Trustees’ Annual Report for the period 1 Sep 2022 to 31 Aug 2023
The City of Oxford Choir Charity registration number: 1121311
Objectives and Activities
| Summary of the purposes of the charity as set out in its governing document |
The Choir is established to promote, develop and maintain public interest and education in, and appreciation of choral music in all its aspects by rehearsing and giving concerts in Oxford and elsewhere and for exchanges with other musical organisations. The choir also exists to or for such charitable purposes as the choirthrough its committee shall fromtime to time decide. |
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| 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. |
Performance of four concerts in Oxford, including a collaboration with a Norwegian choir, and a choral exchange between The Choir and the Leiden English Choir. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
The trustees of The City of Oxford Choir confirm that they have had due regard to the guidance issued by the Charity Commission on public benefit when exercising any powers or duties to which the guidance is relevant. |
Additional information (optional) You may choose to include further statements where relevant about:
| Policy on grant making | N/A |
|---|---|
| Policy on social investment including program related investment |
N/A |
| Contribution made by volunteers |
Volunteers help the choir in the following capacity Committee members who contribute to the day to day running of the Choir Choir members who help out on an ad-hoc basis, e.g. coordinating travel arrangement Financial contributions e.g. purchasing a set of sheet music |
| Other: Further details on Public Benefit |
The Choir’s main charitable purpose for public benefit is ‘the advancement of the arts, culture, heritage or science’; specifically the advancement of high quality amateur choral singing in Oxford. The Choir is a membership organisation and charges annual subscriptions. We have a policy that no one should be prevented from becoming a member because they cannot afford the |
subscription and we make financial provision for reduced or free subscriptions as required.
The Choir sells tickets to its performances but we do not wish to exclude any audience members who cannot afford to pay, so we offer concessionary prices to children, students, UC claimants, OAPs and the disabled. A ticket for a companion to a disabled patron is free.
Our charity therefore operates for the benefit of the general public with no unreasonable restrictions. Our aims and activities cause no public detriment or harm. Private benefits are provided only to those businesses from which we purchase goods or services (music hire, insurance etc.) and are incidental.
Achievements and Performance
| 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. |
In the year 2022-2023 the choir performed four concerts in Oxford: � Songs of the North (29/10/2022): A concert at St Barnabas Church, Oxford in collaboration with Chorale Oslo Selskap from Norway � A Celebration of Carols (10/12/2022): Christmas concert at St Mary’s University Church, Oxford � Days are Where We Live (18/3/2023): A concert on a musical journey from dawn to dusk at St Michael at the North Gate church, Oxford � To See A World: A choral exchange with Leiden English Choir to celebrate their 50th anniversary season, including performances in both cities (Leiden 10/6/2023; Oxford Town Hall 8/7/2023). For the Oxford concert we also invited TCC2, the Thame Children’s choir to sing for part of the concert. These concerts bring benefit to the choir and audience by allowing us to experience live music and be enriched by the beautiful repertoire. The choral exchange brought the additional benefit of strengthening the twinning ties between both cities, making lasting friendships between the choirs from the Netherlands and the UK. For the Oxford Town Hall concert, the children from TCC2 were given an exciting opportunity to perform in a magnificent venue and a professional setting alongside the adult choirs. We usually reach around 80-120 audience members for each concert. For the Town Hall concert we put extra effort into our publicity as it was such a special event, and achieved an audience size of >250. Other events On 17th December 2022 we sang Christmas carols on Broad Street in central Oxford for 2 hrs, and raised money for Dementia Oxfordshire (via their collection boxes). |
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Financial Review
| Financial Review | |
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| Review of the charity’s financial position at the end of the period |
The total balances of cash, bank and savings accounts as at 31 August 2023 was £7,796. All our funds are unrestricted. The Choir has no funds materially in deficit and no debts. |
Statement explaining the policy for holding reserves stating why they are held |
Sufficient reserves must be held to clear any outstanding commitments in the event of closure, including a reasonable notice period for our musical director. |
Amount of reserves held |
£7,796 |
| Reasons for holding zero reserves |
N/A |
| Details of fund materially in deficit |
N/A |
| Explanation of any uncertainties about the charity continuing as a going concern |
N/A |
| Details of fund materially in deficit N/A Explanation of any uncertainties about the charity continuing as a going concern N/A |
Details of fund materially in deficit N/A Explanation of any uncertainties about the charity continuing as a going concern N/A |
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| Additional information (optional) You may choose to include further statements where relevant about: |
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| The charity’s principal sources of funds (including any fundraising) |
Choir membership subscriptions, including gift aid, and concert ticket sales |
Investment policy and objectives including any social investment policy adopted |
N/A as we do not hold long term investments |
| A description of the principal risks facing the charity |
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| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
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| Type of governing document | Constitution |
| Type of governing document How is the charity constituted? |
Unincorporated Association |
| 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 |
The charity trustees are members of the organising committee who are elected at the AGM. They are expected to stay in the role for 3 years (unless they leave the choir). All trustees give their time voluntarily and receive no remuneration or other benefits. |
Reference and Administrative details
| Charity name | The City of Oxford Choir |
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| Other name the charity uses | N/A |
| Other name the charity uses Registered charity number |
1121311 |
| Registered charity number Charity’sprincipal address |
17 RamsayRoad, Oxford, OX3 8AX |
Names of the charity trustees who manage the charity
| Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
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|---|---|---|---|---|
| 1 | Carla Cohen | Chair | any) | |
| 2 | Richard Oxley | Treasurer | ||
| 3 | Charlie Alexander | Concert manager | ||
| 4 | Sarah Tanton | Secretary |
Names and addresses of advisers (Optional information)
| Type of adviser |
Name | Address |
|---|---|---|
| Financial advisor |
Tom James | 2 Mallard Drive, Didcot, OX11 6EH |
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature
Full name: Carla Cohen
Position: Chair
Date: 23 June 2024
| CITY OF OXFORD CHOIR: RECEIPTS AND PAYMENTS ACCOUNT | CITY OF OXFORD CHOIR: RECEIPTS AND PAYMENTS ACCOUNT | ||||
|---|---|---|---|---|---|
| 31 August 2023 | Actual | Budget | 2021/22 | ||
| 12 mths | 12 mths | 12 mths | |||
| £ | £ | £ | |||
| Opening balances 1 Sep 22 | |||||
| Bank current account | 5,061 | 5,061 | 2,313 | ||
| Savings account | 3,028 | 3,028 | 3,003 | ||
| Cash | 164 | 164 | 60 | ||
| REHEARSALS/CORE Receipts: |
8,253 | 8,253 | 5,377 | ||
| Subscriptions Vocal coach lesson receipts Benefactors Gift Aid Donations/Easy fundraising/Smile Music rental receipts Advertising Bank Interest Payments: Bank charges Conductor Vocal Coach Rehearsal Venue Music Hire/purchase Publicity and programmes Admin |
8,648 84 120 2,225 1,249 389 115 102 12,932 (60) (7,980) (490) (2,331) (2,120) (2,280) (271) ee |
9,000 400 2,200 450 350 0 0 12,400 (60) (7,980) (500) (1,760) (1,900) (350) (550) ee |
8,467 390 (¢) 638 275 40 2 9,812 (93) (7,796) (65) (1,625) (1,444) (328) (380) |
Incl £914 from Tony and Moray donations for music | |
| (15,532) | (13,100) | (11,731) | |||
| CONCERTS October: St Barnabas |
(2,600) | (700) | (1,919) | ||
| Tickets and programmes Venue Organist |
1,002 0 (200) |
500 (400) (275) |
488 (¢) (250) |
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| December: St Marys | 802 | (175) | 238 | ||
| Tickets and programmes Venue Organist |
2,260 (875) (180) |
2,300 (695) (275) |
2,301 (730) (169) |
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| March: St Michael at the North Gate | 1,205 | 1,330 | 1,402 | ||
| Tickets and programmes Venue Pianist |
949 0 (310) |
1,000 (463) (275) |
924 (350) (200) |
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| July: Town Hall | 639 | 262 | 374 | ||
| Tickets and programmes Oxford International Links grant Venue: Piano hire and PRS fee Musicians (Organist, Annelies, Thame Childrens choir) Oxford City Council Community Impact Fund Round 2Small/Medium Grant 2023/24 |
2,254 585 400 (255) (595) |
800 585 (768) (275) |
842 (540) (280) |
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| Net Cash Surplus/(Shortfall) excl Leiden LEIDEN |
2,390 2,436 |
342 1,059 |
22 117 |
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| Leiden deposits and lunch/punting receipts Payments |
9,210 (12,103) |
9,210 (11,969) |
3,255 (496) |
i.e budget assumes net nil B/F + this year | |
| Net Leiden expenses 2021/22 to 22/23 Closing balances 31 August 2023 Bank current account Savings account Cash Total bank balances and cash |
(134) | (2,893) 1,084 6,653 60 7,796 —— a |
(2,759) 2,759 6,553 5,061 3,028 ei 2538 |
Incl £914 from Tony and Moray donations for music
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The City of Oxford Choir: Independent Examiner’s report on the accounts 2022/23
| report to the committee of The City of Oxford Choir on my examination of the accounts for the
year ended 31 August 2023. | have completed my examination, using a 10% sampling
methodology, checking large transactions, and looking for anything unusual. As a result | may not
have identified all possible issues, but this method will identify any consistent issues.
Below are the issues/recommendations identified as part of this process.
1. There is no document which details the financial powers of committee members beyond signing
off payments, or how cash should be handled or counted. For example approval limits on making
decisions to commit financial resources are not documented, and there is no policy on how cash
should be counted or stored. Although this may not be necessary it would represent best practice.
2. | was unable to verify the cash in hand balance in person.
In summary, | am satisfied that the accounts represent a materially correct record of the financial
position for the period reported.
Thomas James CPFA
27 September 2023
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