Fil ANNUAL REPORT 2020/2021 M U S I C www.evolvemusic.org.uk
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Contents
ABOUT EVOLVE MUSIC ........................................................... Page 1
Charitable objectives
Vision
Mission
Values
EDI Statement
Our activities
BOARD REPORT ......................................................................... Page 8
Welcome from chair
Thanks to funders
CEO REPORT ................................................................................ Page 11
TRUSTEES REPORT .................................................................... Page 13
Introduction
Structure, Governance, and Management
Selection and Appointment of Trustees
Objectives and Activities of the Charity for the Public Benefit
Risk Management
Reserves policy
Statement of Trustees’ Responsibilities
FINANCIAL REVIEW ................................................................... Page 16
PLANS FOR FINANCIAL YEAR 2021/2022 .......................... Page 23
OUR TEAM AND TRUSTEES ..................................................... Page 24
LEGAL AND ADMINISTRATIVE DETAILS ............................. Page 25
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Who we are and what we do
About Evolve Music
Evolve Music is a community music charity founded in 2017 by music leaders Ben and Beth Vleminckx to widen the access to high-quality creative opportunities using sound and music in the South West. The charity began its delivery in Radstock and the Somer Valley area (BANES) working with socially isolated communities where creative music-making was nonexistent. Evolve’s ambition was to use an exploratory and playful approach to creating music to strengthen communities; building their confidence, communication skills, and improving people's mental and physical well-being.
Vision
Community music in South West England will evolve to enable everybody to explore sound, create music and tell their story.
Mission
To enrich the lives of families, young people, and adults using sound and music.
Evolve Music operates and delivers its work to achieve our mission and defines this mission with these three words ‘Creating Sound Communities’.
Values
Evolve Music is committed to the following values within our internal and external work:
Charitable Objectives
The objects of Evolve Music are to facilitate access to, improve, advance, maintain and promote education in the arts by providing increased opportunities for people of all ages, abilities, and backgrounds to access creative music-making workshops and by running such openaccess music workshops.
Relevant to people & the wider sector Transparent
Positive
Strategic
Building meaningful partnerships
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EDI Statement
Evolve Music welcomes, values and supports diversity within and beyond our organisation. We have zero tolerance for any form of discrimination, harassment or victimisation towards; race, gender, disability, sexual orientation, socio-economic background or religion. We are committed to making changes to the sector and are not afraid to make mistakes, learn and ensure inclusion remains our focus.
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Our Impact
442
NUMBER OF SESSIONS
42
NUMBER OF STAFF AND VOLUNTEERS
1063
INSTANCES OF PARTICIPATION
384
NUMBER OF INDIVIDUALS / FAMILIES ENGAGED
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Our activities
At Evolve Music we work with a wide range of communities and use sound exploration and creative music making to tell stories. Our programmes are built using a co-creation methodology, whereby there is equal power placed on our professional music leaders and participants as artists. Through creative sessions ideas are generated from the participants experiences and interests and pieced together to form new musical/sound compositions.
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Families
Explorers and Adventurers
Adventurers is an early intervention programme in partnership with Radstock Children’s Centre. It works with children under 5 and their families who are referred to the programme due to specific challenges with children under 5.
Explorers is an open access programme for children under 5 and their families to engage in creative music making to support attachment and child development.
What people say
Luke has really enjoyed the sessions both in person and online. This has helped him to learn to sit and take part in group activities and associating his toys with the props used in the video calls. He really enjoys to sing and is able to explain to me through actions, toys and now verbally what songs he wants to sing together. It’s been lovely getting to know Esther and Clara.
Participant - Adventurers
We have been looking for a weekly music group on a Thursday for ages. I just wish it had been running when my eldest was little! We love coming every week and look forward to Thursdays! The half term family session was fantastic. My eldest is so excited about coming to the next one.
Lisa - Parent at Explorer Sessions
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Young People Sound Lab
Soundlab is a creative music group for neurodivergent young people between the ages of 14 - 19.
What people say
It was a great experience, playing new instruments, and making up our own music. Even though we were given some guidance, we were allowed to improvise which was great.
Phoebe - Participant of Bespoke School Project
Adults
Soundstore
Soundstore is a COVID-19 response programme for older adults and those living with Dementia to explore music and storytelling for memory and recall.
What people say
Residents Olivia and Lyn enjoying a virtual music therapy session run by Evolve Music. They sang and danced in their chairs and very much enjoyed the session. Both ladies are looking forward to next week, the sessions are beneficial, captivating and great fun
Activities Coordinator - Broomfield Care Centre
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Sector and Workforce Development Evolution Music Leader Training Programme
A person centred, six month training programme for emerging music leaders to develop their skills, knowledge and experience in community music leadership.
Sector and Workforce Development Evolution Network
A sector support network for freelance music leaders, music educators and musicians to share practice, skills and knowledge through formal and informal events.
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Welcome from the Chair
Board report
People and communities are at the heart of our organisation and Evolve Music is committed to working alongside communities to explore sound, tell stories and realise their musical ambitions whilst having fun. So when a global pandemic hit and we were forced to distance ourselves from one another, cover our faces and sanitise everything in sight, some quick and inventive thinking needed to happen to enable our programs to keep going and to maintain continuity for our participants. The Evolve Music Team have worked with boundless energy to devise new methods of working, learning and adapting to digital/online practice whilst maintaining firm relationships with our participants.
It is often surprising how great things can occur through challenging times. The resilience of the sector as a whole has been inspiring and Evolve Music has not been an exception. The positive response of the funding bodies has been paramount to our success. Working alongside the Board of Trustees, the Team have secured additional funds to support the move to online delivery and our funders have allowed us to repurpose funds where necessary and to support an organisational restructure. We greatly appreciate the on-going support of the St John’s Foundation whose core funding has given stability to the organisation through very challenging times. Additionally, the flexibility and support of Youth Music enabled us to be responsive to the needs of our beneficiaries during uncertain and challenging times.
We have been delighted to forge new relationships with the following funders: The National Lottery Community Fund, Devon Music Education Hub, Arts Council England and B&NES Music Education Hub. Their support has been vital as we expand our reach and impact through our programmes.
These challenges have pushed us to respond inventively to our participants' changing needs. Adapting Adventurers to work 1-1 with families, exploring “mic-on” real time improvising online in SoundLab and creating sound stories over Zoom with residents in care homes have been just a few of the creative methods our music leaders have used. Whilst COVID sadly reduced the number of participants we were able to reach during the year, for those we did reach the activities we delivered have provided engagement, friendship, consistency and in some cases, a lifeline.
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A highlight is the development of our Evolution Programme, our workforce development strand. Through the Evolution Network it seems ever more important to connect freelance music leaders and musicians with the ambition of sharing good practice, learning from one another and helping to develop a resilient sector in the South West. Our first few events have proven enlightening to both participants and presenters in providing an open and enquiring space in exploring specific community music practices. We have also embarked on our training and mentoring scheme which, although in its infancy, is an exciting addition to develop practitioners’ skills and impact positively on the sector.
As a Board, we have been lucky to attract two new trustees who bring expertise in governance and the developing community arts sector. We are working to fulfill our Equity, Diversity and Inclusion goals which starts with our commitment to recruiting Trustees from Black, Asian or ethnically diverse communities. The Board is gaining strength in terms of skills but we do not yet represent the diverse population of the communities we work with. We are committed to short, medium and long term change throughout the organisation.
It is with great delight we introduce Ben Vleminckx as our newly appointed CEO, who will lead our small but dedicated team as we expand into new geographical areas (an exciting expansion of Adventurers and Explorers takes us into Devon as a first step). Alongside our Fundraiser and Programmes Manager he will develop new partnerships and build new programmes to reach new communities, ensuring the quality remains excellent and the work gets the recognition it deserves. Without this Team and the incredible skill, knowledge and adaptability of our music leaders on the ground we wouldn’t have a thriving community music organisation - so thank you to them all.
Claire King
Chair of the Board
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Thanks to our funders
Thanks to the support of charitable trusts and foundations, Music Education Hubs, Arts Council England and Local Authorities, we have been able to strengthen communities through music, supporting 1036 people in 2020-21. We are grateful to all of our funders listed below:
Income from other sources: Subscriptions paid by participants attending Explorers sessions and donations from individuals
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CEO report
2020 has been both a challenging and transformational year for Evolve Music. The outbreak of COVID-19 meant our team had to react quickly and work with our wonderful freelance music leaders to pivot our active programmes online. Whilst we successfully moved our early years delivery online, we were forced to postpone the launch of our Sound Lab programme until the summer due to the closure of schools and the significant risk posed by the virus to our vulnerable participants.
The pandemic didn’t just present challenges for the organisation but also provided several opportunities. During the first lockdown we were able to invest time in reflecting and planning, writing a new three year business plan. This plan sets out our ambitions for regional growth across the South West as well as developing and honing our co-creation processes.
The shift to online delivery also enabled us to try some new approaches to our creative music programmes. Our ‘Adventurers’ early years intervention programme was able to start providing a ‘one to one’ programme for families. This was extremely successful, enabling families to form strong relationships with our music leaders and is an element of our delivery that we plan to continue and build on over the next couple of years.
2020 also saw the launch of our new Sound Store programme which brings together a music leader and storyteller to work digitally with older adults residing in care settings. This COVID response programme has transformed our thinking and approach to working collaboratively with our participants and artists with specialisms in other art forms. We will be looking to develop this work, exploring social prescribing and developing resources for care homes that can become a legacy beyond the end of funded delivery.
In the Summer we were finally able to launch our Sound Lab programme but in an online format instead of in person as originally planned. This programme sees music co-created by neurodivergent young people who are referred by our partners Threeways, Fosseway, Critchill schools and SWALLOW charity and our music leaders.
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Again, the need to deliver this programme online meant we were able to trial new ways of working. We plan to keep elements of online delivery beyond the lifting of restrictions to enable us to meet the needs of our participants and also to reduce travel barriers.
Perhaps our greatest success was the development and launch of our Evolution programme, our new sector and workforce development strand. This has been a long time in the planning and pulls on our experience of working with students from Bath Spa University as well as seeking consultation. The programme, divided into two elements; a training programme and a network will enable our workforce and work to be better connected to the community music sector regionally, nationally and internationally. Our training programme will support the development of emerging music leaders skills, knowledge and practice connecting them to sector partners and immersing them in our work. The network is more about sharing practices across the sector through formal and informal events, training sessions and forums.
On an operational level the organisation was able to increase the capacity of our core staff during 2020 bringing myself into this role and bolstering the work of our Programme Manager. We have exciting plans to continue to increase our capacity and impact into the next financial year through new team recruitment.
I am extremely proud of what Evolve Music has achieved during the past year and I am looking forward to what the next year will bring.
Ben Vleminckx Founder and CEO
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For the year ending March 31st 2021
TRUSTEES REPORT
Introduction
The Trustees have pleasure in presenting their Report together with the financial statements of Evolve Music for the year ended 31 March 2021. Legal and administrative information set out on page 25 forms part of this Report. The financial statements comply with current statutory requirements, the Governing Constitution, applicable law and Statement of Recommended Practice: Accounting and Reporting by Charities 2019.
Structure, Governance and Management
Evolve Music (”the Charity“) is a Charitable Incorporated Organisation governed by its Constitution dated 31 January 2017. It is a charity registered with the Charity Commission as No. 1171391. The Charity is governed by a Board of Trustees who are elected by voting members. The Board meets bi-monthly to have a close view on performance against objectives and to have more flexibility to react to arising issues (e.g. COVID-19).
Selection and Appointment of Trustees
The members elect the Trustees at the Annual General Meeting (AGM). Trustees may be co-opted between AGMs. Regular reviews are conducted to ensure that the Board has the necessary skills. New trustees take part in an induction process when they receive copies of the Charity’s Constitution and Trustee’s handbook, are fully briefed on their obligations under charity and company law, and are given information on the decision-making processes, the financial performance of the Charity and the business plan. Trustees with specific expertise brief the Board from time to time on current topics. More broadly, trustees are encouraged to keep up-to-date with developments in the sector and to take advantage of the many training opportunities available from various bodies.
Objectives and Activities of the Charity for the Public Benefit
The objects of Evolve Music are to facilitate access to, improve, advance, maintain and promote education in the arts by providing increased opportunities for people of all ages, abilities and backgrounds to access creative music making workshops and by running such open- access music workshops.
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When reviewing the Charity’s aims and objectives, devising new programmes and setting policies for the year, the Trustees confirm that they have referred to the guidance contained in the Charity Commission’s general guidance on public benefit and complied with their duty under Section s17(5) of the Charities Act 2011.
Risk Management
The CEO and trustees review risks to the charity regularly using our risk register and make appropriate plans to mitigate risks. The COVID-19 pandemic has increased the risk to securing funding for our work and as a result we have needed to submit more funding applications to ensure we can maintain our activities.
Reserves policy
The Trustees review the reserves policy at least annually, or on the occurrence of material changes in the Charity’s activities. The Trustees have reviewed the Charity’s requirements for reserves and have decided to hold a sufficient balance of unrestricted reserves to cover 3 to 6 months of planned expenditure to ensure financial stability and act as a safeguard against unpredictable income streams. These funds are received at the start of a project while expenditure follows on a monthly basis. At the end of the financial year 2020/21, unrestricted reserves were £3102 which represents cover of 4 months.
Statement of Trustees’ Responsibilities
The Trustees acknowledge their responsibilities for ensuring the Charity keeps accounting records which comply with Charities Act 2011 and for preparing financial statements which give a true and fair view of the state of affairs of the Charity as at the end of the financial year and of its incoming resources and application of resources, including its income and expenditure, for the financial year.
Each of the Trustees has confirmed that there is no information of which they are aware which is relevant to the independent examination, but of which the Examiner is unaware. They have further confirmed that they have taken appropriate steps to identify such relevant information and to establish that the Examiner is aware of such information.
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Approved by the Board on 19/8/2021 and signed on its behalf:
Claire King Barrie Jenkins Chair of the Board of Trustees Treasurer
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Independent examiner’s report
Financial Review
I report on the accounts of the charity for the year ended 31 March 2021, which are set out on pages 6 to 10.
Respective responsibilities of trustees and examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
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(i) examine the accounts under section 145 of the 2011 Act;
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(ii) to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and
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(iii) to state whether particular matters have come to my attention.
Basis of independent examiner's report
My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the next statement.
Independent examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination:
(a) which gives me reasonable cause to believe that in any material respect the requirements: (i) to keep accounting records in accordance with section 130 of the 2011 Act; and (ii) to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act;
have not been met or
(b) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Mr P J Barton FCCA
ART Accountants Limited
Chartered Certified Accountants Ground Floor, 11 Manvers Street Bath, BA1 1JQ Dated 03/09/21
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| STATEMENT OF FINANCIAL ACTIVITIES INCLUDING | STATEMENT OF FINANCIAL ACTIVITIES INCLUDING | STATEMENT OF FINANCIAL ACTIVITIES INCLUDING | STATEMENT OF FINANCIAL ACTIVITIES INCLUDING | ||
|---|---|---|---|---|---|
| RECEIPTS AND PAYMENTS ACCOUNT | |||||
| FOR THE YEAR ENDED | 31 MARCH 2021 | ||||
| Unrestricted | Restricted | Total | Total | ||
| funds | funds | 2021 | 2020 | ||
| Income from: | Notes | £ | £ | £ | £ |
| Charitable activities | 2 | 3,399 | 32,874 | 36,273 | 53,305 |
| Investments | 3 | - | - | - | - |
| Total income: | 3,399 | 32,874 | 36,273 | 53,305 | |
| Expenditure on: | |||||
| Charitable activities | 4 | 2,922 | 44,878 | 47,800 | 12,188 |
| Total resources expended | 2,922 | (12,004) | 47,800 | 12,188 | |
| Net movement in funds | 477 | (12,004) | (11,527) | 41,117 | |
| Fund balances at 1 April 2020 | 3,102 | 48,379 | 51,481 | 10,364 | |
| Fund balances at 31 March 2021 | 3,579 | 36,375 | 39,954 | 51,481 |
The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.
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Income
£36,273
Expenditure
£47,800
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| STATEMENT OF ASSETS AND | LIABILITIES | ||||
|---|---|---|---|---|---|
| AS AT 31 MARCH 2021 | |||||
| 2021 | 2020 | ||||
| Notes | £ | £ | £ | £ | |
| Fixed assets | |||||
| Tangible assets | 417 | 556 | |||
| Current assets | |||||
| Cash at bank and in hand | 42,066 | 51,773 | |||
| Creditors: amounts falling due within one year | (2,529) | (848) | |||
| Net current assets | 39,537 | 50,925 | |||
| Total assets less current liabilities | 39,954 | 51,481 | |||
| Income funds | |||||
| Restricted funds | 36,375 | 48,379 | |||
| Unrestricted funds | 3,579 | 3,102 | |||
| 39,954 | 51,481 |
The accounts were approved by the Trustees on 19/8/2021
Mrs C. King Trustee
Mr B. Jenkins Trustee
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For the year ended 31 March 2021
Notes to the financial statement
1. Accounting policies
Charity information
Evolve Music is a charitable incorporated organisation whose governing document is a constitution.
1.1 Accounting convention
The accounts have been prepared in accordance with the charity's constitution, the Charities Act 2011 and “Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)” (as amended for accounting periods commencing from 1 January 2016). The charity is a Public Benefit Entity as defined by FRS 102.
The charity has taken advantage of the provisions in the SORP for charities applying FRS 102 Update Bulletin 1 not to prepare a Statement of Cash Flows.
The accounts have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a true and fair view. This departure has involved following the Statement of Recommended Practice for charities applying FRS 102 rather than the version of the Statement of Recommended Practice which is referred to in the Regulations but which has since been withdrawn.
The accounts are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.
The accounts have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
1.2 Going concern
At the time of approving the accounts, the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees continue to adopt the going concern basis of accounting in preparing the accounts.
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1.3 Charitable funds
Unrestricted funds are available for use at the discretion of the trustees in furtherance of their charitable objectives unless the funds have been designated for other purposes.
Restricted funds are subject to specific conditions by donors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the accounts.
1.4 Incoming resources
Income is recognised when the charity is legally entitled to it after any performance conditions have been met, the amounts can be measured reliably, and it is probable that income will be received.
Cash donations are recognised on receipt. Other donations are recognised once the charity has been notified of the donation, unless performance conditions require deferral of the amount.
1.5 Cash and cash equivalents
Cash and cash equivalents include cash in hand, deposits held at call with banks, other shortterm liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.
2 - Charitable activities - Income
| 2021 | 2020 | |
|---|---|---|
| £ | £ | |
| Grants | 35,574 | 52,756 |
| Donations | 136 | 247 |
| Fees from Individuals | 563 | 302 |
| Fees from Organisations | - | - |
| 36,273 | 53,305 |
Grants
| Grants | |
|---|---|
| National Lottery Community Fund | 9,640 |
| Radstock Town Council | 1,000 |
| BANES Council | 1,000 |
| Ragdoll Foundation | 5,230 |
| St John’s Foundation | 18,704 |
35,574
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3 - Investments
| Interest receivable 4 - Charitable activities - Expenditure |
2021 £ 2020 £ - - - - |
|---|---|
| 2021 £ 2020 £ 4,033 Payments to freelance music leaders 17,099 5,670 Payments to freelance management staff 26,867 - Advertising 508 - Other projects costs 612 769 Hire of rooms - 10,472 45,086 1,296 Share of support costs (see note 5) 2,294 420 Share of governance costs (see note 5) 420 12,188 47,800 |
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| 5 - Support and governance costs | |
|---|---|
| Training Subscriptions and fees Insurance Office costs Website and marketing Bookkeeping Depreciation Independent examination Support Costs £ 294 125 - 200 536 1,000 139 - 2,294 2,294 Governance Costs £ - - - - - - - 420 420 420 Analysed between charitable activities |
2021 £ 294 125 - 200 536 1,000 139 420 2,714 2,714 |
Governance costs includes payments to the independent examiner of £420 (2020 - £420).
6 - Analysis of net assets between funds
| Unrestricted | Restricted | Total | ||
|---|---|---|---|---|
| £ | £ | £ | ||
| Fund balances at 31 March 2021 are represented by: | ||||
| Tangible assets | 417 | - | 417 | |
| Current assets/(liabilities) | 3,162 | 36,375 | 39,537 | |
| 3,579 | 36,375 | 39,954 |
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Plans for financial year 2021/22
2021 brings both feelings of excitement but also caution as we make plans for emerging out of a global pandemic.
The excitement comes as we look to expand our delivery programme and make a step change from a local grassroots organisation to a regional organisation. In September 2021 we plan to launch Sound Explorers in Plymouth in partnership with Plymouth Music Education Hub. This new early years programme will form part of our Families strand and will focus on supporting the development of musical skills of Early Years staff in both school and children centre settings.
The other programme launching in September 2021 is our Sound Lab programme for young people with autism and other neurological differences in Devon. This programme will be working in partnership with Devon and Torbay Music Education Hubs. A consultation process will begin in the Spring/Summer of 2021 to identify the best positioning of the group to reach the most young people.
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Our Team
Ben Vleminckx Chief Executive Officer
Mark Scott Programmes Manager
Marie Negus Fundraiser
Our Trustees
Claire King - Chair of the Board Charlotte Dunling - Secretary Barrie Jenkins - Treasurer
John Whall - Appointed November 2020 Sarah Fisher - Appointed November 2020 Mark Bide - Appointed February 2021 Ben Vleminckx - Resigned September 2020 Beth Vleminckx - Resigned February 2021
Jane Parker - Appointed November 2020 and resigned February 2021
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Legal and Administrative Details
Registered Charity Number: 1171391
Registered Office: Ground Floor 11 Manvers Street Bath BA1 1JQ
Banker: Santander UK
Independent Examiner: Art Accounting
Contact us
+44 (0)7943 973473 info@evolvemusic.org.uk www.evolvemusic.org.uk @evolvemusicuk
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