Registered Company No. 08667954 Registered Charity No: 1169603 ## **THE COACH HOUSE THEATRE (MALVERN) LIMITED** ## **(a company limited by guarantee)** **Directors’ Report and Financial Statements for the year ended 31 August 2023** **Registered Office:** Grange Road Malvern Worcestershire WR14 3HA **Bank:** NatWest Bank **Company Secretary:** Christopher John Bassett ## **THE COACH HOUSE THEATRE (MALVERN) LIMITED** ## **31 AUGUST 2023** ## **CONTENTS** ||Page| |---|---| |Directors’ Report|1 - 2| |Independent Examiner’s Report to the members|3| |Statement of Financial Activities|4| |Balance Sheet|5| |Notes to the Financial Statements|6 – 7| ## **THE COACH HOUSE THEATRE (MALVERN) LIMITED** ## **REPORT OF THE DIRECTORS FOR THE YEAR ENDED 31 AUGUST 2023** The trustees, who are also directors of the charitable company for the purposes of the Companies Act 2006, present their report with the financial statements of the charity for the year ended 31[st] August 2023. The trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to Charities preparing their accounts in accordance with Financial Reporting Standards. (FRS102) The company was incorporated as a private company limited by guarantee under the Companies Act 2006 on 29 August 2013 and began trading on 1 September 2013. In May 2017, The Coach House Theatre (Malvern) Ltd was recognised as a charity for tax purposes, taking effect from 28[th] January 2015. It was entered on the Register of Charities on 11 October 2016. ## **OBJECTIVES AND ACTIVITIES** The company continues in its main role as provider of an excellent small performing arts facility for the local community. While the principal focus is on the presentation of theatrical productions by its resident company and other amateur and professional groups - music, dance, comedy, and film shows are also accommodated. In order to safeguard the financial stability of the company, the theatre is operated exclusively on a hire basis. A major responsibility of the company is the maintenance and development of the theatre buildings, a significant part of which is Grade II listed. In this, the company is assisted by the Friends of the Coach House Theatre. Expenditure of £4,614 for the repair of the entrance to the building was met from the designated reserve established to support the maintenance of the building. The company has no employees. The directors, members of the resident company, ‘Friends’ of the Coach House Theatre and other volunteers provide the essential personnel to operate and maintain the theatre. A consultant initially engaged in 2021/22 has continued to support the theatre in recovering from the effects of Covid-19. ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** The Board meets at least four times a year. ## **Trustees** The trustees for the year and since the year end are: Janet Greig Christopher John Bassett Company Secretary Andrew Douglas Howie Treasurer John Francis Denham Andrew Carl Whittle Kelly Ann Jones Appointed September 2022 Jennifer Margaret Wicks Appointed September 2022 Matthew James Brockington Appointed September 2022 ## **Trustees’ Responsibilities** Company law requires the directors to prepare financial statements for each financial year, which must give a true and fair view of the state of the company’s affairs and of the results of the company for those periods. In preparing the statements, the directors are required to: - select suitable accounting policies and then apply them consistently - make judgements and estimates that are reasonable and prudent - prepare the financial statements on the going concern basis unless it is inappropriate to presume that the company will continue in business. The directors are responsible for keeping adequate records that are sufficient to show and explain the company’s transactions and disclose with reasonable accuracy at any time the financial position of the company and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. - 1 - ## **Trustee Induction and Training** Each new trustee receives guidance on their role and responsibilities. The Board acknowledges the need to review and replace Trustees and is actively engaged in recruiting with an emphasis on attracting people with professional theatre skills and those with experience of managing charitable organisations. The directors do not receive remuneration from the Company. ## **Public Benefit** The trustees confirm that they have complied with the duty in Section 17 (5) of the 2011 Charities Act to have due regard to guidance on public benefit, when reviewing the charity’s objectives and planning future activities. ## **ACHIEVENTS, PERFORMANCE AND FINANCIAL REVIEW** Theatre activities have continued to grow in 2022/23 after the previous years affected by restrictions and lockdowns as a result of Covid-19. In its ninth year of operation, the Company successfully provided a theatre facility, with income of £26,258 (2022£21,991). Expenditure for the current year totalled £32,609 (2022 - £25,074) resulting in a deficit of £6,351 (2022 – surplus £3,083). The increase in deficit can be explained by the non recurring expenditure of £4,616 previously referred to in support of repair and maintenance of the building. On 31[st] August 2023, there were net assets of £131,144 (2022 - £137,495) and cash at bank of £33,314 (2022£39,432). The current deficit reflects the non recurring costs of maintenance to the building which are required to ensure the safe and continued use of the facilities. There has been a continued return to live performances during 2022/23 following on from limited activity in previous years due to the effects of Covid-19. It is hoped that operations will continue to grow in the forthcoming financial year allowing the theatre to once again contribute culturally to the local area. There has been capital investment in a new control desk for the lighting system within the theatre. The next phase of this capital investment will include specialised theatrical lighting fixtures. Steps taken to ensure **good financial governance** include: - regular meetings of the Board to review the sustainability of income sources and business plans - preparation and monitoring of budgeted expenditure - being guided by the Charities Commission Internal Financial Controls Checklist (CC8) - using the services of a qualified accountant to review financial progress. ## **Risk Management** Risks are assessed and risk management strategies are implemented by the trustees where necessary. ## **Reserves Policy** Reserves are held to mitigate against uncertainty, ensure there are sufficient reserves to cover any financial shortfalls, to react to unexpected situations and to protect our activities if expected income, is not received. The trustees regularly consider their Reserves Policy. This report has been prepared in accordance with the special provisions of Part 15 of the Companies Act relating to small companies In so far as the trustees are aware: - there is no relevant information of which the charitable company’s examiner is unaware: and - the trustees have taken all steps to make themselves aware of any relevant information and to establish that the examiner is aware of that information. - 2 - **INDEPENDENT EXAMINER’S REPORT TO THE MEMBERS OF THE COACH HOUSE THEATRE (MALVERN) LTD** ## **on the Financial Statements for the year ended 31 August 2023 set out on pages 4-7** ## **Respective responsibilities of trustees and examiner** The charity’s trustees (who are also the directors for the purposes of company law) are responsible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 144(2) of the Charities Act 2011 and an independent examination is appropriate, though not required. It is my responsibility to: - examine the accounts under Section 145 of the 2011 Act - follow the procedures laid down in the general directions given by the Charity Commissioners (under Section 145(5)(b)) of the 2011 Act and - state whether particular matters have come to my attention. ## **Basis of Independent Examiner’s Statement** My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the company and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair view’, and the report is limited to those matters set out in the statement below. ## **Independent Examiner’s Statement** In connection with my examination, no matter has come to my attention: - (1) which gives me reasonable cause to believe that, in any material respect, the requirements: - to keep accounting records in accordance with S 386 & 387 of the Companies Act - to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act and with the methods and principles of the Accounting and Reporting by Charities: Statement of Recommended Practice applicable to Charities, have not been met or - (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed ______________________________ Name C G Fletcher ACMA; CGMA; MAAT; BA Econ. (Hons.) Date 22nd February 2024 - 3 - The Coach House Theatre (Malvern) Ltd. Statement of Financial Activities for the year ended 31st August 2023 ||Unrestricted
Funds
£|Designated
funds
£|Restricted
funds
£|2022/23
2021/22
Total
Funds
Total
Funds
£
£| |---|---|---|---|---| |Income from:
Donations and Subscriptions
Grants
Charitable activities
Fundraising activities|Note 7
269
0
23,376
2,613|Note 7|Note 3|269
160
0
5,167
23,376
13,764
2,613
2,487| |Sale of Equipment|0|||0
414| |Expenditure on:
Raising funds
Charitable activities
NET INCOME
TOTAL FUNDS brought forward
Transferred Funds
TOTAL FUNDS carried forward||0
4,614
4,614
-4,614
21,576
0
16,962|0
0
0
85,461
85,461|26,258
21,991
750
568
31,858
24,506
32,609
25,074
-6,351
-3,083
137,495
140,578
0
131,144
137,495| ||26,258|||| ||750
27,244|||| ||27,995|||| ||-1,737
30,458|||| ||28,721|||| Notes: 1. All income and expenditure has arisen from continuing activities 2. Designated funds released for repair and maintenance to the building - 4 - The Coach House Theatre (Malvern) Ltd. Balance Sheet as at 31st August 2023 |Balance Sheet as at 31st August 2023|Balance Sheet as at 31st August 2023|Balance Sheet as at 31st August 2023|Balance Sheet as at 31st August 2023||||||| |---|---|---|---|---|---|---|---|---|---| ||||||||||| ||||Note|||2022/23
£|||2021/22| ||||||||||£| ||||||||||| ||FIXED ASSETS||||||||| ||||||||||| ||Tangible fixed assets||2|||96,067|||97,510| ||||||||||| ||CURRENT ASSETS||||||||| ||||||||||| ||Debtors and deposits||4|||2,187
33,314|||1,245| ||Cash at Bank||||||||39,432| ||||||||||| ||Total current assets|||||35,501|||40,677| ||||||||||| ||CURRENT LIABILITIES||||||||| ||||||||||| ||Creditors: amounts falling due within one year||5|||424|||| ||Accruals||||||||692| ||||||||||| |||||||424|||692| |||||||35,077|||| ||Net Current Assets||||||||39,985| ||||||||||| ||Total assets less current liabilities|||||131,144|||137,495| ||||||||||| ||Creditors: amounts falling due after more than one year|||||0|||0| ||||||||||| ||TOTAL NET ASSETS|||||131,144|||137,495| ||||||||||| ||THE FUNDS OF THE CHARITY||||||||| ||||||||||| ||Unrestricted Fund||7
7
3|||28,721
16,962
85,461|||30,458| ||Designated Fund||||||||21,576| ||Restricted Fund||||||||85,461| ||||||||||| |||||||131,144|||137,495| ||||||||||| For the year ending 31st August 2023, the company was entitled to exemption from audit under Section 477 of the Companies Act 2006. The members have not required the company to obtain an audit in accordance with Section 476 of the Companies Act 2006. The directors acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and the preparation of accounts. These financial statements have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small charitable companies. The financial statements were approved by the Board of Directors on 13[th] March 2024 Signed on behalf of the Board by Company Secretary - 5 - ## **THE COACH HOUSE THEATRE (MALVERN) LTD Notes to the Accounts for the year ended 31 August 2023** ## **1. Accounting Policies** ## **Basis of preparation** The financial statements of the charitable company, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS102), the Financial Reporting Standard 102 and the Companies Act 2006. They have been prepared under the historical cost convention ## **Company limited by guarantee** The company is limited by guarantee and has no share capital. Every member of the company undertakes to contribute to the assets of the company in the event of a winding up; such an amount as may be required not exceeding £1. ## **Restricted capital reserves** Legacy and other donations were given to the company subject to the restriction that they are used for capital purposes only. They have been included as capital restricted reserves. ## **Tangible assets depreciation policy** All assets costing more than £500 are capitalised. Fixtures, fittings and equipment are depreciated over 10 years at 10% on a straight-line basis. ## **2. Tangible Fixed Assets** |||||Coach
House||Buildings
Extension||Furniture
&
Fittings||Lighting||Total| |---|---|---|---|---|---|---|---|---|---|---|---|---| |||||£||£||£||£||£| |||||40,000
0||42,093
0||7,054
0||31,754
2,708||| ||Cost at 1st Sept. 2022|||||||||||120,901| ||Additions|||||||||||2,708| ||Cost at 31st Aug. 2023|||40,000||42,093||7,054||34,462||123,609| |||||0||0||4,627
705||18,764
3,446||| ||Depreciation at 1st Sept. 2022|||||||||||23,391| ||Chargeforthe year|||||||||||4,151| ||Depreciation at 31st Aug. 2023|||0||0||5,332||22,210||27,542| |||||40,000||42,093||2,427||12,990||| |||||||||||||| ||Net book value as at 31stAug. 2022|||||||||||97,510| |||||40,000||42,093||1,722||12,252||| ||Net book value as at 31st Aug. 2023|||||||||||96,067| |||||||||||||| The costs of the freehold and the building extension were financed from a legacy and donations received. ## **3.** |**Restricted capital reserves**
Legacy to fund purchase of freehold
Legacy and donations to fund buildings development
Donations from members for building improvements|**Restricted capital reserves**
Legacy to fund purchase of freehold
Legacy and donations to fund buildings development
Donations from members for building improvements||**2022/23**

40,000
32,815
12,646|**2021/22**| |---|---|---|---|---| ||Legacy to fund purchase of freehold|||40,000| ||Legacy and donations to fund buildings development|||32,815| ||Donations from members for building improvements|||12,646| |||||| ||||85,461|85,461| These were used for the specific purpose of buying freehold and extending buildings, as laid down by the donors. - 6 - |**4.**
**Debtors**
Hire Charge
Costumes + Props
Refreshments
Prepaid Insurance
**5.**
**Creditors**
Repairs, renewals, consumables & cleaning
Telephone / IT
Postage & Stationery & Admin
Heat, Light & Water
Refreshments
Business Development
6.
**Net income**is arrived at after charging:
Depreciation|**4.**
**Debtors**
Hire Charge
Costumes + Props
Refreshments
Prepaid Insurance
**5.**
**Creditors**
Repairs, renewals, consumables & cleaning
Telephone / IT
Postage & Stationery & Admin
Heat, Light & Water
Refreshments
Business Development
6.
**Net income**is arrived at after charging:
Depreciation|1,555
759
60
77
496
486
**2022/23**
**2021/22**| |---|---|---| ||Hire Charge|| ||Costumes + Props|| ||Refreshments|| ||Prepaid Insurance|| |||| |||2,187
1,245| |||0
0
152
180
0
40
272
342
0
0
0
130| ||Repairs, renewals, consumables & cleaning|| ||Telephone / IT|| ||Postage & Stationery & Admin|| ||Heat, Light & Water|| ||Refreshments|| ||Business Development|| |||| |||424
692| |||4,151
3,880| - 7 - ## The Coach House Theatre (Malvern) Ltd. 7. Notes to the Financial Statements for the year ended 31st August 2023 |Income from:
Theatre Hire / Theatre Productions
Grants
Donations received
Friends' Subscriptions|Designated
Fund
Unrestricted
Fund
Designated
Fund
Unrestricted
Fund
£
£
£
£
23,376
13,764
0
5,167
159
50
110
110
2022/23
2021/22| |---|---| |Sale of Equipment|0
414| |Sale of refreshments
Covid Support
Total Income
Expenditure on:
Maintenance of buildings and grounds
Repairs, renewals, consumables & cleaning
Consumable Equipment
Telephone / IT
Postage & Stationery & Admin|2,613
2,487
0
0
26,258
21,991
4,614
2,793
1,269
567
744
0
0
-29
795
379
547| |IT Accessories|0
187| |Heat, Light & Water
Refreshments
Insurance
Publicity
Business Development / Theatre Productions
Bank Charges
Theatre Licence
Depreciation
Total Expenditure
Net Income
Total Fund brought forward
Fund Transfer
Total Fund carried forward|4,677
1,956
750
568
650
481
0
0
13,737
14,299
138
113
180
236
4,151
3,880
4,614
27,995
25,074
-4,614
-1,737
-3,083
21,576
30,458
6,576
48,541
15,000
-15,000
16,962
28,721
21,576
30,458| - 8 -