TRUSTEES REPORT – 10 June 2024 to 9th June 2025
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 1st April to 31st 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 2024 AGM.
Kate Hayhow - Chairman
David Hayhow Vice Chairman & Secretary
Debbie Rogers Membership Secretary – Retiring as Membership Secretary
Gwen Haxell Treasurer
Sara Bucknell Committee member – Retiring from Committee
Becca Kirby Committee member
Peter Meredith Committee Member – Retiring from Committee
Claire Shadbolt 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 3rd January 2016 and is governed by a constitution adopted on 18th 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 months and close to Christmas, 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 2024, a production of Iolanthe was staged at The Seckford Theatre, Woodbridge. The society plans to present Yeomen of the Guard in 2025.
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. Members are admitted for the current calendar year. The year’s annual fee is £5. In addition, fees are charged for three seasonal activities: Spring Concerts, Show participation and a short Christmas season.
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From ticket sales from the annual stage production
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Through appearance fees paid by 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 1st April 2024 to 31st March 2025 totalled £36,225.72
Expenditure amounted to £29,382.90
Profit for the year £6,842.82
On 31st March 2025, the Society had a cash balance of £38,819.39 held in the following account(s):
Co-op Business Current £38,819.39
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.
- i 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
Financial Appendix IPSWICH G&S 2024/2025
Profit Loss
2024/2025
INCOME
Spring Concert Subs 2024 £0.00
| Show Subs 2024 | £1,940.00 | |||
|---|---|---|---|---|
| Concert | ||||
| Christmas Concerts Subs 2024 | £755.00 | income | £8,152.30 | |
| £818.21 | net | |||
| Patrons | £249.02 | Patrons | £249.02 | |
| Gift Aid | £1,375.69 | Fund Raising | £0.00 | |
| Fund Raising | £0.00 | |||
| Concerts Income | £4,885.57 | |||
| Concert Teas | £135.73 | |||
| Other | £0.00 | |||
| Members donations | £36.00 | Show income | £25,021.06 | |
| Show tickets | £17,260.00 | £4,259.53 | net | |
| Programmes | £678.00 | |||
| Show Raffle 2024 | £861.00 | |||
| Costumes donations | £25.00 | |||
| Show Donations | £2,282.50 | |||
| Show Teas | £142.86 | |||
| Show Photo sales 2024 | £760.50 | |||
| Show DVD Sales 2024 | £620.00 | |||
| Sundry | £0.00 | |||
| Bank Interest | £0.00 | |||
| Yeomen Sing donations | £136.65 | Other income | £1,713.34 | |
| T shirt Sales | £451.20 | |||
| Spring Concert Subs 2025 | £1,901.00 | |||
| Show subs 2025 | £490.00 | |||
| Christmas concerts 2025 | £160.00 | |||
| £0.00 | ||||
| Pinafore | ||||
| Pinafore dvd sales | £440.00 | Income | £440.00 | |
| Membership 2025 | £165.00 | |||
| Buffet meal | £375.00 | |||
| Hall hire refund | £100.00 | Next year subs | £650.00 | |
| included in concert hall hire costs | ||||
| Total Receipts | £36,225.72 | £68,225.47 | ||
| (total receipts plus brought forward) | TOTAL INCOME | £36,225.72 | ||
| EXPENDITURE |
Payments
| Admin | £78.17 | General costs |
|---|---|---|
| Gifts/Donations | £20.00 | £461.77 |
| Music Director Concert | £2,475.00 | |
| Rehearsal room concert | £930.00 | |
| Pianist concert | £1,495.00 | |
| Concert Hall hire | £892.00 | |
| Concert expenses | £1,147.09 | |
| Show Producer | £1,800.00 | |
| Show MD | £1,800.00 | |
| Show Rehearsal Pianist | £1,200.00 | Concert Running Costs |
| £7,334.09 | ||
| Show Halls/Theatre | £3,838.20 | |
| Publicity | £903.21 | |
| Music Hire | £193.69 | |
| Show Orchestra | £3,795.00 | |
| Set | £998.99 | |
| Backstage costs | £266.96 | |
| Lighting | £850.00 | |
| Programmes | £325.65 | |
| Show photos shoot | £260.00 | |
| Gifts (Show) | £88.96 | |
| Show Raffle 2024 | £48.00 | |
| Props | £99.96 | |
| Costumes | £1,572.68 | Total Show Costs |
| Show dvd costs | £25.83 | £20,761.53 |
| Seckford & Wolsey Ticket Sales | £0.00 | |
| Lottery Licence | £20.00 | Lottery and Subscriptions |
| NODA & IAA & Library subs | £317.50 | £337.50 |
| Insurance | £832.20 | |
| Show filming | £725.00 | Workshops (Yeomen and Vocal) |
| Yeomen Sing Costs | £190.00 | £425.10 |
| Show photo sales | £787.50 | |
| T-shirt sales | £307.83 | Pinafore costs |
| Pinafore show dvd | £34.66 | £34.66 |
| Owen Butcher workshop | £235.10 | |
| Show Raffle 2023 | £0.00 | |
| Sundry Show printing | £41.87 | |
| Website | £123.60 | |
| Piano Tuning & Move | £260.00 | |
| Buffet Meal in Sept | £375.00 | |
| Bank & SumUp charges | £28.25 | Bank and SumUp |
| £28.25 | ||
| Total Payments | £29,382.90 |
| Balances at start of year (01 April 2024) Cash 0 Current Cooperative bank ### Total £3 Receipts Spring Concert Subs 2024 £0.00 Show Subs 2024 £1,940.00 Christmas Concerts Subs 2024 £755.00 Concert i Patrons £249.02 Patrons Gift Aid £1,375.69 Fund Rais Fund Raising £0.00 Concerts Income £4,885.57 Concert Teas £135.73 Other £0.00 Members donations £36.00 Show inco Show tickets ### Programmes £678.00 Show Raffle 2024 £861.00 Costumes donations £25.00 Show Donations £2,282.50 Show Teas £142.86 Show Photo sales 2024 £760.50 Show dvd Sales 2024 £620.00 Sundry £0.00 Bank Interest £0.00 Yeomen Sing donations £136.65 Other inc T shirt Sales £451.20 Spring Concert Subs 2025 £1,901.00 Show subs 2025 £490.00 Christmas concerts 2025 £160.00 £0.00 Pinafore dvd sales £440.00 Pinafore Membership 2025 £165.00 Buffet meal £375.00 Hall hire refund £100.00 Next year included in concert hall hire costs Total Receipts £3 (total receipts plus brought forward) TOTAL INCOME Profit Final balance at end of year plus payments Balanced |
Rec | IPSWICH G&S 2024/2025 eipts and Payments Account Payments Admin £78.17 General costs Gifts/Donations £20.00 £461.77 Music Director Concert £2,475.00 Rehearsal room concert £930.00 9.75 Pianist concert £1,495.00 Concert Hall hire £892.00 Concert expenses £1,147.09 Show Producer £1,800.00 Show MD £1,800.00 e £8,152.30 Show Rehearsal Pianist £1,200.00 Concert Running Costs 18.21 net £7,334.09 £249.02 Show Halls/Theatre £3,838.20 £0.00 Publicity £903.21 Music Hire £193.69 Show Orchestra £3,795.00 Set £998.99 Backstage costs £266.96 Lighting £850.00 ### Programmes £325.65 59.53 net Show photos shoot £260.00 Gifts (Show) £88.96 Show Raffle 2024 £48.00 Props £99.96 Costumes £1,572.68 Total Show Costs Show dvd costs £25.83 ### Seckford & Wolsey Ticket Sales £0.00 Lottery Licence £20.00 Lottery and Subscriptions NODA & IAA & Library subs £317.50 £337.50 Insurance £832.20 £1,713.34 Show filming £725.00 Workshops (Yeomen and Owen Butcher) Yeomen Sing Costs £190.00 £425.10 Show photo sales £787.50 T-shirt sales £307.83 Pinafore costs Pinafore show dvd £34.66 £34.66 Owen Butcher workshop £235.10 me £440.00 Show Raffle 2023 £0.00 Sundry Show printing £41.87 Website £123.60 Piano Tuning & Move £260.00 Buffet Meal in Sept £375.00 s £650.00 Bank & SumUp charges £28.25 Bank and SumUp £28.25 5.72 ### Total Payments ### ### FINAL BALANCE AT END OF YEAR (March 2025) £6,842.82 Cash £23.18 Current COOPERATIVE BANK ### Curent balance less unclea 0 Deposit COOPERATIVE BANK £0.00 Deposit balance less uncle 0 Total ### 45747 ### uncleared current account items in £0.00 uncleared deposit account items in £0.00 |
|---|---|---|
1,99 ncom £8 ing me £4,2 ome Inco sub 6,22 |
NB
Subs for 24 Spring Concert Season were included in 2023-24 financial Account
Most subs for 25 Spring Concert Season are included in 2024-25 financial Account
Some subs for Iolanthe show and Christmas concerts 2024 were paid and included in 2023-24 financial Account Rehearsal costs through January-February 2024 were shown in 2023-24 financial account Some subs for Yeomen show and Christmas concerts 2025 have been paid and included in 2024-25 account Rehearsal costs through January-March 2025 are shown in 2024-2025 concert costs Iolanthe deposit paid in previous year Mike Kwasniak donated his fee for photo shoot to funds
IPSWICH G&S 2024/2025 Show profit and Loss
| Show | profit and Loss | profit and Loss | |||
|---|---|---|---|---|---|
| Iolanthe | HMS Pinafore | ||||
| 2024-2025 | 2023-2024 | ||||
| Income | |||||
| Ticket Sales | ### | ### | |||
| Less Box Office Ex | £0.00 | £2,638.80 | |||
| ### | ### | ||||
| Programme Sales | £678.00 | £858.00 | |||
| Less Programme Cos | £325.65 | £444.00 | |||
| £352.35 | £414.00 | ||||
| Raffle | £861.00 | £802.94 | |||
| Less Raffle costs | £48.00 | £95.99 | |||
| £813.00 | £706.95 | ||||
| Photos sales | £760.50 | £459.00 | |||
| Less Photos Costs | £787.50 | £458.50 | |||
| -£27.00 | member left | £0.50 | |||
| DVD sales | £620.00 | ||||
| Less DVD Costs | £25.83 | ||||
| £594.17 | |||||
| T-shirt Fund Raisi | £451.20 | £445.00 | |||
| Less t-shirt costs | £307.83 | £143.37 | £189.82 | £255.18 | |
| Subscriptions & Donations | |||||
| Show subs & Teas | £2,082.86 | £1,502.56 | |||
| Costumes sales | £25.00 | £0.00 | |||
| Donations from Ca | £0.00 | £176.00 | |||
| Show Donation | £2,282.50 | anonymous donation £2000 | £27.00 | ||
| £4,390.36 | £1,705.56 | ||||
| TOTAL INCOME | ### | ### | |||
| IPSWICH G&S 2024/2025 | |||||
| Show | profit and loss | ||||
| Iolanthe | HMS Pinafore | ||||
| 2024-2025 | 2023-2024 | ||||
| Expenditure | |||||
| Venues | |||||
| Seckford & Halls | £3,838.20 | £3,838.20 | £4,722.96 | £4,722.96 | |
| Costumes | |||||
| Costumes | £1,572.68 | £986.55 | |||
| Props | £99.96 | £16.99 | |||
| £1,672.64 | £1,003.54 | ||||
| Set |
| Set | £998.99 | £2,622.00 | ||
|---|---|---|---|---|
| Backstage | £266.96 | |||
| Lighting | £850.00 | £850.00 | ||
| £2,115.95 | £3,472.00 | |||
| Publicity | ||||
| Publicity | £903.21 | £825.51 | ||
| Programmes included in income | £0.00 | |||
| £903.21 | £825.51 | |||
| Musicians | ||||
| Rehearsal Pianists£1,200.00 | £920.00 | |||
| Orchestra | £3,795.00 | £3,753.57 | ||
| Music Hire | £193.69 | £150.00 | ||
| £5,188.69 | £4,823.57 | |||
| Honoraria | ||||
| MD & Director | £3,600.00 | £3,600.00 | £3,600.00 | £3,600.00 |
| Sundries | ||||
| Insurance | £832.20 | £937.54 | ||
| Photo shoot | £260.00 | £260.00 | ||
| Gifts (Show) | £88.96 | £243.11 | ||
| Show Raffle (included above) | £0.00 | |||
| Show filming | £725.00 | |||
| Sundry Show printi | £41.87 | £0.00 | ||
| £1,948.03 | £1,440.65 | |||
| Total Expenditure | ### | ### | ||
| SHOW GROSS PROFIT/LOSS | £4,259.53 | £545.16 | ||
| P/L from balance sheet | £4,259.53 | £545.16 |
| Notes | |
|---|---|
| Increased profits due (in part ) to | |
| Anonymous donation | 2000 |
| Theatre deposit paid in prev year | 989 |
| Increased subs | |
| reduced box office costs |
IoJ&iithe d&posi I 2023-24
Pinafore set more expensive than Iolanthe Various equipment needed in Iolanthe
Pinafore set needed higher value insurance Mike donated this back to society in 2024 as thankyou
Ipswich Gilbert and Sullivan Society 2024/2025 Concert profit and Loss
| Concert profit | and Loss | ||
|---|---|---|---|
| 2024-2025 | 2023-2024 | ||
| INCOME | INCOME | ||
| Concert Subs 2023 | £200.00 | ||
| Spring Concert Subs 2024 | £0.00collected after Mar 2024 | Spring Concert Subs 2024 | ### |
| Christmas Concert Subs 202 £755.00935 paid in jan-Mar 24 | |||
| Spring Concert Subs 2025 | ###collected Jan-Mar 2025 | ||
| Concerts Income | ###in 2024 | Concerts | ### |
| Concert Teas | £135.73 | Teas | £155.75 |
| Fund Raising | £0.00 | ||
| September Buffet Meal | £375.00 | ||
| TOTAL | ### | TOTAL | ### |
| EXPENDITURE | EXPENDITURE | ||
| Music Director Concert | ### | Music Director Concert | ### |
| Rehearsal room concert | £930.00included March 2024 payments | Rehearsal room concert | £660.00 |
| Concert Hall hire | £792.00changed concert model | Concert Hall hire | £90.00 |
| Pianist concert | ### | Pianist concert | ### |
| Gifts/Donations | £20.00 | Sum Up charges | £0.00 |
| (Flowers for Sue) | (included in concert income) | ||
| Concert expenses | ### | Concert expenses | £603.79 |
| (music stands props, | food, prizes etc Showcase concert) | ||
| Sept Buffet Meal | £375.00 | ||
| TOTAL | ### | TOTAL | ### |
| CONCERT PROFIT | £818.21 | CONCERT LOSS | -£262.03 |
| netfrombalance sheet | £818.21 |
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IPSWICH G&S 2024/2025 Profit Loss
| 2024/2025 | 2023-2024 | 2023-2024 | |||
|---|---|---|---|---|---|
| INCOME | INCOME | ||||
| Concert Income | £8,052.30 | Concert Income | £4,766.76 | ||
| Patrons | £249.02 | Patrons | £800.11 | ||
| Gift Aid | £1,375.69 | Gift Aid | £1,425.82 | ||
| Fund Raising | Fund Raising | ||||
| Amazon Smile | Amazon Sm | £35.70 | |||
| Donations | Donations | £0.00 | |||
| Member Donations | £36.00 | Member Do | £0.00 | ||
| other donations included | in show | profit & Loss | |||
| £36.00 | £35.70 | ||||
| Iolanthe show income | ### | Pinafore Show | ### | ||
| Sundry | £0.00 | Sundry | £0.00 | ||
| Bank Interest | £0.00 | Bank Interest | £0.00 | ||
| Membership 2025 | £165.00 | Other (Refund from incorrec | £323.65 | ||
| Raffle from Mikado | £69.30 | ||||
| includes £77 sales less | £7.70 commission at 10% from Raffle taken at | ||||
| DVD Sales from Pinafore | £440.00 | DVD/Photo Sales from Mikad | £265.00 | ||
| NODA Award lunch tickets | £210.00 | ||||
| Late 2022 Subs | £70.00 | ||||
| Next year (2025-2026) Subs | £650.00 | Next year (2024-2025) subs | £630.00 | ||
| Yeomen Sing Donations | £136.65 | ||||
| TOTAL | ### | TOTAL | ### | ||
| EXPENDITURE | EXPENDITURE | ||||
| Concert | £7,234.09 | Concert | £5,028.79 | ||
| Iolanthe show | ### | Pinafore Show | ### | ||
| Insurance (included in show | cost ) | Insurance(included in show cos | |||
| Lottery Licence | £20.00 | Lottery Licence | £20.00 | ||
| NODA & IAA & Library | £317.50 | NODA & IAA | £414.00 | ||
| Admin | £78.17 | Admin | £234.27 | ||
| Bank & Sum Up charges | £28.25 | Bank charges | £0.32 | ||
| Show Filming for Pinafore | £0.00 | Show Filming for Mikado | £175.00 | ||
| DVD Costs of sales for Pinafore | £34.66 | DVD Costs of sales for Mika | £122.00 | ||
| Show Raffle Pinafore | £0.00 | Piano Tuning | £60.00 | ||
| Piano Tuning & Move | £260.00 | Costs of Pinafore photo sal | £0.00 | ||
| included in show p/l | |||||
| Yeomen & Owen Butcher workshops | £425.10 | Incorrect payments | £323.65 | ||
| Website | £123.60 | Deposit for Iolanthe 2024 | £989.40 | ||
| TOTAL | ### | TOTAL | ### | ||
| Year Profit | £6,842.82 | Year Profit | £1,774.07 | ||
| Check Profit/Loss from balance |
sheet | £6,842.82 | |||
| Note: | |||||
| Increased profits due (in part ) to | |||||
| Anonymous donation | £2,000.00 | ||||
| Theatre deposit paid in prev year | £989.00 | ||||
| Increased show subs | |||||
| Reduction of box office costs |