YOUR THEATRE NEEDS YOU
This is my first Report as Chairman of Workington Playgoers. Having wrestled with exactly what to report, I realise it’s not the easiest of tasks! It is, as you all know, Playgoers’ 90th year of existence and the Theatre Royal itself was built in 1867 (the first show being staged the following year); thanks to our maintenance team, it’s still in pretty good shape. Those are achievements to be proud of and there are many people - past and present members - who have put and are putting an awful lot of time and work into the Club.
It would be nice to be able report that everything is running tickety boo but the reality is times are very difficult for small organisations like ours, having a large building to maintain with its sizeable overheads (the Buildings and Public Liability insurance alone is over £7,000 per year). The question we therefore need to ask is: will the Club still be here in its centenary year in 2035?
The main reason for posing that question is because audience numbers have fallen dramatically (excuse the pun) over the years, and particularly following the COVID Lockdowns. I’m unsure when we last had a Full House sign outside. We are a bijou theatre with only 149 seats but filling them has become increasingly difficult. We’re not alone in that, I know. All theatres took a hit with Covid Lockdowns. To put things in perspective with regard to our Club, here are the numbers for seats sold for in-house shows and hires over the past twelve months, to our accounting year end of 31 May (thanks to Gilda and her assistant Judith Teasdale for keeping our accounts and cashflow in order):
Playgoers Productions
Treasure Island 4 nights - 207 seats 34.73%
Blithe Spirit 4 nights - 307 seats 51.5%
Rumple Punzle 1 night - 58 seats 38.9%
Jack and The Beanstalk 5 nights - 408 seats 54.8%
Bunch of Amateurs 4 nights - 151 seats 25.33%
Big Bad Wolf 2 nights - 81 seats 26.6%
(Total possible capacity over the 20 nights is 2,980, of which we sold 1,212 or just over 40%)
Hires of the Theatre
Logan Paul Murphy 2 nights - 298 seats 97%
Debra Chalmers 1 night - 147 seats 99%
McDougalls’ Halloween 1 night - 99 seats 66.44%
Elflandia 1 night - 143 seats 94%
McDougals’ Xmas 1 night - 115 seats 75.6%
Showtunes 1 night - 76 seats 50%
Mary Poppins 2 nights - 163 seats 53.6%
(Total possible capacity over the 9 nights is 1,341, of which we sold 1,041 or just over 77%)
Jack and the Beanstalk was our first ever pantomime and proved our most popular show of last season, bringing in some new actors and audiences. We’re planning another one next year in February.
Hiring of the theatre, as you can see from the figures, is proving a financial lifeline, without which we probably couldn’t keep open, be able to mount plays, nor be here tonight. I want to thank Gilda for organising those hires and for arranging for the building to be staffed during hires. (Gilda, assisted by Matt, also oversees the stocking of the bar.)
I know some of us think things aren’t like ‘the good old days’ of the Club, when it was just Playgoers using the Theatre, but we face different and more serious challenges today. I suppose many people got used to not going out during the various Government Lockdowns and discovered other ways to occupy their evenings, not least with the many TV channels and streaming services which now exist. We have lost the audiences which used to regularly watch our plays. We have to operate far more as a business now, keep improving our standards, attract new patrons and generally remind people we are here.
We obtained Big Lottery funding 9 years ago on the condition that we would increase community use of the building and we are doing just that. We have regular visits to the Theatre by the local Ghost Hunters team, by medium Debra Chalmers, as well as visiting children’s shows, local artists, craft fairs (organised by Nicola) and monthly coffee mornings, run by the same member volunteers. We have built a respectable base of regular users in the local and wider community but we need to keep them coming.
We have a youth section (Rising Stars), total membership 15, run by Millie, which is all to the good, but we are now lacking older, more experienced members. All of us, both young and old, need to keep improving our “stage craft” knowledge and skills as we have a lot of competition for people’s time and money.
We have a reduced membership too these days, both in terms of subscriptions paid and numbers of those who want to act and volunteer compared with the pre-Covid period. Playgoers is not just about acting, of course, it is about the cast of unpaid member volunteers who keep the shows on the road, spending countless hours in the Theatre Royal. I want to thank Helen for her tireless work as wardrobe mistress and Sarah who has done sterling work with props, set decoration and painting this year. And, as ever, thank you to our stage and maintenance crews who turn up at this theatre almost every week of the year to deploy their skills in building the wonderful sets and keep this place running; take a bow, Tony, Geoff Brinicombe, Jim and Dave, just four of the team. Thank you too to Scott for planning the lighting design for our shows.
All of which brings me to the reason for entitling this Report, Your Theatre Needs You. We are desperately short of volunteer members to take up the important roles of:
- Theatre Manager
- Bar staff
- Selling programmes
We need more member volunteers. Without them it is a struggle to operate the theatre – so please, please let us know if you are interested in helping.
On the good news front, efforts to raise monies from external funders have been successful. Pat secured a donation of £10,000 from Cumberland Council for new lighting; many thanks indeed to Pat. Pat is actively seeking out further sources of funding and grants and if anyone has any ideas or contacts, please let us know. We are grateful too to all our advertisers and sponsors.
Council has given thought to increasing the membership fee. It is £30. What are your views?
Sadly, the last twelve months have seen the passing of two long standing members, Malcolm Strutt and Brian Herd. There are some members here tonight who will remember Malcolm well. I had the pleasure of appearing with Brian in one or two productions; appropriately, one was in a hospital farce in which I ended up in drag - at least I recall wearing a female wig for some reason - and Brian as the senior consultant looked suitably shocked.
As I stated in the opening of this Report, it is Playgoers’ 90th year of existence (not many amateur theatre groups can boast of that) and we can be proud of all that Workington Playgoers has achieved in that time for our town and the wider community. We have come from relatively humble beginnings as a simple Members Club formed in 1935, eventually becoming a registered charity and Limited Company, putting on hundreds of shows in a fine old building which has been our home for nine decades. Apart from wartime and a few periods of building work, we never closed, in all that time!
Life can never stay the same, of course, but hopefully this wonderful little Theatre will remain the home of Playgoers far into the future. I end by congratulating and expressing gratitude to members of Council for all their hard work and to everyone who does anything - big or small, giving up their time - to ensure we continue as the premier amateur theatre group in Cumbria.
And apart from that, all I want to say is: Happy Birthday to us!
The council members present their annual report and financial statements for the year ended 31 May 2025.
The financial statements have been prepared in accordance with the accounting policies set out in note 1 to the financial statements and comply with the charity's governing document, the Companies Act 2006 and "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 2019).
The Charity's objects are to promote, maintain, improve and advance education, particularly through the production of plays and the encouragement of the arts including the arts of drama, mime, dance, singing and music.
The organisation is an educational arts charity delivering benefits through theatre productions. Membership is open to all members of the general public and involves people from the community who offer their skills. These skills include the production and maintenance of the costumes, the construction of the sets, performing on stage and assisting with the operation of the bar and coffee bar. The coffee bar is open to the general public on Saturday mornings and the premises and costumes are available for hire to other organisations. There are concessionary fees available for young people and those aged over 60 for both theatre performances and membership subscriptions. Membership subscriptions for young people also include free admission to performances.
The council members have paid due regard to guidance issued by the Charity Commission in deciding what activities the charity should undertake.
The main achievements and activities of the Charity through the year are given in full detail in the Chair's report.
During the year the Charity received total income of £82,828, of which £72,828 was unrestricted income. This is an increase in unrestricted income of £11,552 from last year as ticket sales continue to recover following the Covid-19 pandemic. Income this year came from subscriptions, ticket sales, advertising, coffee/bar sales, hire of the auditorium and adjoining rooms, donations, and £10,000 restricted grant income. Expenditure has also increased from £77,575 to £89,702. This has led to a loss of £6,874, which includes £18,644 for annual depreciation of fixed assets.
Cash reserves are held in low risk bank accounts. The Directors aim to generate a surplus each year that can be used to further develop the organisation.
The Directors have a reserves policy to maintain six months' general day-to-day running and maintenance costs which in a normal year is estimated to be around £30,000. This was met at the year end.
Workington Playgoers Club is a company limited by guarantee and is regulated by the Memorandum and Articles of Association dated 9 October 2009 as amended by a Special Resolution dated 14 September 2010.
The council members, who are also the directors for the purpose of company law, and who served during the year and up to the date of signature of the financial statements were:
The council members are elected by the membership at the Annual General Meeting for the following year. There is a Theatre Management Group which looks after the theatre day to day running, and a Playgoers Production Committee to exclusively look after all of the activities of Workington Playgoers. These are both chaired by members of the Council and are made up from council members and other members who are co-opted as required for specific tasks. All major policy items are referred back to Council. Council meets quarterly to concentrate on overall strategy and forward planning. The Theatre Management Group, Production Team and Publicity and Marketing Team meet monthly.
This report has been prepared in accordance with the provisions applicable to companies entitled to the small companies exemption.
The council members, who are also the directors of Workington Playgoers Club for the purpose of company law, are responsible for preparing the Council Members' Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company Law requires the council members to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that year.
In preparing these financial statements, the council members 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; and
- prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The council members are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity 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 charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The council members' report was approved by the Board of Council Members.
I report to the council members on my examination of the financial statements of Workington Playgoers Club (the charity) for the year ended 31 May 2025.
Having satisfied myself that the financial statements of the charity are not required to be audited under Part 16 of the Companies Act 2006 and are eligible for independent examination, I report in respect of my examination of the charity’s financial statements carried out under section 145 of the Charities Act 2011. In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the Charities Act 2011.
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 that in any material respect:
accounting records were not kept in respect of the charity as required by section 386 of the Companies Act 2006.
the financial statements do not accord with those records; or
the financial statements do not comply with the accounting requirements of section 396 of the Companies Act 2006 other than any requirement that the financial statements give a true and fair view, which is not a matter considered as part of an independent examination; or
the financial statements have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities applicable to charities preparing their financial statements in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102).
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 financial statements to be reached.
The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.
The notes on pages 11 to 24 form part of these financial statements.
Workington Playgoers Club is a private company limited by guarantee incorporated in England and Wales. The registered office is Brockbank Curwen Cain & Hall Limited, 68 Curzon Street, Maryport, Cumbria, CA15 6DA.
The financial statements have been prepared in accordance with the charity's governing document, the Companies Act 2006, FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (“FRS 102”) and the Charities SORP "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 2019). The charity is a Public Benefit Entity as defined by FRS 102.
The charity has taken advantage of the provisions in the SORP for charities not to prepare a Statement of Cash Flows.
The financial statements are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.
The financial statements have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
At the time of approving the financial statements, the council members have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the council members continue to adopt the going concern basis of accounting in preparing the financial statements.
Unrestricted funds are available for use at the discretion of the council members in furtherance of their charitable objectives.
Designated funds are unrestricted funds earmarked by the trustees for particular future project or commitment.
Restricted funds are subject to specific conditions by donors or grantors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the financial statements.
Income is recognised when the charity is legally entitled to it after any performance conditions have been met, the amounts can be measured reliably, and it is probable that income will be received. All income is net of VAT where applicable.
Cash donations are recognised on receipt. Other donations are recognised once the charity has been notified of the donation, unless performance conditions require deferral of the amount. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.
Expenditure is recognised once there is a legal or constructive obligation to transfer economic benefit to a third party, it is probable that a transfer of economic benefits will be required in settlement, and the amount of the obligation can be measured reliably.
Expenditure is classified by activity. The costs of each activity are made up of the total of direct costs and shared costs, including support costs involved in undertaking each activity. Direct costs attributable to a single activity are allocated directly to that activity. Shared costs which contribute to more than one activity and support costs which are not attributable to a single activity are apportioned between those activities on a basis consistent with the use of resources. Central staff costs are allocated on the basis of time spent, and depreciation charges are allocated on the portion of the asset’s use.
Tangible fixed assets are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.
Depreciation is recognised so as to write off the cost or valuation of assets less their residual values over their useful lives on the following bases:
The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised in the statement of financial activities.
At each reporting end date, the charity reviews the carrying amounts of its tangible assets to determine whether there is any indication that those assets have suffered an impairment loss. If any such indication exists, the recoverable amount of the asset is estimated in order to determine the extent of the impairment loss (if any).
Stocks are stated at the lower of cost and estimated selling price less costs to complete and sell. Cost comprises direct materials and, where applicable, direct labour costs and those overheads that have been incurred in bringing the stocks to their present location and condition. Items held for distribution at no or nominal consideration are measured the lower of replacement cost and cost.
Net realisable value is the estimated selling price less all estimated costs of completion and costs to be incurred in marketing, selling and distribution.
Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.
The charity has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ and Section 12 ‘Other Financial Instruments Issues’ of FRS 102 to all of its financial instruments.
Financial instruments are recognised in the charity's balance sheet when the charity becomes party to the contractual provisions of the instrument.
Basic financial assets, which include debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.
Basic financial liabilities, including creditors and bank loans are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of operations from suppliers. Amounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade creditors are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.
In the application of the charity’s accounting policies, the council members are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.
The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.
Rates and water
Light and heat
Repairs and maintenance
Insurance
Telephone
Printing, postage and stationery
Bank charges
Sundry expenses
Cleaning
None of the council members (or any persons connected with them) received any remuneration or benefits from the charity during the year.
During the year 4 council members (2024: 2) were reimbursed expenses totalling £1,927 (2024: £2,485) in respect of stationery, materials for performances, admin, bar purchases and maintenance costs. No council member received any payment for professional or other services supplied to the charity (2024: Nil).
Included above is deferred income totalling £3,885 (2024: £6,798), which relates to ticket sales received for post year end shows, and advertising income for the following year. £6,798 was released during the year in respect of deferred income brought forward from last year.
The restricted funds of the charity comprise the unexpended balances of donations and grants held on trust subject to specific conditions by donors as to how they may be used.
The property redevelopment fund relates to restricted funding received for the refurbishment and redevelopment of the Wilson Street and Washington Street properties, and is being depreciated over the expected useful lives of the assets. The transfers from the property development fund to general funds relate to restricted funding spent on capital additions in the year.
The rising stars fund (previously theatre royal youth) is funds received for this activity.
The RWM grant relates to funding received for specific expenditure, of which £5,000 was spent last year and the remaining £5,000 was spent this year.
The unrestricted funds of the charity comprise the unexpended balances of donations and grants which are not subject to specific conditions by donors and grantors as to how they may be used. These include designated funds which have been set aside out of unrestricted funds by the trustees for specific purposes.
The heating system/photovoltaic cells fund relates to the replacement of the heating system and installation of photovoltaic cells on the roof. As the grant conditions have been met, the balance has been transferred to a designated fund and the annual depreciation charge is put through this fund.
The charity received income totalling £3,724 (2024: £3,515) from Happy Thoughts Drama Company, which is run by two of the council members, Ms M Hardy-Sims and Mr S Ashton. This related to hire of the auditorium and store rooms, as well as ticket sale fees. There was £775 (2024: 312) owed to the charity at the year end. The charity also received £1,690 in ticket sale income, and paid out an equivalent amount in expenses, for a show put on by this company.
There were no other disclosable related party transactions during the year (2024 - none), apart from expenses reimbursed to council members detailed in note 12.