SHEFFIELD MUSIC SCHOOL- Charity Number 1038515 Trustees’ Report for the year ended 31 August 2024
The trustees present their report with the financial statements of the charity for the year ended 31 August 2024.
Objectives and Aims
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To run workshops and events promoting musical performance
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To provide ensemble and band opportunities with expert tuition
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To provide high quality general musicianship skills, including music theory and composition
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To generally promote active music making and musical learning
Achievements and Activities
The 2023/24 year saw Sheffield Music School (SMS) further embed itself within the Manor Lodge Primary School community, with the continued success of the weekly Saturday Music School. The number of students remained stable, with an average attendance of 40 young people, upholding the positive trend seen in the previous year.
Our Saturday Music School offering has evolved, reflecting the needs of the students and providing a flexible approach to engagement. The core sessions included rap and production, band skills, and songwriting, alongside group lessons in ukulele and keyboard. These sessions have been highly popular, providing a range of opportunities for young people to explore and develop their musical talents.
This year, we continued to deliver two performances at Saturday Music School, as well as offering gig opportunities in the city. One of the highlights was the Tracks band performance at The Leadmill, which also served as a fundraising event, showcasing the talents of our students.
In addition to our Saturday Music School activities, we hosted several fundraiser events across the year, which raised £2,497 and provided stronger engagement within the local community. The events were all great successes, with families and community members coming together to celebrate the musical achievements of our students.
We continued the lunch club initiative, which was well-received by both students and families. Volunteers supported this initiative, providing snacks and sandwiches and helping to supervise break times. The lunch club will continue to be a key feature of our Saturday Music School offering.
Mentoring has been established as a key focus for SMS, with two former students joining the team as volunteers, providing support and guidance to current students. These volunteers will have the opportunity for paid roles in the future, strengthening our relationship with our alumni.
In terms of one-on-one tuition, we moved away from paid lessons, instead signposting students to the Music Hub staff for private tuition. This shift has allowed us to focus on creating more accessible, group-based opportunities for our young people.
Youth Music School - Trailblazer Fund
We were delighted to receive funding from Youth Music for the Trailblazer Fund, which focuses on lyric writing and self-expression for marginalised young people. The project, which began in November 2023, ran until January 2025. The activities within this project during this year have included group workshops, one-on-one sessions, and the production of a magazine distributed to families and community settings, celebrating the young people’s creative expressions.
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Partnerships and Outreach
February 2024 saw the MOBO Awards come to Sheffield, and Tracks was commissioned to deliver workshops in schools in the lead-up to the Awards Ceremony. This led to an ongoing partnership, where Tracks was invited to work with Alternative Provision (AP) sites, supporting at-risk children throughout the rest of the year.
We also expanded our reach with the Virtual Schools programme, working closely with fostering services and Sheffield Social Care to offer more music opportunities for looked-after children. This included funding for additional places at Tracks for these children, as well as extending our work with the Progression Team to deliver regular Alternative Provision sessions on Thursdays.
A successful funding bid to the Violence Reduction Unit (VRU) in April 2024 enabled us to launch a new project working with children in care, using music to uplift their voices. This project includes sessions in boxing gyms, parks, and children's residential settings, creating meaningful opportunities for young people to express themselves.
Further success came with funding for the Healthy Holidays programme, supporting our Tracks sessions during school breaks, which continued to engage young people in creative activities outside of the traditional school environment.
Partnerships and Performances
SMS continued to strengthen relationships with key organisations, including Sheffield Children’s Hospital, where we expanded our upscaled workshops with ArtFelt. This also led to a delivery at the hospital as part of the Tramlines Fringe Festival.
We were also honoured to receive recognition at the Exposed Awards in Sheffield, winning the 'Sarah Nulty Power of Music Award' further cementing our presence and reputation within the city.
A highlight of the year was an exciting visit from Ed Sheeran in May 2024, as part of his Foundation’s involvement with Tracks. This visit sparked conversations around future funding opportunities and has provided the young people with a significant boost, inspiring them and raising the visibility of Tracks on a much wider platform.
Team Growth and Development
This year, we’ve expanded our staff to accommodate the growing demand for Alternative Provision services. The growth of our team has allowed us to build stronger, more meaningful relationships with the young people we work with. Lucy has transitioned to a full-time staff role, providing much-needed stability and continuity in our work.
Financial Review
SMS has moved to only invoicing pupils who have one to one music lessons, thus invoiced student income was down to £3,816. All places at Saturday morning music school are now free to families and all costs are covered by donations and grants from local trusts. In addition, music provision for looked-after children are funded through Sheffield City Council via Virtual Schools and the Music Hub’s budget for Children Looked-After. Other workshops, such as sessions for young people in Pupil Referral Units, are commissioned and funded by schools.
Council funding through both the Healthy Holidays Activities and Food (HAF) initiative brought in a total of £15,536. Virtual Schools and Children Looked-after (CLA) funding brought in a total of £22,258 in grants for project work and an additional £22,461 in grants designated as support packages for specific young people.
Grants from local trusts, including VRU £9,981 and Ward Pot funding £986, and a business sponsor, B Braun funded £2,700 made up a further £13,667. Private donations and fundraising events made up
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the remainder of the total income. The total income increased substantially from 2022/23; the majority of the funds were tied up in special project work, however, contingency monies were included in Virtual Schools/CLA funding and grant applications were written to include funding for projects that fit within regular Saturday morning music school. Moving forward, SMS will continue to develop sustainable income streams through Virtual Schools and local grant-makers. The Tracks holiday club funding source, HAF, is secured at least for the next financial year. In addition, a large grant for a special school’s project delivered in partnership with Sheffield Music Hub is anticipated for 2024/2025.
SMS has also become a registered alternative provider (AP) of education with Sheffield City Council which brought in £20,738 from Sheffield City Council, schools, and EOTAS (Education Other Than at School) packages. This is anticipated to increase next year as SMS becomes more established as an AP
The current account balance ending 31 August 2024 was healthy, which meant that SMS was not faced with cashflow problems moving into the new financial year. New funding applications and a fundraising drive are being developed for the financial year 2024/25.
Reserves Policy
The charity policy is to maintain £3,000 in free reserves to cover outstanding hire fees in the event of foreclosure. The Business Money Management account (deposit account) is currently used to hold free reserves to cover SMS in the event of foreclosure. The deposit account balance is currently at £1,489. Across all accounts, unrestricted funds total £11,511. The trustees will continue to monitor the unrestricted funds and designate unrestricted funds for particular purposes, which will be kept under review. The charity will continue to review the future reserves policies in light of the charity’s growth.
Future Plans
Looking forward, we have exciting plans for the future, including a potential name change, moving away from Sheffield Music School to adopt the name Tracks . This reflects the evolving nature of our work and aligns with our ongoing mission to support young people through music.
We are also planning a strategic review to guide our long-term development, including the possibility of securing Ed Sheeran Foundation funding to support our growth. Additionally, we are working on growing our Trustee Board to bring in diverse expertise and guidance as we continue to expand our impact.
Structure, Governance and Management
The charity is controlled by its governing document, a deed of trust.
Organisation Structure
Trustees are Rose Wilcox (Chair), Kate Grigsby, John Revis, Bob Cuff, Stephen Blakeley and Tessa Sawyer.
The day-to-day running of the charity is undertaken by the Director, Lucy Revis, and Tessa Sawyer, who was given the role of General Manager. Chris Noble was Head of Seniors up until the spring term 2024, as the structure of music school has changed, there is no longer a Head of Seniors. Other tutorship roles are filled on a freelance basis as needed. All paid staff roles within the charity operate on a freelance, self-employed basis.
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Governance
The trustees meet at least three times a year to agree overall strategy and check all governance matters. The trustees hold an Annual General Meeting which is open to all those associated with Sheffield Music School.
Safeguarding policies were reviewed in August 2023. Risk assessments and safeguarding amendments were undertaken periodically throughout the year to meet the requirements of specific project work.
Management
Tessa Sawyer oversees the payment process for all freelance staff, including the Director and tutors. Tessa Sawyer also provides freelance administrative and managerial support to the Director. Tessa Sawyer, Rose Wilcox and Kate Grigsby are bank signatories. The bank mandate and signatories list was updated in June 2024.
The independent examiner for the charity is Rod Ismay.
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SHEFFIELD MUSIC SCHOOL - Charity Number 1038515 Statement of Financial Activities for the year ended 31[st] August 2024
This financial statement has been prepared to comply with the requirements set out in Part VI of the Charities Act 1993 and where appropriate the related Accounts and Report Regulations issued in 1995, 2000 and 2005.
The Accounts have been prepared on the receipts and payments basis and the following summary accounts for all money received and paid out during the financial year 2023/24. There is also a statement giving details of our assets and liabilities at the end of the year.
Tessa Sawyer – Treasurer 23/06/2025
Summary of Income and Expenditure
2022/23 £ |
2023/24 £ |
|
|---|---|---|
| Receipts | ||
| Student Fees and Student Funding | 32,076 | 26,278 |
| Concerts | 994 | 5,060 |
| Grants | 47,889 | 83,341 |
| Donations | 7,784 | 11,018 |
| Contracts-Alternative Provision packages | 20,738 |
|
Other Income |
321 | 58 |
| Total Receipts | 89,064 |
146,493 |
| Payments | ||
| Staff Fees Paid | 78,665 | 121,210 |
| Rental for premises | 247 | 982 |
| Concert Expenses | 3,158 | 2,636 |
| Other Expenditure | 6,165 | 2,527 |
| Total Payments | 88,235 | 127,355 |
| Surplus/(Deficit) | 829 | 19,138 |
| Summary of Funds | ||
| 2022/23 £ |
2023/24 £ |
|
| Total opening funds | 9,175 | 10,004 |
Surplus/(Deficit) |
829 |
19,138 |
Total closing funds |
10,004 | 29,142 |
| Assets & Liabilities at Year-end | ||
| Current A/C | 7,706 | 26,235 |
| Deposit A/C | 1,454 | 1,489 |
| PayPal A/C | 774 | 1,382 |
| Cash in hand | 70 | 35 |
| Total funds | **10,004 ** | 29,142 |
| Restricted funds b/f | 4,602 | 3,709 |
| Add further restricted donations | 72,955 | 43,763 |
| Less Expenditure | 73,848 | 29,841 |
| Restricted Funds before transfers | 3,709 | 17,631 |
| Transfers from unrestricted fund | ||
| Restricted funds c/f | 3,709 | 17,631 |
| Unrestricted funds c/f | 6,295 | 11,511 |
| Total funds | 10,004 | 29,142 |
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Summary of 2023/24
This year has seen an increase in total funds of £19,138.
The category of Student Fees and Student Funding includes funding for:
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one-to-one music lessons invoiced to parents (£3,817)
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provision commissioned by schools and organisations, such as Virtual School (£22,461).
Donations increased from 2022/23 by £3,234. Donations for 2023/24 included:
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regular monthly donations (£2,663),
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one-off donations from various fundraising events, including fundraising drives on social media, sales of Tracks merchandise, Saturday morning showcases and winter raffle (£7,016)
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donations from families that attend Saturday morning sessions (£1,339).
Concerts in 2023/24 raised a total of £5,060. Overall student numbers for Saturday music school remained stable with a register of approximately 45 students throughout the year. Holiday club project work was fully funded by the council’s HAF scheme, Thursday’s after school club for looked-after children was funded by Virtual School and Alternative Provision was funded through Sheffield City Council, various schools and funding packages such as EOTAS (Education Other Than at School). Across all Tracks programmes, a total of 140 children and young people were registered. Approximately 150 children and young people took part in one-off workshops and events, however the number of attendees was not collected systematically.
Grants from trusts and funding bodies are one of the charity’s main funding streams with two major grants in 2023/24 from Youth Music (total grant of £21,350 of which £20,283 was paid out in 2023/24) and Violence Reduction Unit (total grant of £19,962 of which 50% was paid out in 2023/24). Further grants from local funding bodies bolstered the charity’s income to cover Saturday music school expenses, including LAC Ward (£986), local business B Braun (£1,200 of the grant was allocated to Saturdays, the remaining £1,500 was allocated to live events) and Youth Services (£6,500). Continuing the partnership with Manor Lodge Primary School and Red Tape Central (through Music Hub) has kept SMS’ core costs low.
Grants award from trusts and funding bodies for specific projects and activities made up the restricted funds, see table below.
| Grant | Award period | Amount received in 2023/24 |
Spend in 2023/24 |
Restricted for 2024/25 |
|---|---|---|---|---|
| HAF | Sep 2023 to Aug 2024 |
£13,499 | £13,499 | £0 |
| Youth Music | Nov 2023 to Feb 2025 |
£20,283 (95% of total grant) |
£9,610 | £10,673 |
| Violence Reduction Unit |
Jul 2024 to Nov 2024 |
£9,981 (50% of total grant) |
£3,023 | £6,958 |
Due to the increase in project work, including workshops, Alternative Provision, and regular mid-week sessions, staff costs rose by £42,276, compared to 2022/23. Other expenditures decreased from £6,165 to £2,797. Expenditure was budgeted as part of the running costs for the various projects and included media and advertising costs as well as travel expenses for visiting musicians. Concert expenses included venue hire and travel costs for performing artists.
The additional Thursday sessions will continue to be fully funded by Virtual Schools. The costings for Thursdays include contingency funds to cover additional administration tasks incurred through running
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the sessions and includes funding for purchasing necessary equipment. Alternative Provision is funded by the local council at a set rate. This year the charity built up relationships with schools and attracted further students, some of whom were funded by their schools, who pay an agreed rate per student, and educational packages. Smaller grants from local funding bodies, including Ward Pot funding and donations from a local business, have helped to cover staff fees for Saturday music school. Plans for a partnership working on a special school’s project with Sheffield Music Hub are underway for 2024/25 which is expected to bring in a significant amount of project funding. The charity has also been invited to apply for a 3 year funding grant from the newly created Ed Sheeran Foundation in 2024/25 which will help to future proof the charity and consolidate the various strands of project work. It is anticipated that student recruitment will continue to focus on building relationships with young people attending Tracks holiday clubs, Manor Lodge Primary School and Virtual School. Funding from HAF has already been agreed in principle for 2024/25, with Tracks expected to run over Christmas, Easter and summer term breaks.
Core staff for Saturday music school and Thursday sessions remained relatively stable from previous years with the addition of staff members for the Alternative Provision. Holiday clubs and project work engaged various freelance staff, most of whom had previously worked at Tracks as well as some new staff. Due to the nature of the Tracks and other short-term project work, freelance staff will continue to be engaged as and when needed.
Rod Ismay has kindly agreed to review our accounts. He has made no charge for this service, and I would like to thank him on behalf of the Trustees and Director for his generosity.
Tessa Sawyer Treasurer 23/06/2025
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CHARITY COMMISSION FOR ENGLAND AND WALES Independent oxaminer's report on the accounts Section A Independent Examlnees Report Report to the trustees/ members Sheffield Music School On accounts for the year ended 31 August 2024 Charity no 1038515 Set out on pages Ito7 I report to the trustees on my examination of the accounts of the above charity 1.the Trust") for the year ended 31 August 2024 Responsibilities and basis of report As rhe charity trullees of the Trust, 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 rhe Trusys accounts carried out under secrion 145 of the 2011 Acr and in carryine out my examination. I have followed the applicable Directions given by the Charity Commission under section 14515}Ib} of the Act. I have completed my examination. I confirm that no material matter5 hw4e come to my attention in connection with the examinaiion which gives me cause to believe that in. any material respect: Independent examiner'5 Statement accounting records were not kept in accordance with section 130 of the Aa or the accounts do accord with the accounting records I have no concerns and have come across no other mallers in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Date: 23 June 2025 Name: Rod Isrnay
Relevant professional qualification{s) or Ix)dy {if any): Fc Fellow of ihe Institute of Chartere(l Accountants in England and Wales Address: c/0 Sheffield Music School, Manor Lodge Primary, Manor Lane. Sheffield. S2 IUF D•Klosure Only complete If ihe examiner needs 10 higknlighr marrers of concern Isee CC32. Independent examination of charity accounts.. directions and guidance for examiners). Give here brief details of any items that the examir Wishes to disclose. N/A