Haslemere Players Charity Number 1172917
Company no 10433813 Limited by Guarantee
Report and Financial Statements For the period to 30th April, 2023
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THE HASLEMERE PLAYERS
Reference and Administrative Information
Charity Name: The Haslemere Players Charity Registration Number: 1172917 Company Number 10433813 Registered Office and operational address: Edgecombe, Hill Road, Haslemere, Surrey, GU27 2JN The Society is affiliated to NODA (the National Operatic and Dramatic Association)
Trustees
The elected members of the Executive Committee are the Directors of the Charity and its Trustees for the purpose of Charity Law.
Hamish Donaldson President Vicki Gavin Chairman Pamela Depledge Secretary Mike Byrne Treasurer Alexandra Boughton Verity Foster Mary Lou Knox Fiona McGregor (retired 14 August 2022) Jane McMichael Clare Nisbet (appointed 14 August 2022) Carolyn Lane (appointed 14 August 2022) Arran Treacher Evans
Patron
The Rt Hon Jeremy Hunt MP is the Honorary Patron of Haslemere Players
Professional Advisers
Independent Examiner: Mr Nigel Oldham Massey Oldham Business Services Ltd Foxmead Iping Road Milland, Liphook GU30 7NA Bankers: CAF Bank Limited 25 Kingshill Ave Kingshill West Malling, Kent ME19 4JQ Solicitors: Potter, Owtram & Peck 42 West Street Haslemere GU27 2AN
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Trustees Report
The Trustees present their report and financial statements for the year ended 30th April 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 the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015).
Structure, Governance & Management
Recruitment and appointment of Executive Committee Members (Trustees)
Executive Committee members, including the officers, are elected annually at the Annual General Meeting.
The Executive Committee is responsible for selecting shows to be performed and producing these shows. These responsibilities include, inter alia, appointing Directors, Musical Directors and Choreographers, deciding on ticket prices, preparing budgets, promoting the events, casting the shows, deciding on the size and composition of the orchestra, making or hiring costumes, props and scenery, providing box office and front of house staff. The committee is also responsible for encouraging members to join and participate in the Society by organising social events.
Trustee Induction and Training
Membership of the Committee is generally, but not exclusively, from active Society members who are selected for their ability to contribute to the work of the committee. New members are helped to understand their jobs by the use of check lists and the availability of past members to assist, to train and to advise. Those new to Trusteeship are directed to the Charity Commission web site and specifically to the page ‘How To Be An Effective Charity Trustee - Signposts To Our Published Guidance That Will Help You’ and ‘CC3 - The Essential Trustee: What you need to know’ .
Organisation
In addition to the AGM, the Executive Committee meets approximately eight times a year (about every six weeks). The work involves ensuring the current show is proceeding to plan; to plan the next two or three shows and to select shows for the calendar year subsequent to its term of office.
Objects and Activities
The objects of The Haslemere Players are to educate the public in the dramatic and operatic arts. In shaping our objectives for the year and planning our activities, the trustees have considered the Charity Commission’s guidance on public benefit, including the guidance ‘Public Benefit: running a Charity (PB2)’. The Society currently fulfils its objects by staging two full scale musicals a year as well as a Variety Show and occasional functions.
Achievements and Performance
For the third successive accounting year the results have been touched by Covid 19. Thankfully, all three productions went ahead this year but for the first two, audience numbers were not nearly good enough to cover the ever-rising costs of putting on a show.
KIPPS was a charming show that was loved by the audience members, but sadly the attendance was very poor at only just over 700 paying seats. The October production Anything Goes was shortlisted for a NODA award but again suffered from low attendance selling just over 1,040 seats. It wasn’t until March 2023 when Kinky Boots was performed that seat sales hit our previous highs. Kinky Boots sold 1,451 mainly adult priced seats generating almost £8,000 more revenue than Anything Goes and becoming the highest gross sale show in Players’ history! Consequently, through this production, some of the losses that were made in previous shows were recovered.
Outside of shows, income has grown through the hire and sale of costumes and microphones. This reached a high this year with total hire/sales amounting to just under £6,000; levels far in excess of anything seen before.
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During these challenging times the Players have not let their performance standards slip in any way and the result is that our audiences, old and new, continue to be bowled over by the high-quality shows that are being produced by a cast, crew and committee.
It is always worth remembering that the Society is entirely run by volunteers, and we would like to record our thanks to them for their contribution to the Society’s success. We mention here:
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the Committee who invests a significant amount of time in the society in all of their roles
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all involved in the production of Kipps, Anything Goes and Kinky Boots.
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the Studio Team, particularly Gary Moorshead for all his work maintaining our asset, and everyone involved in the sorting, sale and hiring of costumes which has provided us with very important revenue stream this year.
Financial review
The net income and expenditure for this year represents a small surplus of £435. This figure was driven by a number of factors. Overall, a loss was made on shows of £2,630, however, this was driven by losses in Kipps and Anything Goes due to low seat numbers. The final show of the year, Kinky Boots, generated a surplus that helped to offset the shortfall from earlier in the year. Outside of shows, income exceeded expenditure by £3,065. It is usually the case that general expenditure such as insurance, studio running costs, etc outweigh the income from subs and general donations, however, this year the opposite has been true. Whilst it is the case that costs have increased, we have also seen an increase in income being driven mainly from the hire and sales of costumes and microphones. In all, this amounted to almost £6,000 whereas in previous years it has rarely got above £2,000.
The balance sheet remains strong with net assets of £67,153 compared to £66,719 last year. Cash in bank has fallen by £6,247 but is still significant at £29,630 (note that the debtors also include £1,754 of accrued income which will arise in the first month of the new financial year). Tangible Assets increased by £2,978 (due largely to the purchase of a new door at the Studio which needed replacing). Short term creditors reduced due in part to timing of the incomes and expenditures relating to the delayed performance of KIPPS but also due to writing off old (over 3 years) unclaimed supplier payments.
Risk Management
The Trustees have identified the main risks and are satisfied that they take reasonable steps to mitigate them. These steps include:
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Insurance against members’ and third-party accidents
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Insurance against loss of property
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Insurance against forced show cancellation (e.g. on the death of the sovereign)
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Bank accounts operated by two signatories
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Check lists of activities to ensure nothing is forgotten.
Reserves Policy and Going Concern
The Society continues to have sound reserves. As a rule, the Trustees believe that it is generally prudent to maintain reserves of £20,000 (plus suitable insurance) to guard against unexpected misfortunes and to cover maintenance of the Studio wardrobe and scenery store. The Society is also aware that the lease on the Studio property (used for the storage of Costumes, Props and Scenery) will run out in 2095 and funds will be required to repurchase the lease.
In the shorter term the society anticipates that works to the Studio costing over £20,000 will be necessary within the next 2-3 years. Consequently, the Society has ramped up its efforts to raise funds through additional initiatives and events, and in 2023/4 will assign a specific fund-raising role to one of the Executive Committee members.
Investment Policy
The Charity runs current accounts with CAF (Charities Aid Foundation) and a deposit account with CAF. This deposit account meets the needs of the Society to have access to the funds while investing prudently although deposit interest is very poor with the current level of base rate.
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Plans for the Future
The Committee has set themselves the objectives:
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To provide a clear strategy and development plan for improving the Society in all aspects of its business (for example, in the areas of recruitment of members, increased ticket sales, rationale in choice of shows/events, capital spending to upgrade facilities, marketing and sponsorship)
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To experiment with shows that may not have a wide appeal but which will be good for Members.
Trustees’ responsibilities in relation to the financial statements
The charity trustees are responsible for preparing a trustees’ annual report and financial statements in accordance with applicable law and Charity Accounting Standards.
Generally Accepted Accounting Practice.
Company law requires the charity trustees to prepare financial statements for each year which give a true and fair view of the state of affairs of the charitable company and of the incoming resources and application of resources, including the income and expenditure, for that period. In preparing the financial statements, the trustees are required to:
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select suitable accounting policies and then apply them consistently;
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observe the methods and principles in the Charities SORP;
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make judgements and estimates that are reasonable and prudent;
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state whether applicable UK accounting standards have been followed, subject to any
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material departures disclosed and explained in the financial statements;
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prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.
The Trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charity and hence taking reasonable steps for the prevention and detection of fraud and other irregularities.
GDPR
The Trustees have considered the General Data Protection Regulations and are committed to protecting personal information. Privacy policies have been adopted in respect of five identified Data Subjects: Members and Supporters, Trustees, Children, Mailing List and Suppliers. These privacy policies are published on the Trust web site (www.haslemereplayers.com) and are available from the Registered Office.
Approved by order of the Board of Trustees on 23rd July 2023 and signed on its behalf by:
Hamish Donaldson President
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Independent Examiner's Report to the Trustees of The Haslemere Players
I report to the Trustees on my examination of the accounts of The Haslemere Players for the year ended 30th April 2023 set out on pages 7 to 12.
This report is made to the Trustees, as a body, in accordance with the terms of my engagement. Our work has been undertaken so that we might carry out an Independent Examination of the financial statements in accordance with the General Directions given by the Charity Commissioners. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the Charity and the Charity’s Trustees, as a body, for our work or for this report.
Responsibilities and basis of Report
As the charity's trustees (and also the directors for the purposes of company law) of The Haslemere Players, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (the 2011 Act).
I report in respect of my examination of the charity’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 145(5)(b) of the Act.
Independent examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
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(1) accounting records were not kept in respect of the Charity as required by section 130 of the 2011 Act or in accordance with Section 386 and 387 of the Companies Act 2006; or
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(2) the accounts do not accord with those records; or
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(3) the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in Sections 394 and 395 of the Companies Act 2006 and with the Charities (Accounts and Reports) Regulations 2008 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.
I have no concerns and have come across no 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.
Name:
Address:
Relevant professional qualification:
Date:
Mr Nigel Oldham
Massey Oldham Business Services Ltd, Foxmead, Iping Road, Milland, Liphook GU30 7NA
Chartered Accountant
23rd July 2023
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The Haslemere Players, Company Number 1172917, Charity Number 10433813 Statement of Financial Activities for the year to 30 April 2023
| Unrestricted funds | Notes | This Year | Last Year | Last Year |
|---|---|---|---|---|
| Total | Total | |||
| A Income | ||||
| A1 Donations and Legacies | 4 | 3,754 | 2,662 | |
| A2 Charitable Objects | 4 | 60,543 | 26,693 | |
| A4 Investment Income | 4 | 196 | 6 | |
| Total Income | 64,493 | 29,362 | ||
| B Expenditure | ||||
| B1 Costs of raising Funds | 5 | 1,190 | (183) | |
| B2 Expenditure on charitable activities | 5 | (65,249) | (39,564) | |
| Total Expenditure | (64,059) | (39,747) | ||
| Net Income /(Expenditure) and net | 434 | (10,386) | ||
| movement in funds for the year | ||||
| C Reconciliation of funds | ||||
| Total Funds brought Forward | 66,719 | 77,105 | ||
| Total Funds carried Forward | 67,153 | 66,719 |
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The Haslemere Players, Company Number 1172917, Charity Number 10433813 Statement of Financial Position as at 30th April 2023
| Notes | This Year | Last Year | |
|---|---|---|---|
| Total | Total | ||
| A Fixed assets | |||
| Tangible assets | 7 | 33,012 | 30,034 |
| Investments | |||
| Total Fixed Assets | 33,012 | 30,034 | |
| B Current assets | |||
| Debtors and prepayments | 8 | 5,588 | 6,088 |
| Cash at bank and in hand | 9 | 29,360 | 35,607 |
| Total Current Assets | 34,948 | 41,695 | |
| C Liabilities | |||
| Creditors: within one year | 10 | -806 | -5,011 |
| Total assets less current liabilities | 67,153 | 66,719 | |
| Net assets | 67,153 | 66,719 | |
| E The funds of the charity | |||
| Unrestricted income funds | 67,153 | 66,719 | |
| Total charity funds | 67,153 | 66,719 |
The charitable company is entitled to exemption from audit under Section 477 of the Companies Act 2006 for the year ended 30th April, 2023.
The members have not required the charitable company to obtain an audit of its financial statements for the year ended 30th April, 2023 in accordance with Section 476 of the Companies Act 2006.
The trustees acknowledge their responsibilities for
(a) ensuring that the charitable company keeps accounting records that comply with Sections 386 and 387 of the Companies Act 2006 and
(b) preparing financial statements which give a true and fair view of the state of affairs of the charitable company as at the end of each financial year and of its surplus or deficit for each financial year in accordance with the requirements of Sections 394 and 395 and which otherwise comply with the requirements of the Companies Act 2006 relating to financial statements, so far as applicable to the charitable company.
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 notes on pages 9 to 12 form part of these accounts.
The financial statements were approved by the Board of Trustees on 23rd July 2023 and were signed on its behalf by:
Hamish Donaldson, President
Mike Byrne, Trustee
M. E. Byrne
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The Haslemere Players, Company Number 1172917, Charity Number 10433813 Notes forming part of the Financial Statements for the year ended 30 April 2023
1. Accounting Policies
General Information
The Haslemere Players is a charitable company incorporated in England and Wales under the Companies Act 2006. A description of the nature of Haslemere Players’ operation, its principal activity, and operational address is disclosed in the Report of the Trustees. Registered address Edgecombe, Hill Road, Haslemere. GU27 2JN
Basis of preparing the financial statements
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 (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Companies Act 2006. The financial statements have been prepared under the historical cost convention. - Financial reporting standard 102 reduced disclosure exemptions
The charity has taken advantage of the following disclosure exemption in preparing these financial statements, as permitted by FRS 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland': - the requirements of Section 7 Statement of Cash Flows.
Going Concern No material uncertainties that may cast significant doubt about the ability of the company to continue as a going concern have been identified by the director.
Fund accounting
All the funds are unrestricted.
Income
All incoming resources are included in the statement of financial activities when the charity is entitled to the income and the amount can be quantified with reasonable probability. In particular: grants, donations and gifts are recognised when they are received, interest income is included when received
Donated services and facilities (Benefits in Kind)
Donated professional services and donated facilities are recognised as income and corresponding expenses when the Charity has control, any conditions have been met and the economic benefit can be measured reliably. Expenditure
Expenditure is recognised as the liability is incurred. Expenditure includes any VAT which cannot be recovered, and is reported as part of the expenditure to which it relates. However, where expenditure incurred today against services or materials that are consumed across two or more financial reporting periods, or where those materials or services are significantly matched with revenues that are reported in a later accounting period then these will be reported as prepayments – under debtors on the balance sheet.
Costs of raising funds comprise the costs of commercial trading including running the Bar and the Raffle not related to a charitable activity
Expenditure on Charitable Activities includes the costs of the artists, performance costs, outdoor infrastructure and other educational costs to further the objects of the Charity.
Other expenditure represents those items not falling under any other heading.
Debtors
Trade and other debtors are recognised at the settlement amount due after any trade discount offered. Prepayments are valued at the amount prepaid net of any trade discounts due.
Cash at bank and in hand
Cash at bank and cash in hand includes cash and short term highly liquid investments with a short maturity of three months or less from the date of acquisition or opening of the deposit or similar account. Creditors and provisions
Creditors and provisions are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their settlement amount after allowing for any trade discounts due.
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The Haslemere Players, Company Number 1172917, Charity Number 10433813 Notes forming part of the Financial Statements for the year ended 30 April 2023
Financial instruments
The charity only has financial assets and financial liabilities of a kind that qualify as basic financial instruments. Basic financial instruments are initially recognised at transaction value and subsequently measured at their settlement value.
2. Trustee remuneration & related party transactions
No Trustee received any remuneration during the year (2022/3 – Nil).
There are no paid staff and no pensions as the Charity relies on voluntary helpers (2022/3 – Nil).
No trustee or any other person related to the Charity had any personal interest in any contract or transaction entered into by the charity during the year (2022/3 – Nil).
3. Taxation
The Charity is exempt from taxation on income and capital gains. No tax charges have arisen in the charity.
4. Analysis of income by charitable activity
| Donations | Charitable | Investment | TOTAL | Last Year | |
|---|---|---|---|---|---|
| Objects | Income | ||||
| Show Stoppers | 11,452 | 11,452 | 5,595 | ||
| Autumn production | 17,869 | 17,869 | 19,570 | ||
| Spring production | 25,339 | 25,339 | (620) | ||
| Subscriptions | 2,566 | 2,566 | 2,515 | ||
| Donations and Gift Aid | 749 | 749 | 101 | ||
| Costumes and Scenery | 5,848 | 5,848 | 1,900 | ||
| Social Events | 439 | 35 | 474 | 294 | |
| Bank interest | 196 | 196 | 6 | ||
| 3,754 | 60,543 | 196 | 64,493 | 29,362 |
A full year of shows in 2022/3 compared to the prior year which was still Covid impacted. Sale of unused costumes generated further income in the year.
5. Analysis of expenditure by charitable activity
| Raising Funds | Charitable | Investment | TOTAL | Last Year | |
|---|---|---|---|---|---|
| Objects | Costs | ||||
| Show Stoppers | (13,714) | (13,714) | (5,261) | ||
| Autumn production | (20,866) | (20,866) | (19,173) | ||
| Spring production | (22,709) | (22,709) | (4,356) | ||
| Depreciation | (551) | (551) | (551) | ||
| Studio | (4,413) | (4,413) | (8,116) | ||
| Administration | 1,190 | 1,190 | (183) | ||
| Support costs | (2,995) | (2,995) | (2,109) | ||
| 1,190 | (65,249) | (64,059) | (39,747) |
Production cost increases reflect a full year of shows during 2022/3. Studio costs were down as the prior year included some substantial grounds maintenance. Administration costs this year include a release of prior year cost provisions that have been on the balance sheet over 2 years and have been written off this year.
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The Haslemere Players, Company Number 1172917, Charity Number 10433813 Notes forming part of the Financial Statements for the year ended 30 April 2023
6. Result by charitable activity
| 6. Result by charitable activity | ||
|---|---|---|
| This Year | Last Year | |
| Show Stoppers | (2,262) | 335 |
| Autumn production | (2,997) | 397 |
| Spring production | 2,629 | (4,976) |
| General income and expenditure | 3,064 | (6,142) |
| 434 | (10,386) |
The showstoppers slot was replaced by the production of KIPPS and the Autumn production was Anything Goes. Whilst both shows received significant appreciation from the paying audiences, there were simply not enough seats sold and they became loss making. The spring production of Kinky Boots sold very well and generated a surplus. General income and expenditure was improved this year by costume sales whereas last year significant costs were seen at the studio due to grounds maintenance.
7. Fixed Assets
| 7. Fixed Assets | ||||
|---|---|---|---|---|
| Cost | Leasehold | Fixtures | Sound Equip | Totals |
| Start of year | 40,550 | - | 8,959 | 49,509 |
| Additions | - | 3,234 | 295 | 3,529 |
| End of year | 40,550 | 3,234 | 9,253 | 53,037 |
| Depreciation | 72 | 10 | ||
| Start of year | 10,834 | - | 8,641 | 19,475 |
| Depreciation | 413 | - | 138 | 551 |
| End of year | 11,247 | - | 8,779 | 20,025 |
| Net book value | ||||
| Start of year | 29,716 | - | 318 | 30,034 |
| End of year | 29,304 | 3,234 | 474 | 33,012 |
The most significant new asset this year was the door of the Studio which was replaced and given a 10 year life.
8. Debtors & prepayments
| tors & prepayments | |||
|---|---|---|---|
| This Year | Last Year | ||
| Debtors (less than 1 year) | 1,754 | 714 | |
| Prepayments | 3,834 | 5,375 | |
| 5,588 | 6,088 | ||
| h | |||
| This Year | Last Year | ||
| Balance at Bank 2 | CAF Current | 3,142 | 581 |
| Balance at Bank 3 | CAF Gold | 26,218 | 35,026 |
| 29,360 | 35,607 |
9. Cash
Cash has reduced in part due to the Fixed Asset Expenditure, but also due to the reduction in creditors (payment of costs relating to the delayed performance of KIPPS).
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10. Creditors
| editors | ||
|---|---|---|
| This Year | Last Year | |
| Creditors: within one year | (806) | (3,886) |
| Advance receipts | - | (1,125) |
| (806) | (5,011) |
Creditors have reduced. The advanced receipts last year relate to the delayed performance of KIPPS. These were released in May/June 2022. Creditors (accruals) have fallen significantly a) following the release of supplier costs which have been held on balance sheet since 2020/1 and b) following the payment of costs relating to the delayed performance of KIPPS.
11. Volunteers
The Haslemere Players is run entirely by volunteers and the key organiser is the Management Committee. Haslemere Players is very grateful to the Show Directors, the Properties Team, the Costume Team and the Scenery Making Team, and the many volunteers who give their considerable time and expertise to make the events such a success.
12. Related Party Disclosures
There are no Related party disclosures
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