## **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
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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)**| |---|---|---|---|---| ||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.**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.| |---|---| |**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**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 re*1p15a￿ pa￿￿nts 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 ion*1 Detai15 Cost loption*ll B4 Ass•ts r•tain•d f¢r th• charitys own us• Fund to %Yhich Telatss unt due Ylhen due ior*l 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