## **Trustees’ Annual Report for the period** **From 01 July 2021 To 30 June 2022** **Charity name: Cheltenham Festival of Performing Arts (hereinafter CFPA)** ## **Charity registration number: 1157550** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|To advance the education of the public in
the Arts, and in particular the Arts of Music,
Speech and Drama, and Dance in all their
branches.| |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|-
To hold or promote annual competitive
Festivals.
-
To present and promote public
performances, concerts and recitals.
-
To affiliate to The British and
International Federation of Festivals and to
further the charitable objects of the said
Federation.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The trustees of CFPA have had regard to
the guidance issued by the Charity
Commission on public benefit and this
informs the decision-making of the trustees
in determining policies and implementing
procedures.| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|No statement is made on this subject| |Policy on social investment
including program related
investment|Para 1.38|No statement is made on this subject| |Contribution made by
volunteers|Para 1.38|The trustees recognise the huge
contribution made to the running of CFPA
by volunteers. All the trustees are
themselves volunteers. All committee
members of the three sections: Dance,
Music, Speech & Drama are volunteers.
The annual concerts and the Festival itself
rely exclusively on the services of nearly| |||one hundred volunteer stewards who
welcome visitors, direct and safeguard
competitors, assist adjudicators and
prepare cups, trophies, certificates, etc. for
the contestants.
Recognition of the services of volunteers is
given at the Annual General Meeting as
well as at planning and social events when
volunteers are publicly thanked for their
efforts.| |---|---|---| |Other||No statement is made on this subject| ## **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|The main activity of the charity is to stage
an annual festival of performing arts. The
Festival usually runs for 10 continuous
days in Cheltenham Town Hall.
Approximately 3500 performers, mainly
children, compete in more than 340 dance,
music, and speech and drama classes.
Most of the performances are competitive
in nature and are judged by professional
adjudicators. These are highly regarded
national and international artists selected
each year by the Festival Committee from
the list of adjudicators published annually
by the British & International Federation of
Festivals, with whom the Cheltenham
Festival of Performing Arts is an affiliated
member.
The majority of performances are either
solo, duet, or small group activities (e.g.
dance, music or verse speaking).
However, school choirs and orchestras,
dance schools, and adult choirs from many
parts of the UK also take part.
The other significant activity that takes
place annually is the Nutland Award for
Festival Young Musician. Founded in
1995 this award is in memory of Keith
Nutland, a former President of the
Festival. Young musicians are invited
to give a recital in front of a panel of
judges and an audience. The winner
receives a cheque for £1000 to help
with future musical training.| **Additional information (optional)** ## You may choose to include further statements where relevant about: |Achievements against
objectives set|Para 1.41|The two main events described above meet
the charity’s objectives by being:
- open to performers of all ages
- conducted with due regard to the
safety and wellbeing of performers
and spectators alike
-non-profit-making| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|The charity is non-profit-making. The entry
fees and admission charges are set with
the intention of maintaining a level balance
over time between income and
expenditure.| |Investment performance
against objectives|Para 1.41|The charity invests funds in risk-free bank
accounts so as to safeguard its financial
reserves.| |Other||No statement is made on this subject| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|Despite making a small financial loss
during the year, the charity’s financial
position is deemed to be reasonably
healthy.| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|The charity aims to hold reserves sufficient
to meet the running costs for two years in
succession, should income be nil.| |Amount of reserves held|Para 1.22|£117,000| |Reasons for holding zero
reserves|Para 1.22|No statement is made on this subject| |Details of fund materially in
deficit|Para 1.24|No statement is made on this subject| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|The charity currently relies on a Community
Grant of £20,000 annually from
Cheltenham Borough Council. CFPA is
continuing to identify ways to remove
reliance on this funding.| ## **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|Community grant from Cheltenham
Borough Council
Sponsorship from local businesses
Advertising space in programme
Performers’ entrance fees
Audience admission fees| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|See para 1.41above.| |A description of the principal
risks facing the charity|Para 1.46|1) See para 1.23 above.
2) The workload imposed on trustees,
officers, and volunteers by the Child
Performance Licensing process may
induce resignations of key individuals.| |Other||No statement is made on this subject| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|
Para 1.25|The charity’s affairs are governed by its
Constitution (last amended 4thOctober
2017).| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|The charity is a Charitable Incorporated
Organisation with voting members other
than charity trustees.| |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|The members or the charity trustees may
at any time decide to appoint a new charity
trustee, whether in place of a charity
trustee who has retired or been removed in
accordance with clause 16 of the
Constitution (Retirement and removal of
charity trustees), or as an additional charity
trustee, provided that the number of charity
trustees is not fewer than five or more than
nine.
Charity trustees may either be appointed at
the annual general meeting (when one third
of existing trustees must retire), or may be
appointed at any time by the charity
trustees and must then retire at the next
general meeting.
Fourteen clear days’ notice of any general
meeting must be given to all members and
must include details of persons standing for
election or re-election as a trustee.| ## **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|The Hon. Secretary is responsible for
providing new trustees with a copy of the
Constitution, copies of all policies, minutes
of recent meetings, other relevant
documentation, and the contact details of
all trustees and committee members.| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|The organisation is managed by an
Executive Committee consisting of
Chairman, Vice-Chairman, Hon. Secretary
Treasurer and section secretaries for
Dance, Music, and Speech & Drama.
Each of the three sections is managed by a
committee which meets prior to the annual
Festival to carry out detailed planning.| |Relationship with any
related parties|Para 1.51|The Cheltenham Festival of Performing
Arts is affiliated to the British & International
Federation of Festivals, Cheltenham Arts
Council, and is also a member of the
Cheltenham Chamber of Commerce.| |Other||No statement is made on this subject| ## **Reference and Administrative details** |Charity name|The Cheltenham Festival of Performing Arts| |---|---| |Other name the charity uses|==| |Registered charitynumber|1157550| |Charity’s principal address|17 Walnut Close, Cheltenham, Gloucestershire GL52 3AF| ||| ## **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
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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)**| |---|---|---|---|---| ||Garth Barnes|Chairman||| ||Janice Keen|Vice-Chairman||| ||Brian Harding|Hon. Secretary||| ||Allan Gillespie|Treasurer||| ||Carol McDowall|Dance Secretary||| ||David Terry|Music Secretary||| ||Rebecca Vines|Speech & Drama
Secretary||| ||Fiona Crouch|Development Officer|From 16thMarch 2022|Executive Committee| ||Duncan Hooper||From 16thMarch 2022|Executive Committee| ||==|||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – Corporate trustees names of the directors at the date the report was approved > **Director name** == Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| ||**==**|| |||| |||| |||| |||| |||| ## **Funds held as custodian trustees on behalf of others** |Description of the assets
held in this capacity
--
Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects
--
Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own
assets
--
**Additional information (optional)**
**Names and addresses of advisers (Optional information)**
**Type of**
**adviser**
**Name**
**Address**|Description of the assets
held in this capacity
--
Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects
--
Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own
assets
--
**Additional information (optional)**
**Names and addresses of advisers (Optional information)**
**Type of**
**adviser**
**Name**
**Address**|Description of the assets
held in this capacity
--
Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects
--
Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own
assets
--
**Additional information (optional)**
**Names and addresses of advisers (Optional information)**
**Type of**
**adviser**
**Name**
**Address**| |---|---|---| ||--|| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |--||| ## **Names and addresses of advisers (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details **None** ## **Other optional information** **None** ## **Declarations** **Signature(s)** Brian Harding **Full name(s)** Brian Harding **Position (eg Secretary,** Hon. Secretary **Chair, etc) Date** 7th April 2023 **CHELTENHAM FESTIVAL OF PERFORMING ARTS INCOME & EXPENDITURE ACCOUNT YEAR ENDED 30th JUNE 2022** |**Notes**
**INCOME**
Box Office
**1**
Events
Competitorss' Entry Fees
Community Grant
Donations
Friends
Gift Aid
Grants & Awards
Interest on Investments
Sponsorship
Programme Sales
Gift & Other Sales
Misc
**GROSS INCOME**
Accountancy
Adjudicators Expenses
Adjudicators Fees
Admin Assistant
Advertising & Publicity
Banners
Comptetition Trophies
School Transport Assistance
Federation of Festivals
Hire of Halls*
**2**
Hire of Equipment
**3**
Insurance
Encore PR (various)
Miscellaneous
Postage & Telephone
Printing of Programmes
Printing of Syllabus
Secretaries' Honoraria
Sheet Music Purchases
Stationery & Printing
Subscriptions
Website
B Roberts Award
Valerie Walsh Award
K Nutland Award
Corporation Tax
**SURPLUS/(DEFICIT) FOR THE YEAR**
Advertising
**EXPENDITURE**|**2022**
**£**
275
9,917
14,012
20,000
5,425
1,431
513
1,150
1,763
105
394
**54,985**
300
5,115
7,678
48
3,150
397
36,552
1,021
290
1,444
13
2,347
687
62
600
100
1,000
60,804
**(£5,819)**|**2021**
**£**| |---|---|---| |||7,078
20,000
5,071
1,543
680
1,526
33
406| |||| |||**36,337**| |||| |||300
3,214
4,209
342
2,842
534
23,175
977
290
5,533
227
65
810
100
290| |||| |||42,908| |||| ||**(£5,819)**|**(£6,571)**| **CHELTENHAM FESTIVAL OF PERFORMING ARTS BALANCE SHEET 30th JUNE 2022** |**Notes**
**CURRENT ASSETS**
Debtors
4
Bank Current Account
5
Bank Deposit/Savings Accounts
6
Investment Accounts
7
**CURRENT LIABILITIES**
Creditors
8
**NET ASSETS**
**Represented by:**
**FESTIVAL FUND**
At 1st July 2021
(Deficit)for the year
At 30th June 2022|**2022**
**£**
20,430
31,474
3,406
80,930
136,240
19,040
**£117,200**
123,019
(5,819)
**£117,200**|**2021**
**£**| |---|---|---| |||176
45,660
3,406
80,418| |||| |||129,660| |||| |||6,641| |||| |||**£123,019**| |||| |||129,590| |||| |||(6,571)| |||| ||**£117,200**|**£123,019**| **Independent examiner's report to the trustees of Cheltenham Festival of Performing Arts** I report on the accounts of the Trust for the year ended 30th June 2022 which are set out on the pages attached. ## Respective responsibilities of Trustees and Examiner The Charity's Trustees are responsible for the preparation of the accounts. The Charity's Trustees consider that an audit is not required for this year under Section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to: - Examine the accounts under Section 145 of the 2011 Act - To follow the procedures laid down in the general directions given by the Charity Commission under section 145 (5)(b) of the 2011 Act. - To state whether matters have come to my attention. ## Basis of Independent Examiner's Report My examination was carried out in accordance with general directions given by the Charity Commission. An examination includes a review of the accounting records maintained by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as Trustees concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a "true and fair view" and the report is limited to those matters set out in the statement below. ## Independent Examiner's Statement In connection with my examination no matter has come to my attention which gives me reasonable cause to believe that in any material respect the requirements: - To keep records in accordance with section 130 of the2011 Act and - To prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met ## Matthew A Bennett Fellow Member of the Association of Accounting Technicians 43 Ryeworth Road, Cheltenham, GL52 6LG 7th November 2022 **CHELTENHAM FESTIVAL OF PERFORMING ARTS NOTES TO THE ACCOUNTS YEAR ENDED 30th JUNE 2022** ## **1. Box Office** Box office income is included Gross for the year.Commission and Card Fees are included in Hire of Halls ## **2. Hire of Halls** Includes full Hire Cost of Town Hall (£35,100) plus Commision on Ticket Sales & Card Fees ## **3. Hire of Equipment** Hire of Equipment includes Piano Tuning and Dance Floor |**4. Debtors**
Includes provision for Community Grant of £20,000
**5. Bank Current Accounts**
Barclays Current Account
Barclays Entries Account
**6. Bank Deposit/Savings Accounts**
Barclays Business Saver Account
Barclays Saver Account-Cup Contingency
Barclays Saver Account-Computer Contingency
Barclays Saver Account-Workshop Contingency
United Charity 100 day notice account
Virgin Money Charity Deposit Account
**7. Investment Accounts**
National Savings Account
National Savings Account re Barbara Roberts
United Trust Bank Charity 1 year Bond|**2022**
**£**
14,055
17,419
31,474
145
730
1,692
839
3,406
16,385
13,158
51,387
80,930|**2021**
**£**| |---|---|---| |||42,628
3,032| |||| |||45,660| |||| |||145
730
1,692
839| |||| |||3,406| |||| |||16,383
13,157
50,878| |||| ||80,930|80,418| ## **8. Creditors** Includes outstanding Town Hall Charges of £18,654 ## **Independent examiner's report to the trustees of Cheltenham Festival of Performing Arts** **I report on the accounts of the Trust for the year ended 30th June 2022 which are set out on the pages attached.** ## **Respective responsibilities of Trustees and Examiner** The Charity's Trustees are responsible for the preparation of the accounts. The Charity's Trustees consider that an audit is not required for this year under Section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to: - Examine the accounts under Section 145 of the 2011 Act • To follow the procedures laid down in the general directions given by the Charity Commission under section 145 (5)(b) of the 2011 Act. - To state whether matters have come to my attention. ## **Basis of Independent Examiner's Report** My examination was carried out in accordance with general directions given by the Charity Commission. An examination includes a review of the accounting records maintained by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as Trustees concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a "true and fair view" and the report is limited to those matters set out in the statement below. ## **Independent Examiner's Statement** In connection with my examination no matter has come to my attention which gives me reasonable cause to believe that in any material respect the requirements: - To keep records in accordance with section 130 of the2011 Act and • To prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met ## **Matthew A Bennett Fellow Member of the Association of Accounting Technicians 43 Ryeworth Road, Cheltenham, GL52 6LG 7th November 202** 1