Avocet Theatre Company Registered Charity, No: 1186908
Trustees’ Annual Report & Statement of Financial Activity for the Year Ended 31 July 2021
Trustees
Benjamin Coleman Gillian Crowther Deborah Coleman Ian Keeffe Jennifer Healy Louise Nunneley Sam Brittain Amelia Haverson
Avocet Theatre Company | 1186908: Trustees’ Annual Report & Financial Statements
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Trustees’ Annual Report
& Statement of Financial Activity for the Year Ended 31[st] December 2020
Contents
| Contents | Contents | |
|---|---|---|
| 1 | Reference and Administration Details ............................................................. 3 | |
| 1.1 | Charity Name & Registration ............................................................................... 3 | |
| 1.2 | Charity’s Address ................................................................................................. 3 | |
| 1.3 | Names of the Trustees Who Manage the Charity ............................................... 3 | |
| 1.4 | Names of Advisors & Senior Members of Staff ................................................... 3 | |
| 1.5 | Bank ..................................................................................................................... 3 | |
| 2 | Structure, Governance & Management ........................................................... 3 | |
| 2.1 | Type of Governing Document .............................................................................. 3 | |
| 2.2 | Additional Governance ........................................................................................ 3 | |
| 2.3 | Charitable Objects ............................................................................................... 4 | |
| 2.4 | Trustee Selection Methods .................................................................................. 4 | |
| 2.5 | Other .................................................................................................................... 4 | |
| 3 | Activities ......................................................................................................... 4 | |
| 3.1 | Statutory Declaration .......................................................................................... 4 | |
| 4 | Achievements & Performance ......................................................................... 4 | |
| 4.1 | Outputs and Outcomes for the Charity’s Beneficiaries ....................................... 4 | |
| 4.2 | How the Public Have Benefitted. ......................................................................... 4 | |
| 4.3 | Trustee Development .......................................................................................... 5 | |
| 5 | Financial Review ............................................................................................. 5 | |
| 5.1 | Details of Any Funds Materially in Deficit ............................................................ 5 | |
| 5.2 | Policy on Reserves ............................................................................................... 5 | |
| 5.3 | Principal Sources of Funding and Outgoings ....................................................... 5 | |
| 5.4 | Remuneration of Trustees ................................................................................... 5 | |
| 5.5 | Financial Status .................................................................................................... 5 | |
| 5.6 | Statutory Statements on Liabilities ...................................................................... 5 | |
| 6 | Statement of Financial Activity ........................................................................ 6 | |
| 6.1 | Independent Examiner’s Report on the Accounts ............................................... 6 | |
| 6.2 | Notes to the Accounts ....................................................................................... 10 |
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Trustees Annual Report & Statement of Financial Activity for the Year Ended 31 December 2020
1 Reference and Administration Details
1.1 Charity Name & Registration
Avocet Theatre Company
The charity is a Charitable Incorporated Organisation, registration no: 1186908, registered with the Charity Commission on 12[th] December 2019. Avocet Theatre Company is sometimes abbreviated to ATC.
1.2 Charity’s Address
20 Waller Drive, Banbury, OX16 9NR
E-mail: avocettheatrecompany@gmail.com
Website: www.AvocetTheatre.co.uk
1.3 Names of the Trustees Who Manage the Charity
| Role | Appointed | Resigned | |
|---|---|---|---|
| Benjamin Coleman | Chair | 12 December 2019 | |
| Ian Keeffe | Treasurer | 12 December 2019 | |
| Gillian Crowther | Secretary | 12 December 2019 | |
| Jennifer Healy | Safeguarding | 12 December 2019 | |
| Deborah Coleman | 12 December 2019 | ||
| Louise Nunneley | 12 December 2019 | ||
| Sam Brittain | 12 December 2019 | ||
| Amelia Haverson | 20 July 2021 |
1.4 Names of Advisors & Senior Members of Staff
None
1.5 Bank
Barclays Bank, 32 Bridge Street, Banbury, OX16 5PN
2 Structure, Governance & Management
2.1 Type of Governing Document
Constitution – based on the Charity Commission’s model governing document for Foundation Charitable Incorporated Organisations.
2.2 Additional Governance
For individual projects, in accordance with Avocet Theatre Company’s charitable objectives, a subcommittee will be convened to oversee the running of said project. For example, this will often take the form of a ‘production team’. This sub-committee is always answerable to the trustees and will include at least one trustee on said sub-committee to represent the trustees. The Trustees also form part of a Committee that oversees operations of Avocet Theatre Company. On this Committee
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is one member who is not a Trustee. This member takes part in discussions but does not vote on Trustee matters.
2.3 Charitable Objects
As defined in Avocet Theatre Company’s Constitution (Governing Document), t he charity’s objects (“objects”) are:
- For the public benefit to advance the education in the arts through provision of theatre productions and workshops
2.4 Trustee Selection Methods
There must be at least three charity trustees. The maximum number of trustees is 10.
In accordance with the Constitution, apart from the first charity trustees, every trustee must be appointed by a resolution passed at a properly convened meeting of the charity trustees. In appointing Trustees, due consideration is given to ensuring that the Trustees have, between them, the skills and experience necessary to manage the charity effectively and in accordance with charity law. All new trustees will be provided with a copy of the Governing Document (Constitution) and the most recent Trustees’ Annual Report & Financial Statements
2.5 Other
The Trustee’s voted unanimously to alter the financial year for the charity. This brings the charity report in line with Avocet Theatre Company’s ‘Season Planning’ document meaning better efficiency in the running of the charity.
3 Activities
3.1 Statutory Declaration
The Trustees of Avocet Theatre Company confirm that they have paid due regard to the guidance issued by the Charity Commission on public benefit in deciding what activities the charity should undertake.
4 Achievements & Performance
4.1 Outputs and Outcomes for the Charity’s Beneficiaries
Due to the COVID-19 pandemic, Avocet Theatre Company continued to produce online content. We held a variety of workshops including the interactive ‘Making a Musical’ as well as Read Through Sessions. A number of people aged 8+ had signed up to take part in these events. We also held ‘Virtual Kitchen Discos’ for the community. When restrictions allowed, Avocet Theatre Company restarted rehearsals for our January 2002 production of Robin Hood. This was done in a COVID secure way. Some members unfortunately had to withdraw from the production, which resulted in a large, temporary loss in membership/production fees. However, new cast members joined the production and paid their fees, making up for some of the loss.
4.2 How the Public Have Benefitted.
Avocet Theatre Company have continued pursuing their charitable aims by allowing people to join in with virtual workshops and events for free. These workshops have been educational and accessible to all members of the public, regardless of age and saw a number of new faces join for the sessions. The ATC Bursary continues to be in effect and is open to anyone who was struggling financially or from an underrepresented group. This Bursary is planned to be a recurring feature of
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Avocet Theatre Company productions in order to promote the arts to more people. Avocet Theatre Company has also produced a podcast – Treading The Boards: The Amateur Theatre Podcast – which is free to listen or watch by members of the public. Analysis shows that the podcast is popular and receives listeners from different parts of the world. Topics are covered each week, giving advise to those involved with amateur theatre whilst also covering issues which effect all people such as mental health.
4.3 Trustee Development
Trustees are encouraged to participate in development opportunities as and when appropriate. Some members undertook further safeguarding training.
5 Financial Review
5.1 Details of Any Funds Materially in Deficit
The Charity has no funds that are materially in deficit.
5.2 Policy on Reserves
The Charity’s policy on reserves is to generate and maintain a balance, which is sufficient:
-
a) to preserve the financial viability of the Charity in the event that unforeseen and/or unavoidable circumstance precipitate a short-term fall in its income;
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b) to enable the Charity, in the interests of meeting its objectives, to undertake from time to time the setting up of new and innovative projects on a pilot basis to demonstrate the viability and potential benefits of such activities as a precursor to securing the external funding necessary to maintain such projects on an on-going basis.
For these purposes the Charity will endeavour to generate and maintain reserves of at least £4,000.
5.3 Principal Sources of Funding and Outgoings
As with the last report, due to the COVID-19 pandemic, Avocet Theatre Company’s usual highest source of income (ticket fees) has not been received. Our principal source of income has been in membership fees from the postponed production of Robin Hood. The Trustees are hopeful that, with the return of live theatre, a profit will be seen moving forward.
5.4 Remuneration of Trustees
All Trustees act in a voluntary capacity and receive no remuneration or other material benefits from their services to the Charity.
Out-of-pocket expenses necessarily and reasonably incurred by Trustees in promoting the purposes of the Charity are reimbursed at cost.
5.5 Financial Status
Though modest, Avocet Theatre Company’s current resources from unrestricted donations are more than sufficient to meet its outgoings for at least next year.
All the indications are that this will remain the case for the foreseeable future.
5.6 Statutory Statements on Liabilities
The Trustees declare that:
- ü The charity has given no guarantees where potential liability under the guarantee is outstanding at the date of this statement ( eg: any outstanding/ongoing contract or legal undertaking to buy or provide specific services);
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- ü The charity has no debt outstanding at the date of this statement which is owed by the CIO and which is secured by an express charge on any assets of the CIO ( eg: a mortgage on property owned by the charity);
Approved by the Trustees and signed on their behalf,
Name (& role): Benjamin Coleman (Chair of Trustees) Date: 19[th] August 2021
6 Statement of Financial Activity
6.1 Independent Examiner’s Report on the Accounts
Report to the Trustees of Avocet Theatre Company on the accounts for the year ended 31 July 2021 set out on pages 7 to 8
Reasoning
Whilst this charities income falls below the requirement of an independent examination (£25,000+), the trustees decided to use an independent examiner for their first annual return
Responsibilities and Basis of the Report
As the charity trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the Charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent Examiner’s Statement
I have completed my examination.
I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
-
accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
-
the accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Name: Alice Robinson
Date: 5[th] August 2021
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Receipts & Payments Accounts for the Financial Year Ended 31-July-21
6.1.1 Receipts & Payments
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6.1.2 Statement of Assets and Liabilities
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6.1.3 Approval of the Board of Trustees
The Trustees declare that they have approved the above Annual Report & Statement of Financial Activity.
Signed on behalf of the Trustees
Name (& role): Benjamin Coleman (Chair of Trustees)
Date: 19[th] August 2021
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6.2 Notes to the Accounts
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a) Accounting Policies
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The financial statements have been prepared in accordance with the Charities Act 2011 Section 133, using the Receipts and Payments basis available to small charities.
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b) Reimbursement of Out-of-Pocket Expenses
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Out-of-pocket expenses incurred necessarily, reasonably and incidentally in the course the charity’s activities are reimbursed at cost.
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c) Salaries & Professional Fees
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No trustee receives any payments for the services they provide to the charity. In the current financial year the charity employed no staff or external contractors;
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d) Fixed Assets
The charity has not purchased or disposed of any fixed assets in the current financial year;
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e) Rounding Discrepancies
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All amounts are recorded to the penny, but in these accounts are shown as digitally rounded to the nearest pound. This can occasionally result in a total apparently not being the sum of its constituent amounts. All individual amounts, and their totals, are nevertheless correct.
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