## **Trustees’ Annual Report for the period** **From Period 1 April 2023 To Period end date 31 March 2024** **Charity name: UTOPIA THEATRE** ## **Charity registration number: 1192008** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|1. The advancement of the arts through
theatre productions and creating.
activities, workshops, and events for
existing and emerging actors,
playwrights and other theatre
practitioners for the benefit of the UK
public and to engage wider with
African theatre in the UK and
internationally.
2. To promote racial harmony
particularly
the mutual understanding between
different racial groups by promoting,
theatrical activities in racially diverse
communities.
| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|**Participatory Development**– Sharing
immersive creative content through the
medium of African theatre and Storytelling
within communities at (local, regional, and
national level; Supporting new and
developing artists/theatre practitioners; Play
readings, Theatre production, touring (UK
and International)
**Digital Theatre**- Recordings, Podcasts,
utilising audio submissions to ensure
accessibility. Masterclasses to both identify,
develop, and enhance individual performing
skillsets, knowledge, and technique, provide
a platform for participants to engage in
research and reflexive practice as a
methodology for self-expression, exposure
and to build confidence to direct and share
their own stories.| **Exhibitions** – Positioning of art and crafts that celebrate African culture (examples) evoking emotional responses not unexpected but heart-warming. Thematic exhibitions co-created on topics such as Critical Race Theory (CRT) and everyday ‘Sexism’. Innovative use of the arts and creativity to underpin approaches to activism, campaigning for social change. These serve as dynamic educational tools and a generator of income for the artists. Including experimenting with online co created content to leave a longer-term legacy. **Community Engagement -** Working with schools including referral units and alternative schooling provision, community centres, learning hubs, hospitals, to reach a wider audience and particularly engage young people in the co creation of proposals that have a tangible impact on their communities, and that centre young voices and leadership as part of their unique life journey. Already seeing the impact on participants through anecdotal evidence from school leaders of the growing confidence, leveraging of cultural wealth, enthused, self-assured young people particularly in independent project work, group presentations, increased involvement with extracurricular activities (example) We continue to grow and develop our outreach programme - community focused work with school children, (including visits to children in hospitals) encouraging ‘peer’ learning through stories that amplify their voices as agents of change, and drivers of youth led creativity. **Health and Wellbeing** - People and Culture We Incorporate elements of drama therapy in our work through ‘Mindful Meditation’ and ‘Mindful Movement’ the use of free-flowing performances to open ‘brave’ discussions about mental health, particularly in the context of complex racial trauma because of forms of social exclusion. In the context of Mindful Meditation, the participants take their cue from the breath and its ceaseless |||flowing movement and learn to ‘pace’ their
curiosity, awareness, and involvement in
activities plays a key role in promoting their
own health and wellbeing and finding their
own ‘mindfulness rhythm’ This can be
practised with care and anecdotally the
feedback has been positive as ‘the smallest
movement is surprisinglybeneficial’| |---|---|---| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The Trustees understand their roles and
legal responsibilities, are committed to good
governance, and have read and understand:
•
the Charity Commission’s
guidance_The Essential_
_Trustee_(CC3)
•
Utopia Theatres’ governing
document
The duty to have due regard to the guidance
on public benefit, when setting key strategic
aims and objectives and in
operationalising/implementation of said
aims.| ## **Additional information (optional)** You may choose to include further statements where relevant about: SORP reference **N/A** Para 1.38 Policy on grant making. **N/A** Para 1.38 Policy on social investment including program related investment. **N/A** Para 1.38 Contribution made by volunteers. **N/A** Other ## **Achievements and Performance** SORP reference ||Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**Ambition and Quality**- Since its inception,
Utopia has commissioned and devised
notable repertoire of plays, involving a blend
of professional and community actors. For
example,_Anna Hibiscus’ Song_production
and tour. More than 2,000 people came to
see the show and many of the performances
being sell-out is a brilliant message!
20,000 individuals are supported per annum
through a range of Utopia activities, with the
primary aim of creating accessible authentic
spaces, and activating the voices of those
who currently don’t see themselves
represented in theatre.
In doing so, we recognise the power of
collaboration and have forged connections
and partnerships with over 100 community
organisations e.g., youth arts groups, parent
groups, women’s groups, refugee and
asylum seekers, faith groups. (what was the
result of the partnerships etc, examples)
Also including local businesses, social
enterprises, and the city council (influence
and input to policy development – ‘Cultural
Strategy’, Cultural Consortium)
This year The Creative Hub has empowered
1,500 actual and aspiring artists through a
diverse array of programmes, courses,
collaborations, and networking. (e.g.,
Community Ensemble with impact quotes)
Utopia was the first and remains the only
black female-led theatre in Sheffield. (in
what way is this significant?) why are we
different? Why are we unique? And how
does this enable us to deliver on the
organisational objectives?| |---|---|---|---| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Achievements against
objectives set.|Para 1.41|Not Applicable| |---|---|---| |Performance of fundraising
activities against objectives
set.|Para 1.41|Utopia has a very small team of employees,
and this reduced capacity, to explore
relevant fundraising sources (in line with the
organisations ethics and CC20) has meant
we were unable to meet our fundraising| target, however we have taken steps to minimise potential future impact with the recruitment of two freelance fundraisers, which has had the desired impact/outcome that is Utopia Theatre is on track to meet the target for next year. Investment performance against objectives Para 1.41 Dr Alex Rajinder Mason Centre for Equity & Other Inclusion, Project Manager. _Utopia has created a unique space - a home for conversations on racial justice. It's warm, connective - versus the largely cold and formal settings throughout the city. If you need a space to initiate a conversation on racism, I always go there. Race is a heavy topic but the staff, the space, the environment lends itself to meaningful conversations and therefore actions and responses can arise._ ## **Financial Review** Review of the charity’s Para 1.21 financial position at the end of the period Statement explaining the Para 1.22 policy for holding reserves stating why they are held Amount of reserves held Para 1.22 Reasons for holding zero Para 1.22 reserves Details of fund materially in Para 1.24 deficit Explanation of any Para 1.23 uncertainties about the charity continuing as a going concern |**Additional information (optional)**
You may choose to include further statements|**Additional information (optional)**
You may choose to include further statements|where relevant about:| |---|---|---| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|•
Arts Council England
•
Esmee Fairbairn
•
Sheffield City Council
•
Sheffield Theatres Trust| |Investment policy and
objectives including any
social investment policy
adopted.|Para 1.46|| |A description of the principal
risks facing the charity|Para 1.46|| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|| |How is the charity
constituted?
(e.g. unincorporated
association, CIO)|Para 1.25|Utopia Theatre is a charity limited by
guarantee (incorporated 2015, charitable
status October 2020).| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**Dynamism – Nominations Committee**
**1. Purpose**
The Nominations Committee is a
committee of the Board of Trustees with
delegated powers to review the structure,
size and composition required of the
Board, to undertake succession planning
and to lead the process for appointments
and election to the Board of Trustees.
**2. Terms of Reference**
The Nominations Committee shall have
authority delegated to it by the Trustees
and shall report to the Trustees on all
matters of its responsibility including the
following:
a. to ensure that the Board of Trustees
have the appropriate level of skills,
knowledge, and experience to
support the charity to deliver its
vision and charitable objectives and
fulfil its alignment with the law and
sector regulations.
b. to ensure that the composition of the
Board reflects the communities that
the charity serves.
c. to ensure that Trustees understand
their roles and legal responsibilities,
are committed to good governance,
and have read and understand:
•
the Charity Commission’s
guidance_The Essential_
_Trustee_(CC3)
•
Utopia Theatres’ governing
document
d. to make recommendations to the
Trustees to ensure that they consider
succession planning in good time,
particularly for the role of Chair.
e. to be responsible for identifying and
nominating candidates to fill Trustee
vacancies as and when they arise.| To manage the process of interview and selection of nominated candidates for referral to the Board to be considered for election. f. to evaluate the balance of skills, knowledge and experience required in achieving competency in the role of Trustee or any other role appropriate to a member of the Board. g. to agree a role description and person specification for each Board role for approval by the Board. h. to keep under regular review all procedures and documentation for appointment to the Board of Trustees and report to the Board on any recommendations for change. **3. Structure and Composition** a. the Nominations Committee shall consist of no fewer than 3 trustees one of whom will chair the committee. The CEO/Artistic Director will normally be present at Nominations Committee meetings. b. the Board of Trustees shall have satisfied itself that at least one of the committee member Trustees has recent, relevant, and professional general management or recognise equivalent experience. **4. Appointment Process** Appointment to the Nominations Committee shall be made by the Trustees in accordance with Standing Orders. **5. Meetings and proceedings** a. the Nominations Committee shall meet a minimum of once per annum. The frequency of meetings to be kept under review by the Board. b. the Committee through the Chair shall report on its findings to the following Board meeting including the provision of minutes. c. The quorum of the Nominations Committee meetings are two trustees plus one senior member of management. ## **Additional information (optional)** |**Additional information (optional)**|**Additional information (optional)**|| |---|---|---| |You may choose to include further statements||where relevant about:| |Policies and procedures
adopted for the induction and
training of trustees.|Para 1.51|**Policies and Procedures - Nominations**
**Committee -**
a. to ensure that before accepting an
appointment prospective Trustees
undertake their own thorough
examination of the charity to satisfy
themselves that the charity is an
organisation in which they feel they
would be suitable and one they can
add value to and provide sufficient
time and energy.
b. to ensure that new Trustees to
Utopia Theatre receive appropriate
documentation and undertake a
comprehensive induction and training
and development in key areas as
appropriate prior to taking up office or
as soon thereafter as practicable.
c. to oversee the recruitment and
selection process for Utopia
Theatres’ CEO/Artistic Director,
having reviewed the role and person
specification for the position and
ensuring that the appropriate
employment documentation and
induction process is provided for the
successful candidate.| |The charity’s organisational
structure and any wider
network with which the
charity works.|Para 1.51|**Structure**–
•
Utopia Theatre is governed by 8
trustees. We have access to and are
supported by 2 committed advisors
and an accountant.
•
Trustees meet quarterly with the
CEO/Artistic Director and the
General Manager. All meetings are
documented in minutes and are
available to stakeholders in
accessible format(s)
•
The CEO draws on collective
expertise to form ‘working’ groups,
collaborations and partnerships
initiated for specific developmental,
scoping of bespoke projects from
both the Board, the wider community
and practitioner networks. This also
includes representation from the
newly established Creative Hub (i.e.
Youth Academy & the Community
Ensemble)| The CEO, the Chair and Deputy Chair liaise regularly, and the board is kept informed via email and or Zoom between meetings. Relationship with any related parties Para 1.51 Other ## **Reference and Administrative details** |Charity name|Utopia Theatre| |---|---| |Other name the charity uses|| |Registered charity number|**1192008**| |Charity’s principal address|55 NORFOLK STREET
SHEFFIELD
S1 1DA| ||| **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|**Trustee name**|**Office (if any)**|**Dates acted if not for**
**whole year**|**Name of**
**person (or**
**body)**
**entitled to**
**appoint**
**trustee (if**
**any)**| |---|---|---|---|---| ||Maxine Greaves
MBE|Chair||| ||Pat Cumper MBE|DeputyChair||| ||Max Farrar|Trustee||| ||BookeyOshin|Trustee||| ||Alicia Obafemi|Trustee||| ||Shamima Noor|Trustee||| ||Kaltum Osman
Rivers|Trustee||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |20||||| – Corporate trustees names of the directors at the date the report was approved. **Director name Mojisola Kareem** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year** ## **Funds held as custodian trustees on behalf of others.** Description of the assets held in this capacity. Name and objects of the charity on whose behalf the assets are held and how this fall within the custodian charity’s objects. Details of arrangements for safe custody and segregation of such assets from the charity’s own assets **Additional information (optional) Type of Name Address adviser** **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** ## **Declarations** **Signature(s)** MJ Greaves **Full name(s)** MAXINE GREAVES **Position (e.g.** CHAIR **Secretary, Chair, etc) Date** 21/05/2024 **Utopia Theatre CIO** **1192008** ## **Recei ts and a ments accounts p p y** **CC16a** **For the period** 01/04/2023 31/03/2024 **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 £**| |---|---|---|---|---|---|---|---|---|---| |ACE - Lottery|**-**||**5,000**||**-**||**5,000**||**-**| |ACE - National Portfolio Organisation|**-**||**300,000**||**-**||**300,000**||**-**| |Esmee Fairbairn Foundation|**-**||**30,000**||**-**||**30,000**||**-**| |National LotteryCommunityFund|**-**||**18,569**||**-**||**18,569**||**-**| |Other Income|**6,839**||**-**||**-**||**6,839**||**-**| |Sheffield CityCouncil|**-**||**5,000**||**-**||**5,000**||**-**| |Sheffield Theatre|**-**||**45,000**||**-**||**45,000**||**-**| |Theatre Tax Credit|**19,374**||**-**||**-**||**19,374**||**-**| |Utopia Theatre Limited|**31,792**||**-**||**-**||**31,792**||**-**| ||**-**||**-**||**-**||**-**||**-**| |**_Sub total_**_(Gross income for_
_AR)_|**58,004**||**403,569**||**-**||**461,573**||**-**| ||||||||||| |**A2 Asset and investment sales,**
**(see table).**|||||||||| ||**-**||||||||| ||**-**||||||||**-**| |**_Sub total_**|**-**||||||||**-**| |**_Total receipts_**
**A3 Payments**|||||||||| ||||||||||**-**| ||||||||||| |Anna Hibiscus Song|**-**||**103,482**||**-**||**103,482**||**-**| |Youth Academy|**-**||**6,293**||**-**||**6,293**||**-**| |Wages and salaries|**-**||**136,176**||**-**||**136,176**||**-**| |Pensions|**-**||**269**||**-**||**269**||**-**| |Employer's NI|**-**||**1,408**||**-**||**1,408**||**-**| |Temporarystaff and recruitment|**-**||**13,640**||**-**||**13,640**||**-**| |Staff trainingand welfare|**-**||**6,267**||**-**||**6,267**||**-**| |Travel and subsistence|**-**||**5,716**||**-**||**5,716**||**-**| |Rent|**-**||**8,362**||**-**||**8,362**||**-**| |Rates|**-**||**1,545**||**-**||**1,545**||**-**| |Light and heat|**-**||**1,465**||**-**||**1,465**||**-**| |Telephone and internet|**-**||**597**||**-**||**597**||**-**| |Stationeryandprinting|**-**||**12,501**||**-**||**12,501**||**-**| |Subscriptions|**-**||**1,722**||**-**||**1,722**||**-**| |Bank charges|**-**||**262**||**-**||**262**||**-**| |Insurance|**-**||**350**||**-**||**350**||**-**| |Equipment expensed|**-**||**7,924**||**-**||**7,924**||**-**| |Software|**-**||**365**||**-**||**365**||**-**| |Repairs and maintenance|**-**||**380**||**-**||**380**||**-**| |Sundryexpenses|**-**||**675**||**-**||**675**||**-**| |Accountancyfees|**-**||**5,987**||**-**||**5,987**||**-**| |Consultancyfees|**-**||**14,401**||**-**||**14,401**||**-**| |Access costs|**-**||**5,150**||**-**||**5,150**||**-**| |Advertisingand PR|**-**||**33,875**||**-**||**33,875**||**-**| |Other legal andprofessional|**-**||**702**||**-**||**702**||**-**| ||**-**||**-**||**-**||**-**||**-**| ||**-**||**-**||**-**||**-**||**-**| ||**-**||**-**||**-**||**-**||**-**| |**_Sub total_ **|**-**||**369,513**||**-**||**369,513**||**-**| ||||||||||| |**A4 Asset and investment**
**purchases, (see table)**|||||||||| |**Tangible assets**|**1**||||||||| ||**-**||||||||| |**_Sub total_ **|**1**||||||||**-**| |CCXX R1 accounts (SS)|||||||||16/05/2024| CCXX R1 accounts (SS) |**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**|**1**|**1**|**1**|**1**|**1**|**1**|**1**|**1**|**-**| |---|---|---|---|---|---|---|---|---|---| ||||||||||| ||**58,003**||**34,056**||**-**||**92,060**||**-**| ||**-**|
|**-**|
|**-**||**-**||**-**| ||**10,442**||**-**||**-**||**10,442**||**10,442**| ||**68,445**||**34,056**||**-**||**102,502**||**10,442**| CCXX R2 accounts (SS) 16/05/2024 2 ## **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**|Bank accounts
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Utopia Theatre Limited
**Details**
**Details**|Bank accounts
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Utopia Theatre Limited
**Details**
**Details**|**Unrestricted**
**funds**
**to nearest £**
**68,445**
**-**
**-**
**68,445**
OK
**Unrestricted**
**funds**
**to nearest £**
**31,250**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**|**Unrestricted**
**funds**
**to nearest £**
**68,445**
**-**
**-**
**68,445**
OK
**Unrestricted**
**funds**
**to nearest £**
**31,250**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**|**Restricted**
**funds**
**to nearest £**
**34,056**
**-**
**-**
**34,056**
OK
**Restricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**|**Restricted**
**funds**
**to nearest £**
**34,056**
**-**
**-**
**34,056**
OK
**Restricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**|**Endowment**
**funds**
**to nearest £**| |---|---|---|---|---|---|---|---| ||||||||**-**| ||||||||**-**| ||||||||**-**| ||||||||**-**| ||||||||OK| ||||||||**Endowment**
**funds**
**to nearest £**| ||||||||**-**| ||||||||**-**| ||||||||**-**| ||||||||**-**| ||||||||**-**| ||||||||**-**| ||||||||**Current value**
**(optional)**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||**Details**||**Fund to which**
**asset belongs**||**Cost (optional)**||**Current value**
**(optional)**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||||||**-**||**-**| ||**Details**||**Fund to which**
**liability relates**||**Amount due**
**(optional)**||**When due**
**(optional)**| ||Other taxes and social security||ACE NPO||**30,114**||| ||Other creditors||ACE NPO||**1,135**||| ||||||**-**||| ||||||**-**||| ||||||**-**||| ||Signature||Print Name
MAXINE GREAVES||||| ||||||||Date of
approval| ||||MAXINE GREAVES||||18/05/2024| ||||||||| CCXX R3 accounts (SS) 16/05/2024 3