2020-12-31-accounts

Trustees’ Annual Report for the period

From 01/01/2020 Period start date To 31/12/2020 Period end date

Charity name: Tiverton Community Arts Theatre (TCAT)

Charity registration number: 1155000

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	To create a Theatre Venue for the community that is accessible and affordable to all. Assist the advancement and promotion of high quality art, music and drama in the Tiverton and Mid- Devon area.
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	TCAT has continued to promote and stage a wide variety events at the auditorium at Tiverton High School. During the identified period – events were obviously severely affected by COVID-19. The venue closed on 16thMarch 2020 and did not reopen for the rest of the financial year. In the early months of 2020 were able to host a children’s play, live music event and a family pantomime.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	On appointment each Trustee is issued with guidelines of what is expected of them and how they should ensure TCAT is run for charitable purposes and for the public benefit. TCAT has public benefit at its heart and Trustees are reminded of this at meetings and via updates from the Chair.

Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	Not applicable
Policy on social investment including program related investment	Para 1.38	Not applicable

Contribution made by volunteers	Para 1.38	TCAT could not function without volunteers. They are principally utilised at events and public performances. They act as stewards to assist audience members, ensuring they are safe during performances. Volunteers conduct roles in ticket sales, bar and refreshments and ticket sales. Volunteers also spend time in support of TCAT in marketing, publicising events and promotion. Despite the closure of the venue we have maintained our team of volunteers for future events.
Other

Achievements and Performance

	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	TCAT has at its heart the local community. Providing a service and facility that otherwise would not be present in the same form in Tiverton and Mid Devon. Since its inception TCAT has welcomed thousands of people attending hundreds of events. TCAT continued during this difficult period to work towards its ultimate goal of building a new theatre and arts facility for the people of Mid Devon. This progressed during the period currently reported on. Meetings were held with our MP, Fundraising Team and experts such as theatre consultants, advisors and project management team.

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	At year end the charity’s bank balance stood at £21,118 Restricted funds currently stood at £74,586. Despite COVID-19 TCAT continued to run satisfactorily and were not affected by potential closures as other venues sadly had been.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	The reserves held are in a restricted fund which has been made up of occasional grants and used to engage professional services such as architects and theatre consultants. These have been utilised in the process of planning for and promoting the new theatre project. A professional fundraiser has been engaged to facilitate and manage the search for capital funding. In addition to this despite our comparatively low running costs we ensure that funds are held within our bank reserves to cover any potential problems. Our Treasurer monitors our finances and these are reviewed regularly by both the Management Committee and Trustees. This ensures that we have 3 to 6 months of running costs in reserve. We are able to do this because of our specific situation within Tiverton High School with low and manageable overheads. In 2021 we are setting up a Finance Committee to provide an extra layer of scrutiny.
Amount of reserves held	Para 1.22	The restricted fund, at the end of this period, stand at £74,586
Reasons for holding zero reserves	Para 1.22	Not applicable
Details of fund materially in deficit	Para 1.24	Not applicable
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	Not applicable

Additional information (optional)

You may choose to include further statements where relevant about:

The charity’s principal sources of funds (including any fundraising)	Para 1.47	TCAT is effectively a functioning public theatre. Its income originates almost exclusively from Ticket Sales, Bar Sales and hiring the theatre space and facilities to a variety of groups and organisations. TCAT has for 10 years comfortably remained solvent and without debt by these means. During the reported period TCAT was able to successfully apply to Mid Devon District Council for Government Grants to assist businesses to remain solvent and provide support for re-opening during the lockdowns.

Investment policy and objectives including any social investment policy adopted	Para 1.46	TCAT does not currently hold any investments and there are no plans to do so. Consequently, TCAT does not currently have an investment policy.
A description of the principal risks facing the charity	Para 1.46	Like any theatre we depend principally on audience attendance to gain revenue. We are fortunate that our overheads are low. We pay hire fees to Tiverton High School (THS) who own the building but these are modest and manageable, allowing us to operate with a minimal level of operational reserves. Our model of operation means we only book events that we can afford to promote and stage. Experience has shown us how to manage this effectively. Occasional losses are made where performer fees charged by artists is not covered by ticket and bar sales. These are few and far between and are compensated by other more profitable events. A small group of now experienced theatre programmers within TCAT examine potential events, assess their profitability and make effective decisions to ensure any financial risk is minimised. COVID-19 presented unprecedented difficulties for TCAT and enforced our closure for much of 2020. Due to the reasons above, notably our special relationship with THS we were able to survive comfortably during the lockdown periods.
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Adopted Constitution
How is the charity constituted? (e.g unincorporated association, CIO)	Para 1.25	Charitable Incorporated Organisation
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	TCAT’s constitution sets out in detail how Trustees are appointed, their terms of service and the terms of their appointment. These appointments come exclusively from TCAT itself. Individuals are invited to become Trustees and are interviewed and assessed by the current Trustees. TCAT does not engage with any outside body to appoint Trustees to the TCAT governing body. Although our Trustee Body includes local councillors and professional people from the community.

Additional information (optional) You may choose to include further statements	Additional information (optional) You may choose to include further statements	where relevant about:
Policies and procedures adopted for the induction and training of trustees	Para 1.51	On appointment Trustees are issued with a copy of our Constitution which sets out our objectives, goals and guidelines in line with the Charity Commission. A copy of our accounts and access to Charity Commission ‘new Trustee welcome pack’ is also supplied.
The charity’s organisational structure and any wider network with which the charity works	Para 1.51	TCAT consists of currently 8 Trustees. This includes two new Trustees appointed during this current year. TCAT also has a management committee which takes decisions on the day to day running of the organisation. The make-up of the management committee consists of a mixture of Trustees and Volunteers. TCAT does not belong to any wider organisation or network. The management committee discusses the day to day running of the theatre, promotion and marketing of events, and the programme of events. Where matters arise regarding the spending of large sums on equipment (e.g. sound and lighting etc) these are referred to the Trustee body. Spending on smaller items are delegated to the management committee. The programme of events is also managed by the Management Committee. Trustees are advised of the programme of events. Major decisions on the New Theatre project are taken by the Trustees following consideration by the Management Committee.

		This two tiered level of management enables decisions to be monitored and assessed to ensure they are in line with goals and objectives as set out in the constitution registered with the Charity Commission.
Relationship with any related parties	Para 1.51	Not applicable
Other

Reference and Administrative details

Charity name	Tiverton Community Arts Theatre
Other name the charity uses	TCAT
Registered charity number	1155000
Charity’s principal address	Tiverton Community Arts Theatre, Tiverton High School Campus, Bolham Road, Tiverton, Devon EX16 6SQ

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (if any)
	Jon Sowden		13thDecember 2013
	Sue North		13thDecember 2013
	PollyColthorpe		13thDecember 2013
	Julian Morgan		13thDecember 2013
	Rick Barfoot		13thDecember 2013
	Colin Slade		1stMarch 2015
	Grant Squire		25thNovember 2019
	VerityAldridge		5thJanuary2020

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity	Not applicable
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects	Not applicable
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets	Not applicable

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Not applicable

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date	J Sowden
	Jon SOWDEN
	Chair
	261021
	261021

TCAT - events

Year ended 31 December 2020

		INCOME			EXPENSES							PROFIT/
		Hall hire	Tickets	Bar								(LOSS)
				Takings	stock	sundries		Acts	Hall Hire	Tech	PRS
			Ticket					Fees		Fees
			Source
Young Farmers	27-Jan hall	768.00			0.00		0.00					768.00
Max & Ivan	01-Feb comedy			363.46	116.31	40.00	207.15		57.60			149.55
Devon Natrual History	18-Feb hall	50.00		224.72	71.91		152.81		38.40	30.00		134.41
Mimi & the dragon	21-Feb drama		921.87	23.00	7.36		15.64	840.00	38.40			59.11
Dire Street	07-Mar tribute		2200.77	470.75	150.64	20.00	300.11	1665.34	67.20	422.40	124.93	221.01
Arabella weir	14-Mar comedy			452.61	144.84		307.77		57.60			250.17
festival players	28-Jun drama				0.00		0.00	200.00				-200.00	set against 2021 event
Total		818.00	3122.64	1534.54	491.05	60.00	983.49	2705.34	259.20	452.40	124.93	1382.26
													1382.26

TIVERTON COMMUNITY ARTS THEATRE ACCOUNTS YEAR ENDED 31 DECEMBER 2020

	2020		2019
	Unrestricted	Restricted	Unrestricted	Restricted
	Funds	Funds	Funds	Funds
	£	£	£	£
Income
Donations			122	100,000
Box office Income	3,123		18,330
Bar Takings	1,534		9,573
Theatre Hire	818		2,494
Interest		69		123
Coivd grant	10,934
	16,409	69	30,519	100,123
Expenses
Cost of sales -
Performers Fees	2,705		15,530
School Hall Hire	259		2,270
Technicians and Staging	452		1,254
Bar Purchases	555		4,200
PRS	125		871
	4,096		24,125
Marketing	534		2,182
Management Fee		9,549	0	16,240
Staging repairs & consumables	149		221
Insurance	560		560
License & PRS	852		777
Sundries			20
Donations - new theatre			1,183
foyer lights			1,500
Mobile	10		0
Card machine			35
	6,201	9,549	30,602	16,240
Net surplus/(deficit)	10,208	-9,480	-83	83,883
Bank at beginning of year	10,910	84066	10,993	183
Bank at end of year	21,118	74,586	10,910	84,066