TRUSTEES!REPORT!–!21st!JUNE!2023!to!10[th] !June!2024!
Introduction!
The!Trustees!present!the!Trustee’s!Report!and!Financial!Statements.!The!accounts!have!been!prepared!in! accordance!with!the!accounting!policies!and!comply!with!the!charity’s!constitution!and!applicable!law.!(Financial! year!runs!1[st] !April!to!31[st] !March)!
Administration!Details!
The!principal!address!of!the!charity!registered!with!the!Charity!Commission!is!Paddock!Hill,!Grundisburgh!Road,! Great!Bealings,!Woodbridge,!IP13!6PE.!
The!Trustees !–!elected!at!2023!AGM.!
Kate!Hayhow!-!Chairman!
David!Hayhow!! Vice!Chairman!&!Secretary!
Debbie!Rogers!! Membership!Secretary!
Gwen!Haxell!! Treasurer!
Sara!Bucknell!! Committee!member!
Becca!Kirby!! Committee!member! Co-opted!2024!
Peter!Meredith!!Committee!Member!
Committee!Roles!are!decided!at!the!first!committee!meeting.!
Sue!Wightman,!Musical!Director,!and!James!Hayward,!Show!Director,!also!participate!in!committee!meetings!for! appropriate!business.!
Structure,!Governance!and!Management!
Ipswich!Gilbert!&!Sullivan!Society!was!registered!as!a!Charitable!Incorporated!Organisation!(CIO)!on!3[rd] !January!2016! and!is!governed!by!a!constitution!adopted!on!18[th] !April!2016.!Trustees!are!elected!for!a!term!of!a!maximum!of!two! years;!but!half!the!trustees!retire!each!year.!!Retiring!trustees!are!eligible!for!re-election.!!Trustees!may!be!co-opted! between!Annual!General!Meetings!
Objectives!
The!objectives!of!Ipswich!Gilbert!&!Sullivan!Society!are!to!promote,!improve,!develop!and!maintain!public!education! in!the!appreciation!of!the!art!and!science!of!musical!theatre,!and!in!particular!the!music!of!Gilbert!and!Sullivan,!as! well!as!choral!music!in!all!its!aspects!by!the!presentation!of!public!concerts!and!by!such!other!ways!as!the!members,! through!the!trustees,!shall!determine!from!time!to!time.!!
Activities!
Ipswich!Gilbert!&!Sullivan!Society!is!a!musical!group!which!performs!concerts!during!the!spring!and!summer!months,! with!a!mixed!repertoire!ranging!from!classical!music!and!excerpts!from!G&S!operettas!to!folk,!pop!and!songs!from! the!musicals.!In!the!autumn!of!each!year!the!Society!aims!to!stage!a!production!of!one!of!the!Gilbert!&!Sullivan! operettas.!
There!are!informal!auditions!for!new!members.!Rehearsals!take!place!weekly!on!Monday!evenings!from!7.30!p.m.!to! 10.00!p.m.!at!Chantry!Methodist!Church,!Ipswich.!!!Rehearsals!move!to!twice!weekly!in!the!run!up!to!the!annual! stage!production.!
Achievements!and!Performances!
Concerts!were!held!in!early!summer!and!close!to!Christmas.!!The!society!presented!a!short!programme!at!Ipswich! music!Day.!!!
In!October!2023,!a!production!of!HMS!Pinafore!was!staged!at!The!Seckford!Theatre,!Woodbridge.!!The!society!plans! to!present!Iolanthe!in!2023.!!!
We!are!seeking!new!members.!!!
Public!Benefit!
The!Trustees!have!paid!due!regard!to!the!Charity!Commissions’!guidance!in!deciding!on!the!activities!undertaken!by! the!Society.!In!normal!circumstances!activities!for!public!benefit!are!demonstrated!by:!
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Supporting!local!charities!by!performing!at!fund!raising!concerts!
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Publicising!charity!concerts!via!the!Society’s!website!
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Discounted!membership!rates!for!members!in!full!time!education!!
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Lending!of!music!scores!to!other!musical!groups!
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Participating!in!Ipswich!Music!Day!which!is!organised!by!Ipswich!Arts!Association!
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Presenting!a!Gilbert!and!Sullivan!Operetta!
Financial!review!
The!Trustees!are!responsible!for!keeping!proper!accounting!records,!which!disclose!with!reasonable!accuracy!at!any! time!the!financial!position!of!the!Society.!The!Trustees!are!also!responsible!for!managing!the!assets!of!the!Society! and!for!taking!reasonable!steps!for!the!prevention!and!detection!of!fraud!and!other!irregularities.!The!Society! finances!itself!by!a!number!of!methods:!
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Through!membership!subscriptions!agreed!annually!by!the!Trustees.!There!are!two!fee!paying!categories!of! membership:!
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a. Concert!only,!!
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b. Show!only,!includes!an!audition!fee.!
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From!ticket!sales!from!the!annual!stage!production!
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Through!appearance!fees!paid!by!the!charities!for!performing!a!concert!
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By!putting!on!concerts!specifically!to!raise!funds!for!the!Society!
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Through!sales!of!merchandise!as!well!as!photographs!and!DVDs!of!the!annual!stage!production!
Other!sources!of!income!come!from:!
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Gift!aid!from!donations!and!from!members’!contributions!
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Contributions!from!patrons!
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Advertising!revenue!in!the!show!programme!
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Revenue!from!hiring!our!scores!and!other!property!to!other!organizations!
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Donations!
Income!for!the!period!from!1[st] !April!2023!to!31st!March!2023!totalled!! £29,029.73 Expenditure!amounted!to!! £27,255.66 Profit!!!for!the!year!! £1,774.07
On!30[th] !March!2024,!the!Society!had!a!cash!balance!of! £31,999.75 !held!in!the!following!account(s):! Co-op!Business!Current!!! £31,999.75 Co-op!Business!Deposit! £0!
A!summary!of!the!accounts!is!provided!in!the!Appendix.!
Reserves!policy!
Reserves!fund!the!annual!stage!production!and!to!acquire,!maintain!and!replace!assets.!
Risk!Management!
The!Trustees!have!a!responsibility!to!identify,!assess!and!manage!risks.!They!keep!abreast!of!legislation!which!may! affect!charities!through!the!Charity!Commission!website!and!through!Ipswich!Arts!Association!to!which!the!Society!is! affiliated.!They!ensure!that!the!Society!complies!with!copyright!and!performing!rights!law.!The!Society’s!insurance!is! arranged!by!NODA.!
- (i) Financial!risks!
Trustees’!responsibilities!in!relation!to!accounting!are!stated!above.!The!Trustees!ensure!that!any!stage!show! which!may!make!a!loss!can!be!financed!through!Society!funds.!
- (ii) Health!&!Safety!and!protection!of!Members!
The!Society!complies!with!health!&!safety!and!local!fire!policies!as!laid!down!by!the!venues!management!team.!!.!
For!the!annual!stage!production,!the!Society!complies!with!the!health!&!safety!policy!of!the!Seckford!Theatre.!In! addition,!the!Society!provides!a!stage!manager!who!is!responsible!for!health!&!safety!of!the!cast!and!backstage! crew!and!does!visual!checks!each!night!for!potential!hazards.!The!Society!provides!front!of!house!staff,!one!of! whose!duties!is!to!be!responsible!for!health!&!safety!of!the!audience!and!to!assist!in!evacuating!the!building!in! the!event!of!a!fire.!
In!addition,!the!society!has!the!following!policies:!
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Health!and!Safety!
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Safeguarding!
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Equality,!Diversity!and!Inclusion!
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Data!Protection!
Approved!by!the!Trustees!!
| IPSWICH G&S 2022/2023 | ||||||||||||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Profit Loss | 2021/2022 | £825.00 | £1,064.00 | £631.44 | £561.05 | £0.00 | £17.47 | £0.91 | £0.00 | £3,099.87 | £2,948.99 | £0.00 | £723.81 | £0.00 | £25.00 | £46.48 | £15.00 | £3,759.28 | -£659.41 | |||||||||||||||||||||
| £46.05 | £250.00 | £265.00 | ||||||||||||||||||||||||||||||||||||||
| Concert Income | Fund Raising | Amazon Smile | Donations | Member Donations | Bank Interest | EXPENDITURE | Lottery Licence | NODA & IAA | Bank charges | Year Profit/Loss | ||||||||||||||||||||||||||||||
| INCOME | Patrons | Gift Aid | Show | Sundry | Other | TOTAL | Concert | Show | Insurance | Admin | TOTAL | |||||||||||||||||||||||||||||
| 2022/2023 | £4,266.09 | £974.00 | £0.00 | £70.94 | £19,004.94 | £0.00 | £0.12 | £84.00 | £24,400.09 | £5,553.81 | £20,550.25 | £40.00 | £391.00 | £110.80 | £0.00 | £26,645.86 | -£2,245.77 | -£2,245.77 | ||||||||||||||||||||||
| £40.94 | £0.00 | £30.00 | ||||||||||||||||||||||||||||||||||||||
| Amazon Smile | Donations | Member Donations | Profit/Loss from balance sheet | Note: concert income includes subs from 2023-2024 | so actual loss this year shoud be £3655.77 if 2023/4 subs are excluded | |||||||||||||||||||||||||||||||||||
| INCOME | Concert Income | Patrons | Gift Aid | Fund Raising | Show | Sundry | Bank Interest | Other | TOTAL | EXPENDITURE | Concert | Show | Insurance (included in show cost in 22) | Lottery Licence | NODA & IAA | Admin | Bank charges | TOTAL | Year Profit/Loss | Check |
I confirm I have reviewed the accounts for Ipswich G&S for the period 2023-2024 and can confirm they are satisfactory.
P Holmes, September 2024