## **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**
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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||
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## **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**|