## **Trustees' Annual Report for the period**
Period start date Period end date **06 04 2022 05 04 2023 From To**
## 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 **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 (if any)**|
|---|---|---|---|---|
||Francis Porter||||
||Jill Lewis||||
||Jet Kamphuis||||
||Katie Chaplin||||
||Arnet Donkin||||
||Steve Hennessy||||
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**Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
March **2012**
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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
- (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 a performing company; Tarte Noire - a women only company of thirteen 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. Tarte Noire Playback Theatre company delivers all performances. In 2022-23 Playback Theatre South West has seen a powerful resurgence back into our projects and public performances since the Covid pandemic curtailed our activities. Our performance company, Tarte Noire, responded to social and wellbeing needs in communities in Teignbridge, Plymouth, Torbay and South Hams. We supported Ukrainian families and a grassroots community support group set up during the pandemic in Teignbridge. These Playback Theatre events were part of Teignbridge Community Voluntary Services wellbeing in the community initiative. These initiatives are especially needed post pandemic due to the isolation many **Summary of the main** people experienced and an increase in mental health issues. **activities undertaken for the public benefit in relation to** We supported refugee women in Plymouth in partnership with START and a new **these objects (include within** grassroots initiative called She for Her. **this section the statutory declaration that trustees have** We supported young carers in Torbay with a residential respite weekend with **had regard to the guidance** activities centred around hearing the stories of young carers with Playback Theatre. **issued by the Charity Commission on public** We supported Clinical Psychology undergraduates at Plymouth University to reflect **benefit)** on their training at the end of their course and a community environmental project in Plymouth. We gave 10 public performances addressing themes that affect the social and wellbeing needs within local communities. Our Artistic Directors are accredited trainers with the Centre for Playback Theatre. We provided training and development for Dart a new local community theatre company. The UK School of Playback Theatre delivered Level Two training locally in August 2022 and March 2023. Our Artistic Directors delivered Level One residential training in Cambridge. We received a grant to continue project work with Refugee and Asylum-seeking women in Plymouth. A grant from Fred Mulder Foundation supported ongoing community projects and Tarte Noire company development. A donation from Crucible Foundation supported the development and sustainability of the organisation. 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.
March **2012**
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## **Additional details of objectives and activities (Optional information)**
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
March **2012**
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Section D Achievements and performance
Supporting women Refugee and Asylum Seekers - 30 sessions **Summary of the main achievements of the charity** Weekly sessions for 35-40 women and their children who are settling into life in **during the year** Plymouth from Sudan, Syria, South Sudan, Afghanistan, Iraq, Iran, Libya, Bangladesh, China, Nepal, Ethiopia, Eritrea, Azerbaijan and Saudi Arabia. Our sessions create a strong sense of belonging and a safe place to relieve the stresses of everyday life and worries about the families they had to leave behind. A strong, steady community of support has been created. Our partner organisation says our work supports their group members emotionally to integrate their experiences and socially to grow a sense of belonging in their lives to become stronger members of society. This allows START to support with their practical needs more efficiently. A woman with refugee status who has been part of our group for 8 years initiated a project _She for Her_ to raise awareness for women refugees and asylum seekers on their rights in UK relating to domestic abuse. We supported the project by recruiting women to take part, we ran warm-up sessions and invited stories on the theme which Tarte Noire Playback Theatre enacted. Powerful and heart-breaking stories of abuse were shared by women who told their stories which were witnessed by the group. We also worked alongside the IOPC to support women to understand their rights. We will continue to collaborate on this much needed project as it evolves. Supporting Young Carers - Respite Weekends 10 Young Carers aged between 11 and 17 participated in a residential activities weekend in December 2022. It was a hugely successful event for everyone involved. We worked in collaboration with Torbay Youth Trust and Ashburton Cookery School to have Playback Theatre at the heart of the activities where the young people could share their stories and forge strong connections with others in similar often very isolated situations. As a result, two further weekends were planned. Unfortunately, they were cancelled due to internal changes within the young carers support organisation. We remain in touch with this organisation until their circumstances settle. We are making initial contact with young carers organisations in other local areas. Short term projects Supporting Ukrainian families 60 women, men and children attended a performance as part of a community building activities week at a residential centre on Dartmoor in the summer organised by Teignbridge CVS. This event seeded many more opportunities to hear the stories of Ukrainian families living locally. Supporting parents of children with extra needs A small group in Chudleigh, set up during the pandemic to support vulnerable people including parents of children with special educational needs, attended a performance supported by Teignbridge CVS. Supporting community environmental project PTSW gathered the stories and experiences from participants who had been expressing the voice of nature and the earth as a culmination of a project in Plymouth City. Tarte Noire facilitated the end of the graduate course for Clinical Psychologists at Plymouth University. This was the first time the students met in person having
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Section D Achievements and performance
studied online for three years due to Covid.
> Public performances for women only audiences as well as mixed gender audiences in Totnes and Exeter exploring themes within the community on _Chaos, Confusion and Creativity_ – how are we navigating these turbulent times; _Fail we may, Sail we_ must – stories of joy and pain when life doesn’t go as anticipated and how we sail on through difficult times; _Dreams_ – hearing people’s night time dreams; Exeter Phoenix Arts Centre included _50 Shades of Red_ – the expression and suppression of anger in their curated programme in 2023.
## Training in Playback Theatre
Playback Theatre supports communities of people to build strong connections, reduce feelings of isolation and ease traumatic experiences by sharing stories within their community. Actors need highly tuned listening skills to replay personal experiences with sensitivity, respect, and care, as well as artistry in movement, voice, storytelling, and staging. These skills are applied in a collaboration as a team who spontaneously improvise responses to what is told by audience/ group members. Playback Theatre South West provides training and development at all levels for this work to thrive in a safe and effective way. Our Artistic Directors are accredited trainers with the Centre for Playback Theatre.
Tarte Noire Playback Theatre delivers projects with vulnerable groups and has a weekly and termly programme of training and development. Dart is a new company being trained by the Artistic Directors and two upcoming facilitators. The UK School of Playback Theatre delivered Level Two training locally in August 2022 and March 2023 and our Artistic Directors delivered Level One residential training in Cambridge.
## Sustainability and succession planning
Extra funding this year has made a significant difference to developing the organsisation . Six artists have developed skills in delivering projects in regular weekly sessions with women refugees: in intensive residential respite weekends for young carers and one-off performances for groups with specific needs. Skills in project management, group facilitation, theatre company management, running rehearsals and preparing actors for performances with specific groups have been developed with supervision by the Artistic Directors.
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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)**
You **may choose** to include Principal sources of funds came from grants from Fred Mulder Foundation; additional information, where relevant about: Crucible Foundation; donations and membership fees. • the charity’s principal Our main project runs from October to October so some of the project sources of funds (including expenditure falls into the next financial year. any fundraising); • how expenditure has Training and development activity is a secondary benefit but essential to supported the key objectives meeting the Charity Objectives to maintain high standards of good practice of the charity; amongst practitioners delivering performance and project work we • investment policy and objectives including any • keep abreast of current social issues and changes in social issues ethical investment policy thus, having awareness of relevance and being up to date on the issues adopted. 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**
March **2012**
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|**Signature(s)**
**Full name(s)**
**Position (eg Secretary, Chair,**
**etc)**
**Date**|||
|---|---|---|
||Francis John Porter||
||
Trustee||
||4 February 2024||
||4 February 2024||
March **2012**
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##
**Playback Theatre South West**
**Playback Theatre South West No (if any) Receipts and payments accounts CC16a For the period** 06/04/2022 05/04/2023 **To from**
## **Section A Receipts and payments**
|**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest £**|**Unrestricted**
**funds**
**to the nearest £**|**Restricted funds**
**to the nearest £**|**Restricted funds**
**to the nearest £**|**Endowment**
**funds**
**to the nearest £**|**Endowment**
**funds**
**to the nearest £**|**Total funds**
**to the nearest £**|**Total funds**
**to the nearest £**|**Last year**
**to the nearest £**|
|---|---|---|---|---|---|---|---|---|---|
|
Grants|**25,000**||**50,000**||**-**||**75,000**||**36,500**|
|Short Term Projects|**5,366**||**-**||**-**||**5,366**||**3,666**|
|Training|**4,440**||**-**||**-**||**4,440**||**2,910**|
|Ticket Sales|**682**||**-**||**-**||**682**||**-**|
|Donations|**310**||**-**||**-**||**310**||**11,550**|
|MembershipFees|**5,850**||**-**||**-**||**5,850**||**4,920**|
||**-**||**-**||**-**||**-**||**-**|
||**-**||**-**||**-**||**-**||**-**|
|**_Sub total_**_(Gross income for AR)_|**41,648**||**50,000**||**-**||**91,648**||**59,546**|
|||||||||||
|**A2 Asset and investment sales,**
**(see table).**||||||||||
||**-**|||||||||
||**-**||||||||**-**|
|**_Sub total_**|**-**||||||||**-**|
|**_Total receipts_**
**A3 Payments**||||||||||
||||||||||**59,546**|
|||||||||||
|
Travel|**5,000**||||||||**2,071**|
|Subsistence/Refreshments|**699**||||||||**327**|
|Artistic Director
Facilitation/Performance Fees|||||||||**13,000**|
||**1,096**||||||||**4,225**|
|Artist Fees|**17,230**||||||||**8,550**|
|Administration/Project Management|**108**||||||||**10,023**|
|Publicity|**109**||||||||**60**|
|Room Hire/Rent|**2,819**||||||||**2,248**|
|Insurance|**551**||||||||**529**|
|Professional Fees & Memberships|**613**||||||||**374**|
|Supervision & Training|**1,165**||||||||**320**|
|General Office Costs|**311**||||||||**102**|
|Project Management|**2,433**||||||||**-**|
|Donations|**276**|||||||||
|FundraisingCosts|**500**||||||||**-**|
|**_Sub total_ **|**32,910**||||||||**41,829**|
|||||||||||
|**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**|
|||||||||||
||**8,738**||||||||**17,717**|
||**-**||||||||**-**|
||**39,096**||||||||**21,379**|
||**47,834**||||||||**39,096**|
## **Section B Statement of assets and liabilities at the end of the period**
**Unrestricted Restricted funds Endowment funds funds to nearest £ to nearest £ to nearest £** 04/02/2024
**Categories Details**
CCXX R1 accounts (SS)
~~1~~
|**B1 Cash funds**|Bank Account||**47,834**||||**-**|||**-**|
|---|---|---|---|---|---|---|---|---|---|---|
||||**-**||||**-**|||**-**|
||||**-**||||**-**|||**-**|
||**_Total cash funds_**||**47,834**||||**-**|||**-**|
||(agree balances with receipts and payments account(s))||OK|||OK|||OK||
||||**Unrestricted**|||**Restricted funds**|||**Endowment**||
||||**funds**||||||**funds**||
||**Details**||**to nearest £**|||**to nearest £**|||**to nearest £**||
|**B2 Other monetary assets**|||**-**||||**-**|||**-**|
||||**-**||||**-**|||**-**|
||||**-**||||**-**|||**-**|
||||**-**||||**-**|||**-**|
||||**-**||||**-**|||**-**|
||||**-**||||**-**|||**-**|
||**Details**||**Fund to which asset**
**belongs**|||**Cost (optional)**|||**Current value**
**(optional)**||
|**B3 Investment assets**|||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||**Details**||**Fund to which asset**
**belongs**|||**Cost (optional)**|||**Current value**
**(optional)**||
|**B4 Assets retained for the**|||||||**-**|||**-**|
|**charity’s own use**|||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||||||**-**|||**-**|
||||**Fund to which**|||**Amount due**|||**When due**||
||**Details**||**liability relates**|||**(optional)**|||**(optional)**||
|**B5 Liabilities**|||||||**-**||||
||||||||**-**||||
||||||||**-**||||
||||||||**-**||||
||||||||**-**||||
|Signed by one or two trustees on
behalf of all the trustees|Signature||Print||Name||||Date of approval||
||||Francis John Porter||||||04-Feb-24||
||||||||||||
CCXX R2 accounts (SS)
04/02/2024
2