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2022-04-05-accounts

Trustees' Annual Report for the period

Period start date Period end date Day Month Year Day Month Year From 06 April 2021 To 05 April 2022

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

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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 (ifany)
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

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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

How the charity is constituted Charitable Incorporated Organisation (eg. trust, association, company)

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

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 a performing company Tarte Noire - a women only company of fifteen 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 with ongoing collaborations with Students and Refugees Together (START); Torbay Youth Trust and Plymouth University.

Section C Objectives and activities

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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.

Playback Theatre advanced social inclusion and promoted equality and diversity through project work and public performances. Playback Theatre is a participatory improvisational theatre form that is designed to strengthen communities , build resilience and enable 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 2021-22 The Covid-19 pandemic continued to affect all project work and public performances. The last lockdown ended on 12 April 2021 and our activities started up slowly and carefully on a trial basis to establish whether people were comfortable with social contact and under what conditions. Our specialist performance company Tarte Noire began rehearsals in April 2021; the refugee women’s group in Plymouth began in June 2021; however young carers respite weekends were postponed twice due to staff illness with Covid. Summary of the main activities undertaken for the Playback Theatre South West achieved the aim of maintaining a robust public benefit in relation to performance company through Covid lockdowns. We were ready to deliver these objects (include within Playback Theatre performances and activities as soon as community groups we this section the statutory are involved with were ready to test the waters of regaining social connections. declaration that trustees have had regard to the guidance Playback Theatre South West was able to respond to social and wellbeing needs issued by the Charity in the communities we are connected to by employing social distancing, testing Commission on public and hygiene measures and consulting group members and participants to benefit) establish what people needed in order to be safe and feel comfortable meeting face to face again. We were able to pick up the training and development of a new performing company in September 2021. We supported Clinical Psychology undergraduates at Plymouth University to reflect on their training at the end of their course. An Introduction to Playback Theatre workshop was delivered to a group of people in Brighton who are recovering from addiction and homelessness. A successful Crowdfunder campaign raised funds for project work with Young Carers in Torbay. We received a grant to continue project work with Refugee and Asylum-seeking women in Plymouth. A grant from Fred Mulder Foundation supported projects and performance company development. 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.

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Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

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Section D Achievements and performance

Summary of the main achievements of the charity during the year

Supporting refugees and asylum-seekers

PTSW started activities with women in Plymouth in collaboration with START in June 2021. The group was set up in a spacious hall and the number of women who could attend was limited to 12. Social distancing measures meant that the women felt safe to attend and our facilitators adapted their usual methods of building connection to socially distanced activities. Limiting the numbers had an impact on the inclusive nature of our groups and there were many women from past groups who weren’t invited to attend. However, it was a way of testing the water and seeing whether these women wanted to attend the group again.

The women who attended shared their experiences of being ill with Covid and how they supported each other including help with food and childcare. The group sessions provided a place where these women could relieve themselves of many difficult feelings induced by being even more isolated.

In October the group was able to open to all who wanted to come, and we heard that many women were upset by not being invited to the trial group in June. The inclusive nature of our groups helps women to have place where they feel they belong. Before lockdown the group numbers were often close to 40 women. By April 2022 the numbers have built from the restricted 12 attendees to 30 women and their children.

We were able to do a live performance at International Women’s Day in Plymouth in March 2022. We worked in collaboration with Racial Equality Council and many different groups of women including women from the refugee and asylum-seeking community attended. Women shared their stories and sang songs from their countries. They shared together how it had been in lockdown – how they struggled and told their stories about being isolated. Supporting local people and people in Ukraine Tarte Noire supported people locally by offering occasional performances to family and friends while Covid 19 was coming and going in the community. it was important for the community to come together after so long and it was uplifting to share stories from their lives. In March 2022 Tarte Noire gave a first public performance since 2020. The event was in solidarity with people in Ukraine and to raise funds to send to a Ukrainian Playback Theatre organisation who could distribute funds to people in their community. This local performance was attended by 50 people, and we raised £300. Supporting young carers

We had to cancel 2 respite weekends for young carers planned for February and April 2022 due to staff being ill with Covid 19. Young carers have vulnerable family members at home so the risk of infection meant it couldn’t take place. It felt difficult to cancel as we knew that young carers had become further isolated during lockdowns and in need of relief.

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Section D Achievements and performance

Funds for three respite weekends were raised by a successful Crowdfunder campaign with members of the public donating and Torbay Council match funding and a further grant by the Norman Family Trust. These weekends will take place in 2022 and 2023.

Short term projects

Tarte Noire supported Clinical Psychology undergraduates at Plymouth University to reflect on their training through Playback Theatre. It was the end of their course which had taken place during the pandemic. The students met for the first time at our performance, and it was important for them to share their experiences in person.

The UK School of Playback Theatre invited our directors to offer an Introduction to Playback Theatre over 2 days in Brighton for a group of people recovering from addiction and homelessness. The group were very receptive and enjoyed themselves and were able to incorporate this new theatre methodology into their theatre productions. It was a deeply therapeutic experience for everyone involved.

The year has ended with a positive uptake for our projects, and we have secured necessary funds for project work and supporting people in communities to carry on.

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Section E Financial review

Brief statement of the PTSW aims to maintain a cash reserve in our bank account of at least £8000 as charity’s policy on reserves 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)

Youmay chooseto include
additional information, where
relevant about:
•
the charity’s principal
sources of funds (including
any fundraising);
•
how expenditure has
supported the key objectives
of the charity;
•
investment policy and
objectives including any
ethical investment policy
adopted.		 Principal sources of funds came from grants from Fred Mulder Foundation; Big
Lottery and Norman Family Trust; donations and membership fees.
Our main project runs from October to October so some of the project
expenditure falls into the next financial year.
Training and development activity is a secondary benefit but essential to
meeting the Charity Objectives in order to maintain high standards of good
practice amongst practitioners delivering performance and project work we
• 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 lives of people we work 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

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Signature(s)
Full name(s)
Position (eg Secretary, Chair,
etc)
Date
FRANCIS JOHN PORTER

Trustee
3 February 2023
3 February 2023

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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		 06.04.2021 To 05.04.2022
Section A Receipts and payments
A1 Receipts Unrestricted
funds
to the nearest £
36,500
3,666
2,910
-
11,550
4,920
-
-		 Restricted
funds
to the nearest £
-
-
-
-
-
-
-
-		 Endowment
funds
to the nearest £
-
-
-
-
-
-
-
-		 Total funds
to the nearest £
36,500
3,666
2,910
-
11,550
4,920
-
-
59,546
-
-
-
59,546
2,071
327
13,000
4,225
8,550
10,023
60
2,248
529
374
320
103
-
41,829
-
-
-
41,829		 Last year
to the nearest £
Grants 36,500 - - 36,500 -
Short Term Projects 3,666 - - 3,666 -
Training 2,910 - - 2,910 75
Ticket Sales - - - - -
Donations 11,550 - - 11,550 250
MembershipFees 4,920 - - 4,920 2,175
- - - - -
- - - - -
Sub total(Gross income for
AR)
59,546		 - - 59,546 2,500
-
-
-		 -
-
-		 -
-
-
A2 Asset and investment sales,
(see table).
-
- -
Sub total - -
Total receipts
A3 Payments
59,546 - - 59,546 2,500
2,071
327
13,000
4,225
8,550
10,023
60
2,248
529
374
320
103
-
41,829
-
-		 -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-		 -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-

Travel		 2,071 456
Subsistence/Refreshments 327 113
Artistic Director
Facilitation/Performance Fees		 13,000 13,169
4,225 -
Artist Fees 8,550 -
Administration/Project Management 10,023 6,412
Publicity 60 40
Room Hire/Rent 2,248 1,723
Insurance 529 507
Professional Fees & Memberships 374 300
Supervision & Training 320 359
General Office Costs 103 43
- -
**Sub total ** 41,829 23,122
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		 41,829
17,717
-
21,379
39,096		 -
-
-
-
-		 -
-
-
-
-
23,122
17,717 - - 17,717 - 20,622
- - - - -
21,379 - - 21,379 42,001
39,096 - - 39,096 21,379

CCXX R1 accounts (SS)

02/02/2023

1

Section B Statement of assets and liabilities at the end of the period

Categories
Signed by one or two trustees on
behalf of all the trustees
B1 Cash funds
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B5 Liabilities
B3 Investment assets		 Signature
Details
Details
Bank Account
Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
Details		 Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
21,379
-
-
-
-
-
21,379
-
Agreement Error
OK
Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
-
-
-
-
-
-
-
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
-
-
-
-
-
-
-
-
-
Fund to which
liability relates
Amount due
(optional)
-
-
-
-
-
Print Name
Francis Porter		 Restricted
funds
to nearest £
-
-
-		 Restricted
funds
to nearest £
-
-
-		 Endowment
funds
to nearest £
- -
- -
- -
- -
OK OK
Endowment
funds
to nearest £
-
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of
approval
Francis Porter 03/02/2023

CCXX R2 accoun( stSS)

02/02/2023

2

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report R•port to tho trusto681 members of Chaiily Name Fyaybxk Theatre S￿th Wesl On accounts for the year ended 5 April 2022 Charlty no (If any) 8•t out on pages 1 & 2 of the Receipts arKI Pa￿ents Accounts {rem&nber lo indude the page numbets ol adttblional sheelsl I reF)Ort to the trustees on my examinatlon of the accounts of the abov8 eharlty (Ihe Trusf) for the year ended 0510412022. Re8pon8lbllltle8 and As the charity trustees of th8 Trust. you are reswjnslble for the preparatlon bas18 of report of the accounts kn acryxdance with tha requirements of tha Charitles Act 2011 ('the Acr). I report Sn respect of my examinatlon of the Trust's accounts carrled out under sectlon 145 of the 2011 A￿ and in Carrylng out my examlnation, I have followed the appllcable Dlrectlons glven by the Charfty Commlsslon under section 145(5Xb) of the A( I have completed my examinatlon. I confimi that no materlal matters have come to my attention (olher than Ihat dlsdosed below ") In connectlon wlth the examinatlon whlch gives me cause to believe that In, any material Independent oxamln•fs statement accounilng records were not kept in accordance wrth section 130 of the Act or the acc￿Unts do not accord wlih the aC￿untIng records I have no concems and have ¢(xne atxoss no other matters In connection with the examination to whtch attentlon should be drawn In order to enable proper Ur￿erStsnding of the accounts to be reached. ' Please delete the wLYds in the lyackels rfthey do not apply. Slgn•d: 021011 Name: Melanie Alday Relevant wofosslonal quallfication{8) or body Ilf any): MAAT Address: 2 Bridge Fam Offices Harberton Totnes. Devon. Ta9 7PP IER Ortobgr 2018

Section B Disclosure Only ￿mplete if the examiner needs to high1￿ht matters of concern (see CC32, 1ThI8pendent examination of Charity acrx)unts.' directions and guidance for examiners). GI￿ here brlef detalls of any Ilems that the examlngr wlshes to dlsclose. IER October 2018