2025-04-30-accounts - The Haslemere Players

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Haslemere Players Charity Number 1172917

Company no 10433813 Limited by Guarantee

Report and Financial Statements For the year to 30th April 2025

THE HASLEMERE PLAYERS

Reference and Administrative Information

Charity Name: The Haslemere Players Charity Registration Number: 1172917 Company Number 10433813 Registered Office and operational address: Haslemere Hall, Bridge Road, Haslemere, England, GU27 2AS

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 Victoria Gavin Chairman (and Acting Treasurer since 16 July 2024) Chloe Johnson-Jones Secretary Michael Byrne (until 16 July 2024) Treasurer Alexandra Boughton (until 16 July 2024) Ricky Dyer (from 10 February 2025) Graham Ferris (from 16 July 2024 until 2 December 2024) Verity Foster (until 14 January 2025) Mary Lou Knox (until 16 July 2024) Carolyn Lane Fiona McGregor (from 10 February 2025) Jane McMichael Clare Nisbet Zac Rasulian (from 16 July 2024) Racheal Rhodes (from 16 July 2024 until 10 February 2025)

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

Trustees Report

The Trustees present their report and financial statements for the year ended 30th April 2025. 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, among other things, appointing Directors, Musical Directors and Choreographers, deciding on ticket prices, preparing budgets, promoting society events, selecting cast, 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 the Society and participate in 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 given an induction and are directed to the Charity Commission website 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’. Committee members are helped to understand their jobs by the use of check lists and the availability of past members to assist, train and advise.

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 three shows per year.

Achievements and Performance

The trustees took the decision to start the year with Little Shop of Horrors, a small cast musical, rather than the traditional variety show. The production was of an excellent standard and well received by audiences. However, ticket sales were not in line with expectation and this, along with the higher costs associated with a musical, resulted in a deficit of £3,022 vs. the small surplus generated by the Show Stoppers production in the same period last year.

With the aim of ensuring a broad range of shows for both the membership and audiences, the October production chosen by the trustees was The Addams Family, a more modern piece. The show was excellent and attracted an audience similar in number to Calendar Girls performed in the same period in the prior year. However, the average ticket price was reduced due to a higher proportion of child tickets and this, coupled with higher costs, particularly for rehearsal venues and scenery, resulted in a smaller surplus of £693 vs. a surplus of £4,979 for Calendar Girls.

The final show of the year at the end of March saw the return to a more traditional genre with Kiss Me, Kate. The style of show allowed for a large cast and the wonderful humour, excellently portrayed, was met with enthusiastic applause. However, the trustees need to consider whether this type of show has sufficiently broad appeal, given ticket sales of 952 vs. Footloose sales in the previous year of 1,331. The show generated a deficit of £1,819 vs. the Footloose profit of £1,048.

Overall, the deficit across the three productions within the year was £4,148 vs. a surplus in the previous financial year of £8,773.

Fundraising for Project Studio 25, the initiative to raise sufficient to cover the cost of essential building work at the facility where the society houses its costumes and constructs scenery, has continued throughout the year with a net figure of £10,795 being added to restricted funds and a further £5,850 in general donations. Several donations were received, including a generous contribution from our fellow Haslemere amateur dramatics group, the Haslemere Thespians, who donated £3,000. An astonishing £2,000 was also raised from donations from Kiss Me, Kate audience members by way of bucket collections at the end of each performance.

Financial Review

Excluding restricted funds of £10,796, the net income and expenditure for this year represents a deficit of £4,145. This is a disappointing figure given the time and effort which is invested in each production but is an opportunity to review our performance, assess our cost controls and gather data on what shows will attract healthy audience numbers. The Society is grateful for the donations of both time and money which have led to an increase in cash at bank and in hand of £9,232.

The balance sheet remains strong with net assets, excluding restricted funds of £20,752, of £72,352 compared to £76,497 last year. Debtors have increased by £489 to £4,139 driven by an increase in Gift Aid claims owing offset by fewer advertisers owing for advertising in the March production as at year end. Prepayments have reduced by £3,006 to £4,420 driven by a much lower level of prepaid royalties outstanding at the end of the 2024/5 financial year. This is due to different license holders requiring different payments in advance. Prepaid royalties as at 30 April 2025 are £1,000.

Risk Management

The Trustees have identified the main risks and are satisfied that they take reasonable steps to mitigate them. These steps include:

Insurance against members’ and third-party accidents
Insurance against loss of property
Insurance against forced show cancellation (e.g. on the death of the sovereign)
Bank accounts operated by two signatories.
Check lists of activities to ensure nothing is forgotten.

Reserves Policy and Going Concern

The Society currently has 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 planned works to the Studio are due to commence early in the new financial year and it is now estimated that the total cost will be in the region of £45,000 to £50,000. The work will be funded from the restricted funds raised for this purpose (£20,752) with the balance from unrestricted fund. Fundraising will continue throughout the coming year, with several events and activities already planned, to replenish reserves so these can quickly be restored to the desired level of £20,000.

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.

Plans for the Future

The Committee has set themselves the objectives:

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, marketing and sponsorship and, when reserves have been restored capital spending to upgrade facilities.
To maximise advanced show selection to enable us to optimise our advertising opportunities and cost planning. Also to balance our show selections to provide a varied range of shows to appeal to different cast and audience types.

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:

select suitable accounting policies and then apply them consistently;
observe the methods and principles in the Charities SORP;
make judgements and estimates that are reasonable and prudent;
state whether applicable UK accounting standards have been followed, subject to any
material departures disclosed and explained in the financial statements;
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 6 July 2025 and signed on its behalf by:

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Hamish Donaldson, President

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 2025 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:

(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
(2) the accounts do not accord with those records; or
(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

6 July 2025

The Haslemere Players, Company Number 1172917, Charity Number 10433813 Statement of Financial Activities for the year to 30 April 2025

The Haslemere Players, Company Number 1172917, Charity Number 10433813 Statement of Financial Position as at 30th April 2025

The charitable company is entitled to exemption from audit under Section 477 of the Companies Act 2006 for the year ended 30th April 2025.

The members have not required the charitable company to obtain an audit of its financial statements for the year ended 30th April 2025 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 6 July 2025 and were signed on its behalf by:

Hamish Donaldson, President Victoria Gavin, Trustee

The Haslemere Players, Company Number 1172917, Charity Number 10433813 Notes forming part of the Financial Statements for the year ended 30 April 2025

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 Haslemere Hall, Bridge Road, Haslemere, England, GU27 2AS. 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

Net income from fundraising in respect of Project Studio 25, the initiative to raise funds for work required at the society’s studio, have been treated as restricted funds. All remaining 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. 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.

The Haslemere Players, Company Number 1172917, Charity Number 10433813 Notes forming part of the Financial Statements for the year ended 30 April 2025

2. Trustee remuneration & related party transactions

No Trustee received any remuneration during the year (2024/5 – Nil).

There are no paid staff and no pensions as the Charity relies on voluntary helpers (2024/5 – Nil).

No trustee or any other person related to the Charity had any personal interest in any contract or transaction entered by the charity during the year (2024/5– 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

A continued focus on fundraising has maintained income from fund raising events and donations from membership either through our membership levy or via individual cash donations.

5. Analysis of expenditure by charitable activity

The society has seen an increase in production costs in the last year. This is in part due to staging a third musical rather than our traditional variety show and also due to increased costs relating to venue hire and scenery for our October production.

The Haslemere Players, Company Number 1172917, Charity Number 10433813 Notes forming part of the Financial Statements for the year ended 30 April 2025

6. Result by charitable activity

The Players have continued to focus heavily on fundraising through donations, fundraising events and profitable social events in an effort to generate funds for the building works at the Studio. The membership continues to be supportive of this effort.

7. Fixed Assets

No new assets purchased during the year.

8. Debtors & prepayments

The Haslemere Players, Company Number 1172917, Charity Number 10433813 Notes forming part of the Financial Statements for the year ended 30 April 2025

9. Cash

Cash balances have grown significantly during the year driven by a reduction in prepayments and continued fundraising. The above cash balances include Restricted Funds in respect of Project Studio 25 totalling £20,752 (2024 - £9,956)

10. Creditors

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.