2021-05-31-accounts

CHARITABLE INCORPORATED ORGANISATION

REGISTERED CHARITY NUMBER 1181736

ANNUAL REPORT OF ACTIVITIES and ANNUAL ACCOUNTS

FOR THE YEAR ENDED 31 MAY 2021

1

Winton Players CIO Registration Number 1181736

TABLE OF CONTENTS

CHARITY INFORMATION	3
STRUCTURE, GOVERNANCE AND MANAGEMENT	4
REPORT BY CHAIR OF TRUSTEES	5
TREASURER’S REPORT	7
INCOME AND EXPENDITURE REPORT FOR F/Y 20/21	9
INDEPENDENT EXAMINER’S REPORT	10

2

Winton Players CIO Registration Number 1181736

CHARITY INFORMATION

Trustees: as at 31 May 2021
	Mrs Amanda Bell
	Mr Matthew Bell
	Mrs Jane Blower
	Mr John Edwards
	Ms Lynn Pease
	Mr Laurie Redstone - Treasurer
	Mr Mark Spiller - Secretary
	Mrs Emily Watts
	Mr Ryan Watts - Chair
	Mr Roger Wettone
	Mr John Whitaker
	Mrs Penny Young
Hut Trustees	Mr Simon Auty
	Mrs Sarah Whitaker
	Mr John Whitaker
	Mrs Penny Young
Charity Number:	1181736
Principal Office:	Winton Players
	The Outbuilding,
	Old Sheet House
	London Road
	Petersfield
	Hampshire
	GU31 4BE
Independent Examiner:	Mrs Nicola Hillyer AAT
	10 Holt Down
	Petersfield
	Hampshire
	GU31 4PQ
Bankers	Lloyds,
	5 The Square
	Petersfield
	Hampshire
	GU32 3HL

3

Winton Players CIO Registration Number 1181736

STRUCTURE, GOVERNANCE AND MANAGEMENT

The Winton Players was re-constituted as a Charitable Incorporated Association (CIO) and registered with the Charity Commission on 21 January 2019.

A committee of trustees comprises of members elected at an AGM or co-opted during the year.

The premises used by the Winton Players CIO are presently held in trust for the society under a deed of trust set up when the predecessor registered charity was in operation.

In the year under report, the committee met on eight occasions: on 11 May 2020, 1 June 2020, 13 July 2020, 7 September 2020, 19 October 2020, 16 November 2020, 14 December 2020, 19 January 2021, 9 February 2021, 1 March 2021, 9 April 2021 and 13 May 2021. All meetings were held via Zoom while covid restrictions were in force.

General Meetings of the Society’s members were cancelled with the exception of an Annual General Meeting followed by a General Meeting via Zoom on 23 September 2020

Charitable Objectives

The Charitable objectives of the CIO, as laid out in the Governing Document are:

The primary object of the charity is to promote, encourage and enable participation in all aspects of the dramatic arts to a high standard of production quality and to further the development of public appreciation in the said arts.

The secondary object of the charity shall be to make donations for charitable purposes as the members at the Annual General Meeting shall from time to time determine.

4

Winton Players CIO Registration Number 1181736

TRUSTEES ANNUAL REPORT FOR THE PERIOD 1 JUNE 2020 TO 31 MAY 2021

REPORT BY THE CHAIR OF TRUSTEES MADE TO THE AGM HELD ON 21 JULY 2021

Good evening and welcome everyone to Winton Players AGM 2021. I am sorry that I cannot be with you this evening but I hope that you are all well and know that I leave the AGM in the safe hands of an experienced helmsmen in Roger Wettone. What is there that we can say about the last year?

First of all, a quick note on administration. Our last AGM (which we very successfully held digitally!) was held in September 2020, but the committee’s report was for the normal Winton year of July to July. So, this AGM report, being delivered back in our traditional July time slot will cover the Winton year from July 2020 – July 2021.

2021, it will be a year that we will all remember, and mostly for all the bad things. COVID has once again played its hand in our affairs resulting in a ‘quiet year’ with no productions being able to be put on due to Government restrictions.

The term ‘quiet year’ however, is misleading. Although the theatres have been silent, there has, as always been a buzz of activity within the membership. Whether from the committee steering us through the ever-changing landscape of the pandemic, to members organising online events, bodgers being able to slowly get back to the hut and to those production teams who have been working hard to prepare for shows that they may or may not be able to put on.

Starting with the committee, as always they have been working hard in order to keep the society running during the last year and I would like to thank them all for another year of dedication and support.

This year we see our secretary, Mark Spiller, standing down from the committee. On behalf of the committee I would like to thank Mark for his work on the committee over the last 3 years from taking on membership secretary and then society secretary. We would like to give you a small token of our appreciation for your service.

The last year has been full of online events especially our successful play readings and games nights. I am sure the whole society would like to join me in thanking those involved in organising and running these events and keeping our society social! I would also like to thank the members who supported these events.

As restrictions have started to ease we have been able to welcome the bodgers back to the hut in small numbers. This has meant that they have had the opportunity to maintain the hut and start preparing for upcoming shows (but a little more on that later!). Throughout the last year there has been so much uncertainty and we have had to plan for every eventuality, including the organisation of full productions even with the risk of them never getting to stage when planned. Jane Blower, Sarah Whitaker, John Edwards and Matthew Bell have been working hard with their production teams to prepare to put shows on in the shadow of potential cancellation.

And it is my pleasure to say that it looks like it will pay off! Our rehearsed reading of Wind in the Willows, directed by Matthew Bell and produced by John Edwards has been rehearsing online, and even managed an in-person rehearsal and despite a delay in production date looks good to go for our first in person piece of drama in September.

5

Winton Players CIO Registration Number 1181736

Jane Blower has worked hard to plan a production that will fit in any space with any restrictions with Ladies in Lavender! We now have a little certainty and we look forward to the excitement of putting the show on in a new venue for the society. Jane has also worked hard along with her team to hold COVID secure auditions and continue to get a show ready for the stage despite the circumstances.

Sarah Whitaker and John Edwards, like Jane, have continued to plan and work on Robin Hood as our next pantomime, along with their team, without the certainty of the final outcome. They have taken into account potential restrictions and risks to both the production and our members and are implementing these in their set design and other aspects. This week will also see them hosting auditions - another positive step - that really does give a glimmer of hope that our productions will be back!

I would personally like to say that I admire the dedication of those just mentioned in preparing for our post lockdown shows and adapting their approach and plans to fit within the parameters that we are facing and finding solutions to overcome them.

And, of course, the cast and crew of A Bunch of Amateurs have been waiting patiently in the wings and hopefully will get to put their show on as planned in the coming spring. As we start looking at being able to run full productions once again, we have now reinstated our membership fees.

This year has once again been very difficult not just for Winton Players, but for you, our members. The pandemic is sure to have affected everyone in this room in one way or another. There is however the best indication that we are coming out from the worst of it and that we will be able to start doing what we love very soon.

I would like to take this opportunity to mention some of those Winton family members past and present that we have had to say farewell to this year: Phil Turner, George Watkinson, Roger Deadman and Trish Grant. Our thoughts and condolences are with their families.

To start drawing this to a close, I would like to echo my sentiments from last year of how proud I am of how Winton Players has risen to the challenges faced by the pandemic and again extend my thanks to all those who have been involved in supporting members in times of need, running social events, planning productions or just sticking with the society when we have been so limited in what we can do.

Looking forward is a much more exciting prospect now especially when we take into account that we will be celebrating our 75[th] anniversary with a whole year of celebration. Something to blow the cobwebs away and really shine! But there will be more on this later. Last and by no means least, I would like to say another big thank you to the committee and to all our members for their support and sticking with us through this very difficult time. It certainly has been a strange time to be chair of an amateur dramatics group, but we certainly look to be getting back to a new normal and I am looking forward to serving my last year as chair.

Ryan Watts/July 2021

6

Winton Players CIO Registration Number 1181736

TREASURER’S REPORT TO THE ANNUAL GENERAL MEETING HELD ON 21 JULY 2021

The financial year being reported ran from 1 June 2020 to 31 May 2021. During this period almost none of the usual activities were able to take place and as a result, very little financial activity occurred. Indeed only 90 transactions were recorded through the bank accounts as compared to some 430 transactions in the last pre-covid year.

The total income recorded for the year was £2257.51 while the total expenditure recorded was £6567.19, resulting in a deficit at the end of the financial year of £4309.68

Taking the General Account firstly, the only income from productions was £260, which stemmed from a refund of hire fees for Rake Village hall - paid in FY19/20 but refunded in FY 20/21 when the One-Act play evening had to be postponed.

The only other substantial amount was £485 in subscriptions for this year paid in advance of the due date of 1 June.

For the Hut Repair fund, the £1400 income was proceeds from the Hut Club Draw. We are grateful to all those members who support us by participating in the regular draws (and congratulate those who win). The hard work to raise this money is down to Sarah Whitaker assisted by Lesley Redstone and is much appreciated.

Turning now to Expenditure

The only item allocated to Productions was the purchase of an external hard disc to be used to make a digital archive of all material we hold on our previous productions. This big task was readily taken on by Amanda Bell and our thanks are due to her for the time and effort she has given to achieving it.

The expenditure on future productions as can be seen from Note 3 is all advance spending on the productions to take place this year - licence fees, scripts and other items such as paint for Flats.

The running expenses for the Hut reflect the fact that the hut was in use on many occasions with much work being done while following covid rules, in the wardrobe, the prop store and in the main areas of the hut, requiring heating during some very cold spells. The gas bill is much larger than it need be because for a number of months during lockdowns, only estimated readings were available for bills. This is unwinding now with readings being provided to British Gas resulting in virtually zero bills during this F/Y to date.

Insurance costs are very similar to the previous year.

Spending on administration was higher than usual because of the expense of setting up the new website and advance payment for its support. Our thanks are due to Emily Watts for her work in designing and initiating the new site while we must also pay tribute to Richard Wilshin and Phill Humphries who, having brought us into the computer age, managed the previous website for many years.

7

Winton Players CIO Registration Number 1181736

The main expenditure from the Hut Repair Fund was on repairs to the roof and the installation of a new back door to the yard.

Looking ahead, as things slowly get back to the new normal, I would expect expenditure to resume its usual pattern. Already, payment of Business Rates has been restarted albeit with extra discounts for the first 6 months.

The ring-fenced funds which are referred to as the Covid -19 reserve, have not been touched as yet and will not be until we have completed our next play and pantomime and their financial results are available. It is probable that these will not yield the usual surplus that might have been expected as audiences may still be hesitant to attend and may be restricted in size by any residual covid measures. While we hope that it will not arise, we are in a position to take substantial losses on both shows by off-setting them against the reserve fund.

In summary, the society’s finances remain in good shape at the end of what has been a uniquely difficult time for all such groups.

I am now happy to take any questions you may have before asking you to approve and accept the financial statement for 2020/21

Laurie Redstone Treasurer

July 2021

8

Winton Players CIO Registration Number 1181736

WINTON PLAYERS

Income and Expenditure Account for the year ended 31 May 2021

2020-2021

GENERAL ACCOUNT INCOME Productions Donations Membership Social Events Junior Club Sale and Hire of Costumes Administration Miscellaneous HUT REPAIR FUND INCOME Hut Club Transfer in Refund Transfers from main account TOTAL INCOME GENERAL ACCOUNT EXPENDITURE Productions Future Productions The Hut Running Expenses Hut Improvements/repairs/stock Transfer from Hut Repair Fund Insurance NODA Subscription Charitable Donations Social events Administration Wardrobe Miscellaneous HUT REPAIR FUND EXPENDITURE Hut Improvements/repairs Transfer to General Account TOTAL EXPENDITURE Excess of Income over Expenditure	£ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £	260.00 Note 1 20-21 Subscriptions £82.51 567.51 Note 1 21-22 Subscriptions £485.00 £567.51 30.00 Note 2 Archive Expenses £99.98 £99.98 857.51 Note 3 Ladies in Lavender £485.90 A Bunch of Amateurs £76.44 1,400.00 Robin Hood 22 £253.53 One Acts 21 £349.79 75th Anniversary £11.79 Stocks £100.87 1,400.00 £1,278.32 2,257.51 Note 4 Electricity £149.80 Waste Services £199.13 99.98 Note 2 Gas Bill £1,089.33 1,278.32 Note 3 Pat Testing etc £127.32 1,565.58 Note 4 £1,565.58 432.87 Note 5 1,362.13 Note 5 Committee Insurance £195.24 163.00 NODA insurance £1,166.89 £1,362.13 376.20 Note 6 Note 6 141.31 General Expenses £60.03 133.80 Archive £76.26 Gifts £83.45 5,553.19 New Website £156.46 £376.20 1,014.00 Note 7 Note 7 New Back Door £498.00 1,014.00 Roof Repair £516.00 £1,014.00 6,567.19 {4,309.68)

Winton Players CIO Registration Number 1181736

9

OPENING CASH BALANCES AT BANK Main Account Hut Repair Fund Covid-19 Reserve CLOSING CASH BALANCES AT BANK Main Account Hut Repair Fund Covid-19 Reserve INCREASE (DECREASE) IN CASH RESOURCES		£26,728.05 £ 6,422.51 £10,000.00 £43,150.56 £22,032.37 £ 6,808.51 £10,000.00 £38,840.88
		£ (4,309.68)

INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES ON THE ACCOUNTS FOR THE YEAR ENDED 31 MAY 2020

Independent examiner’s statement

I report to the trustees on my examination of the accounts of the Winton Players CIO for the financial year ended 31 May 2021

I have completed my examination of the 2020/21 Winton Players accounts and 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 Trust as required by section 130 of the Act; 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 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 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:

Name: NICOLA HILLYER Association of Accounting Technicians

10

Winton Players CIO Registration Number 1181736