ai least rnitl9ate the worst of outcome5. 1 would partrculorly like to thank Rob and Rachel for their help, support and assistance and the Trustees when working a5 a team. Brent Si9ley.- Phoenix Treasurer July 2025 A Foolnote from the CEO As I reflecl on the financial year 2024-25 and the challenges we have Faced, I look al the former Barbados House and recognise frhe many improvemen15 we have made to the former Army School. These improvements cornpleted in October 2024 mean we are now prirned to make the most ol an upturn that surely has to come, and when it does, Team Phoenix, including staff, trustees and the brilliantvolunteers, will lead that uplurn and I remain confident we can emerge stronger and more resilient. I'd thereFore like to thank everyone thot played their part in ihe refurbishment of the Phoenix Theatre & Arts Centre, 50rne of whom won'l be known to you because they quietly go about their business, Out OF the Limelight and without a fanFare. Two OF ihose are Sue and Daphne and the reoson why the rai3ed borders to the west of the building are constantly blooming. I'd like to thank them both and even if they don't receive the Ihe recognition they deseNe their hord work is noted and ocknowledged by me. Remember we, Phoenix Theatre & Arts Centre, are a community cenfre for ihe arts to be proud OF, where the impossible is possible and creativity is chaffipioned by all thot contribute to its success. Rob Allerston: CEO July 2025 Annual Health & Safety Task Force Report The Health & Safety Task Force has the following members-. Rachel Jack50n {Chair) fromjanuary 2024 Eric Clifford Jim Miles Davina Hudson Nick Tupper Sarah Bawlree The Heolih & Safety Task Force meets quarterly. Based on phe excellent Foundations laid by Ted Wood, Linda Gouldsmith and David Birch, we have continued to review Ihe scheduled inspections needed in the building and OF the management Systems involved. A colendar progromme of tasks is reviewed at 8ach Tneeting so thol all aspects OF The Phoenix health und safety managemenl system ore regulorly checked for necessity, prodicality and implementation. Checks are carried out by the Health and SaFety Task Force through walk-oround inspections OF the building, the examination of documents, physical checks on lights, signs, fire olarms, extinguishers and firsl aid boxes etc. During the y80r we carried over a simple system of quantified risk assessment Po sharpen focus on those ospects OF activilies and tosks which have the greatest potenhal to caus8 harm. The Health and SaFety Task Force will
Phoenix Arts 2024-25 now implement this system across all our audited activities.
Phoenlx Arts 2024-25 Appendix A Independently Examined Accounts for the Year Ended 31 March 2025 10 I
Independent examiner's report to the trustees of The Phoenix Theatre & Arts Centre ('the Company,) I report to the charity trustees on my examination of the accounts of the Company for the year ended 31 March 2025. Responslbllities and basis of report As the charity's trustees of the Company (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 {'the 2006 Act,). Having satisfied myself that the accounts of the Company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination. I report in respect of my examination of your charty's accounts as carried out under section 145 of the Charities Act 2011 ('the 2011 Act,). In carrying out my examination I have followed the Directions given by the Charity Cotnmission under section 145<5) (b) of the 2011 Act. Independent examiner's statement Since the Company's gross income exceeded £250,(hJO your examiner must be a member of a body listed in section 145 of the 2011 Act. I confirni that l am qualrfied to undertake the examination because l am a member of the Chartered Institute of Management Accountsnts (CIMA), which is one of the listed bodies. I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe: . accounting records were not kept in respect of the Company as required by secb'on 386 of the 2Q06 Act. or 2. the accounts do not accord with those records. or 3. the accounts do not cornply wÈth the accounting requirements of section 396 of the 2006 Act other than any requirement that the accounts give a 'true and fair view which is not a matter considered as part of an independent examination. or 4. The accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practi for accounting and reporting by charities [applicable to charities preparing their accounts in accordan wtth the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102). I have no concems and have corne across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed.. rfliefieffe Wige Narne.. Michelle Wise Chartered Institute of Management Accountsnts Address.. 5 Vixen Drive, Aldershot, Hampshire, GU12 4FN Date.. 18th July 2024
The Phoenix Theatre & Arts Centre Registered CIO Charity No, 1186858 Annual Accounts for the year ended 31st March 2025 Balance Sheet Restricted Funds Totsl 2025 Total 2024 Notes Unrestricted Fixed Assets Computerequipffient 23.662 23,682 2.383 Current Assets SloGk and work in progress Debtors C?sh al bank & in halld Total Current Assets 1.980 1.664 56.119 59,763 1,980 1,833 20,457 67,511 89,801 58,119 59.763 Creditors: amourrt5 falling due within one year 33.478 26,285 33,479 17,897 71,905 Net current assets/(liabilitiesJ Total assets less current liabilities 49,948 74,288 reditors,. amounts falling due afier one year Net *ets 49,948 74,288 Funds Of The Charity Unrestricted funds Restrided funds 49.948 49,948 74,288 Totsl Funds 49.948 74,288 Slgned on behalf of the trustees Print name Print name 4 Cltrj Dale of approval-. l L
The Phoenix Theatre & Arts Centre Registered CIO Charity No. 1166858 Annual Accounts for the year ended 31st March 2025 Statement of Financial Activities UnT8Stricte Restricted d Funds Funds Total 2025 Total 2024 Incoming Resources (Not8 2) Incoming resources from generated funds Voluntary income Activities for generating ftinds Investrnent income Incoming resources from other charit3ble activities Other incoming resources Total Incoming Resources 1,176 22,898 1,017 1,176 22.898 1,017 1,881 30,293 1,001 260.279 260,279 299,121 285 371 332,096 Resources Expended (Notes 3 - 5) Costs of generating funds Costs of generating voluntary income Fundraising trading costs Charltable activities Governance costs Totsj Resources Expended 9,036 300,495 180 309 711 9,036 200,495 180 309,741 9,036 300,495 180 309 711 Net incomin[OUtgoing) Total fun4$ brought forward Total funds transferred in (24,340) 74.288 (24,340) 74.288 15,531 58,757 Total Funds Carried Forward 49,948 49,948 74,288
The Phoenix Theatre & Arts Centre Registered CIO Charity No. 1166858 Annual Accounts for the year ended 31st March 2025 Note 2 Analysis of incoming resources 2025 2024 Voluntary income Donations Bartsados House A5soryakn"op Mefflber5hip 1,034 143 218 Total 1,176 1,681 Act5vltles for generating fund% Theatre bar tsknngs azon.co.uk myalty payments 22.898 30.293 Totsl 22.898 30,293 Invesbrènt income COIF deposrf£ fijnd income 1.017 1,001 Totsl 1.017 1.001 Incoming rescurces frorn charitable activities GraTts: Eas4 Piampshire District Cnal Harnp5hire County Council White,hill Town Coun(il Just Giving - Arts Centre Whitehill Town Council - Arts C8ntr8 Arts Ccuncil England Anninglon Homes WBRC Contributson 14,800 81,232 20,475 81,148 5,675 Other aclvltles: rts Wort8hops Phaenrx Players Phoenrx The2tre Pr(MJuctions Arts Prc4ects Theatre Sponsorship Room Hire other Income- Sundries 9,760 10.279 22,544 4,593 47,341 78,193 6,180 12.494 64,344 85,019 95Q 19.428 S60 299,121 Total 260,279 Restricted Funds: 285.371 160,926 1g9,144 38,218
The Phoenix Theatre & Arts Centre Registered CIO Charity No. 1166858 Annual Accounts for the year ended 31st March 2025 Note 3 Analysis of resources expended 2025 2024 Fundraising trading costs Cost of Bar sales 9,038 9,758 Tolal 9,036 9,758 Charitable activities Arts Workshops Phoenix Players Room Hire Arts Projects Theatre Premises Costs Stsff Cosls Consultant costs Office Costs Marketing Irrterest expense Writeoff of Bad debt5 10.538 2,701 242 65,899 68.042 6,683 89,818 58,085 1,549 717 16,665 69.659 7,249 102,168 4,563 43.6Q8 28.782 8.010 2,728 322 383 4,632 14,079 Totsl 300,495 306,627 Governance Costs Independent examination fee 180 180 Total 180 180 Restrlcted Funds Total 77,078 79,417 2,339