Trustees' Annual Report for the period
Period start date Period end date Day Month Year Day Month Year From 06 April 2020 To 05 April 2021
Section A Reference and administration details
Charity name Other names charity is known by Registered charity number (if any) 1161665
Playback Theatre South West
Charity's principal address 13 Blue Ball Flats The Grove Totnes, Devon Postcode TQ9 5ED
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) |
|---|---|---|---|---|
| Arnet Donkin | ||||
| Francis Porter | ||||
| Jet Kamphuis | ||||
| Jill Lewis | ||||
| Katies Chaplin | ||||
| Steve Hennessy | ||||
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
March 2012
TAR
1
Names and addresses of advisers (Optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document Constitution
- (eg. trust deed, constitution)
How the charity is constituted Charitable Incorporated Organisation (eg. trust, association, company)
Trustee selection methods Appointed by Trustees (eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
-
policies and procedures adopted for the induction and training of trustees;
-
the charity’s organisational structure and any wider network with which the charity works;
-
relationship with any related parties;
-
trustees’ consideration of major risks and the system and procedures to manage them.
Playback Theatre South West (PTSW) is governed by a board of six trustees. Two freelance artistic directors are engaged to run the day to day business of the charity. PTSW deliver projects through two performing companies; Mirror Mirror - a company of six freelance performers and Tarte Noire - a women only company of fourteen members. Trustees have reviewed the following policies and procedures:
Financial management Safeguarding Equality and Diversity Training and Development Risk Assessment Complaints Procedure Managing Volunteers
PTSW is associated with the School of Playback Theatre UK (SPTUK), which is affiliated with the Centre for Playback Theatre in New York. PTSW is a member of the International Playback Theatre Network (IPTN). PTSW is a local and independent organisation with wider links to Europe and beyond. It works in collaboration with statutory and third sector organisations, universities and other charities – Students and Refugees Together (START), Torbay Youth Trust,, British Psychological Society and Plymouth University
Section C Objectives and activities
March 2012
TAR
2
Summary of the objects of the charity set out in its governing document
1. Promote equality and diversity by undertaking activities to foster understanding between people from diverse backgrounds.
2. Promote social inclusion by supporting those at risk of becoming socially excluded, relieving the needs of those people who are socially excluded and assisting them in integrating into society.
| 1.Promoteequality and diversityby undertaking activities to foster understanding between people from diverse backgrounds. 2.Promotesocial inclusionby supporting those at risk of becoming socially excluded, relieving the needs of those people who are socially excluded and assisting them in integrating into society. |
|
|---|---|
| Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit) |
Playback Theatre advancedsocial inclusionandpromoted equality and diversity throughproject work and public performances. Playback Theatre is a participatory improvisational theatre form that is designed tostrengthen communities,build resilienceandenable positive change. Playback Theatre South West engages marginalised and minority groups. We provide the opportunity and environment for people to share their enlightening stories, ideas, emotions and experiences through the medium of Playback Theatre. Two groups deliver performances. Mirror Mirror works with all genders and all ages; Tarte Noire works with women of all ages and backgrounds. In 2020-21 Due to Covid-19 pandemic all project work and public performances were cancelled from March 2020. Playback Theatre South West’s priority was to be ready to respond to social and wellbeing needs in the communities with whom we are connected as soon as Covid 19 restrictions allowed. Therefore, it was essential to maintain a robust performance company to be ready to deliver Playback Theatre performances as soon as possible. PTSW managed to keep a practitioner company (Tarte Noire) supported throughout three lockdowns by meeting on zoom and outdoors in accordance with government guidance. Project funding was repurposed to cover the costs of maintaining a performance company. Events and training that could be adapted to be delivered online were rearranged which included performances for clinical psychologist and for women refugees on International Women’s Day. Covid lockdowns March 23 – June 23 first lockdown November 5 – December 2 second lockdown January 6 – April 12 2021 third lockdown The main activities of the charity are overseen and approved by the Trustees to ensure they are in accordance with the declaration issued by the Charity Commission on public benefit. |
Additional details of objectives and activities (Optional information)
March 2012
TAR
3
You may choose to include further statements, where relevant, about:
-
policy on grantmaking;
-
policy programme related investment;
-
contribution made by volunteers.
Section D Achievements and performance
March 2012
TAR
4
Section D Achievements and performance
Summary of the main achievements of the charity Playback Theatre South West managed to maintain a performance during the year company throughout three lockdowns by meeting on zoom and in outdoor spaces. It was agreed that funding for projects could be repurposed to support Tarte Noire Women’s Playback Theatre company in the practise of Playback Theatre and we were able to monitor how the pandemic was affecting people throughout lockdowns and changing social restrictions. PTSW remained in touch with partner organisations throughout the pandemic to evaluate what the needs of people in communities we support were, what our partner organisations were doing to meet those needs and what we could do to support these communities. We offered a weekly half hour check in on zoom with refugee women which didn’t happen – we weren’t able to offer a space for women to share their stories and feelings as confidentiality on zoom can’t be guaranteed – eg. who might be in the background and who might overhear what women are speaking about? Similarly, we couldn’t offer a space for sharing stories and feelings on zoom with young carers and ensure emotional and online safety. PTSW were extremely unhappy to be cancelling follow up work with young carers and it was very difficult to hear about the isolation refugee women were experiencing and the increase in domestic violence and unable to reach them. PTSW stayed abreast of changing restrictions and guidelines due to the Covid 19 pandemic and assessed each planned event in the hope it could happen. A great number of events had to be cancelled and some events were able to be delivered online. PTSW adapted Playback Theatre for online performances with appropriate training in using Zoom for online performances. Tarte Noire gave online performances for a group of Psychologists responding to the climate emergency in preparation for COP26 and for women asylum seekers and refugee on International Women’s Day. Our Artistic Directors gave and online talk about PTSW’s work with Asylum Seekers and refugee women to raise awareness of the issues this community faces and to raise funds. Continuing Professional Development in person training was postponed however one of our Artistic Directors took part in online CPD training with Jonathan Fox which added a new tool to use online for the work of PTSW. Supervision was carried out online. Cancelled Events • Performances for local community – 15 cancelled • Project sessions with refuge women – 30 cancelled • Project sessions with Young Carers – 20 cancelled • Developing a new performance company - 21 evenings and 3 days • Residential training for the UK School of Playback Theatre - 10 days • CPD training in Devon for the UK School of Playback Theatre – 2.5 days • CPD training for Artistic Directors - 5 days
March 2012
TAR
5
Section D Achievements and performance
Much of this year was spent researching funding streams – none were suitable for as our work supports mental health and well-being and grows communities of empathy and understanding – and most funding available was for supporting fundamental needs during the pandemic.
March 2012
TAR
6
Section E Financial review
Brief statement of the charity’s policy on reserves
PTSW aims to maintain a cash reserve in our bank account of at least £8000 as most of the Charity's funding comes from grants. PTSW’s income is vulnerable in particular if grants are not renewed, or new applications are not successful. This cash reserve figure gives Trustees time to take action if the income falls below expectations.
Details of any funds materially in deficit
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
-
The Charity income has exceeded expenditure in 2020-21 where funds received
-
additional information, where relevant about: ahead of expenditure is earmarked for projects in 2021-22. Our main project runs from October to October so some of the project expenditure falls into the
-
• the charity’s principal next financial year.
-
sources of funds (including any fundraising);
-
Principal sources of funds came from repurposed grants from Fred Mulder
-
• how expenditure has Foundation; donations and membership fees. supported the key objectives of the charity;
-
Training and development activity is a secondary benefit but essential to
-
• investment policy and meeting the Charity Objectives. In order to maintain high standards of good objectives including any practice amongst practitioners delivering performance and project work we ethical investment policy adopted. • keep abreast of current social issues and changes in social issues thus having awareness of relevance and being up to date on the issues affecting the people we are working with.
-
deliver continuing professional development ensures the skills of performers to engage with sensitivity and develop new artistic forms to skillfully reflect the issues affecting the people we are working with.
-
share good practice and deliver continuing professional development
Section F Other optional information
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
March 2012
TAR
7
Signature<s) Full name{s) Position (eg Secrolary, Chalr, etc) Francis John Porter Trustèe Dale 0310212022 TAR March 2012
| Playback Theatre South West | Playback Theatre South West | Playback Theatre South West | Playback Theatre South West | Playback Theatre South West | No (if any) | No (if any) | No (if any) | CC16a | |
|---|---|---|---|---|---|---|---|---|---|
| For the period from |
06.04.2020 | To | 05.04.2021 | ||||||
| Section A Receipts and payments | |||||||||
| A1 Receipts | Unrestricted funds to the nearest £ - - 75 - 250 2,175 - - 2,500 - - - 2,500 456 113 13,169 - - 6,412 40 1,723 507 300 359 43 |
Restricted funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - |
Endowment funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - |
Total funds to the nearest £ - - 75 - 250 2,175 - - 2,500 - - - 2,500 456 113 13,169 - - 6,412 40 1,723 507 300 359 43 23,122 - - - |
Last year to the nearest £ |
||||
| Grants | - | 44,300 | |||||||
| Short Term Projects | - | 323 | |||||||
| Training | 75 | 5,658 | |||||||
| Ticket Sales | - | 1,894 | |||||||
| Donations | 250 | 350 | |||||||
| MembershipFees | 2,175 | 6,060 | |||||||
| - | - | ||||||||
| - | - | ||||||||
| Sub total(Gross income for AR) |
2,500 |
58,585 | |||||||
| A2 Asset and investment sales, (see table). |
|||||||||
| - | |||||||||
| - | - | ||||||||
| Sub total | - | - | |||||||
| Total receipts A3 Payments |
|||||||||
| 58,585 | |||||||||
Travel |
456 | - | - | 456 | 4,528 | ||||
| Subsistence/Refreshments | 113 | - | - | 113 | 379 | ||||
| Director Fee | 13,169 | - | - | 13,169 | 9,800 | ||||
| Costumes | - | - | - | - | 81 | ||||
| Artist Fees | - | - | - | - | 15,708 | ||||
| Administration/Project Management | 6,412 | - | - | 6,412 | 30,458 | ||||
| Publicity | 40 | - | - | 40 | 374 | ||||
| Room Hire/Rent | 1,723 | - | - | 1,723 | 2,500 | ||||
| Insurance | 507 | - | - | 507 | 455 | ||||
| Professional Fees & Memberships | 300 | - | - | 300 | 783 | ||||
| Supervision & Training | 359 | - | - | 359 | 3,649 | ||||
| General Office Costs | 43 | - | - | 43 | 141 | ||||
| **Sub total ** | 23,122 | - | - | 23,122 | 68,856 | ||||
| - - - 23,122 - 20,622 - 42,001 21,379 |
- - - - - - - - |
- - - - - - - - |
|||||||
| A4 Asset and investment purchases, (see table) |
|||||||||
| - | |||||||||
| - | |||||||||
| **Sub total ** | - | - | |||||||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
|||||||||
| 23,122 | 68,856 | ||||||||
| - 20,622 | |||||||||
| - 20,622 | - | - | - 20,622 | - 10,271 | |||||
| - | - | - | - | - | |||||
| 42,001 | - | - | 42,001 | 52,272 | |||||
| 21,379 | - | - | 21,379 | 42,001 |
CCXX R1 accounts (SS)
02/02/2022
1
Section B Statement of assets and liabilities at the end of the period Unrestricted funds Restricted funds Endowment funds to nearest£ to nearest£ to nearest £ B1 Cash lund5 Bank Acuunl 21.379 Total ea$h fund$ 21,379 lagreebaLineeswith re1p15a pants aecountls11 Unrestricted funds Restricted funds Endowment funds to nearest t Details to neArest£ to neArest£ Fund to whiBh osset belon Current valu• ionAI Details Cost loptionall 83 Invostmont assots Fund to whieh •¥S•l b•14 Current value ion1 Detai15 Cost loptionll B4 Ass•ts r•tain•d f¢r th• charitys own us• Fund to %Yhich Telatss unt due Ylhen due iorl Details 86 Liabiliti•s Signed by ¢)ne or two ttustees on behalf of all the trustees Date of roval Signature Print Name Francis Porter 0310212022 CCXX R2 8ccounts1S$1 0210212022