Tilford Bach Society (CIO) Trustees' Annual Report 2020
(Accompanying Accruals Accounts)
1: Legal and Administrative Information
Charity name: Tilford Bach Society (CIO)
Registered charity number: 1172416
For the financial year 1 January to 31 December 2020
Principal Address:
c/o Bethany, Chapel Lane, Pirbright GU24 0JZ
Trustees:
The Trustees during the year 2020 were:
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R John Horrocks - Chairman & Treasurer
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Susan Sagun - Secretary
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Suzanne Cacciottolo – Vice Chair
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Jillian Denbigh
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Dr Trevor Gray
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Dr Roger Jude
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Diana Martin
Objects of Charity :
To advance the education of the general public in the appreciation and understanding of music and its history with special emphasis on the music of Johann Sebastian Bach, through live performances, lectures and other activities.
The public performances are held mostly but not exclusively in Farnham, Godalming and Tilford and include typically the performance of a major Bach choral work in Tilford in early summer, regular monthly concerts from September to May and carols concerts in December.
2: Structure, Government and Management
The governing document is the Constitution adopted on 28 February 2017.
The Trustees make all decisions and run the Society. Most decisions are taken by email and the trustees meet typically once or twice a year to handle major issues that cannot be handled by email or telephone.
In order to improve efficiency, the working group does not operate according to precise roles for each officer. Instead each officer is able to undertake any function and each person is encouraged to handle whatever is in front of them rather than passing it to another person. Thus the traditional roles of Chairman, Treasurer and Secretary are distributed according to circumstances and availability. The accounting system is Internet based and used by the Chairman, Treasurer and Secretary, who may each pay in cheques and enter receipts and initiate and enter payments. Nearly all payments are made by Internet transfer. A cheque account at CAF Bank operates under dual signature. A PayPal account is operated primarily for the receipt of ticket money and donations. It works under single signature, with accrued money being transferred to CAF Bank periodically. Priority is given to paying performers promptly. Since the Society does not have credit or bank cards, most purchases are made by the trustees on private credit cards and reimbursed. The annual accounts (Balance Sheet and Profit and Loss) are calculated by the accounting software. Event Accounts, used for internal management during the year, are
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generated automatically using an Excel spreadsheet prepared by the Chairman with data copied from the Profit and Loss account.
Nearly all documents are stored on the Internet (Google) and shared.
The Charity Commission document "The Essential Trustee" is made available for the guidance of trustees.
The Independent Examiner is Mr Derek Carpenter who works in an honorary capacity.
3: Financial Review
The income of the Society comes from donations and ticket sales. The Society uses the Gift Aid Scheme where applicable. .
The Society made a surplus of £12,305.41 over the year.
At the end of 2020 the Society had an overall balance of £28,773.01.
During the year covered by the Report, none of the Trustees received any payments from the Society, other than the reimbursement of necessary expenses.
Policy on Reserves
The Society plans concerts and makes commitments for up to two years ahead. It therefore endeavours to maintain an average balance of at least £10,000.
4: Public Benefit Statement
The trustees confirm that they have complied with their duty to have due regard to the guidance on public benefit published by the Charity Commission. All concerts are open to the public and are priced to be affordable with the Society relying on donations and sponsorship because ticket sales do not cover all the costs. The prices for the Farnham concerts are at the lower end of typical prices for professional concerts in the area and are now probably the lowest in the area. The Conservatoire Concerts in Godalming offer free entry with a retiring collection.
Since the Covid related restrictions commenced in March, the Society has changed to making access to all concerts free of charge and inviting donations through a retiring collection.
In particular the Society has provided free seats at concerts for young people and in some cases for their parents. It also provides regular free tickets for a person with severe disabilities and gives a significant number of tickets to groups and individuals who would not normally buy tickets in order to advance musical education, make the Society more attractive to newcomers, and promote awareness of the Society.
5: Activities and Achievements
Activities in 2020 were severely disrupted due to the Covid restrictions and the Society commenced on-line concerts using YouTube Channels for both Farnham Concerts and Conservatoire Concerts and held extra outdoor concerts in the summer thanks to generous support from Bury Court Barn. It held the first Farnham Chamber Music Festival in October.
The monthly Conservatoire Concerts have continued where possible in Godalming with the aim of giving students and young professionals a performing opportunity. These concerts are funded by donations without ticket charges.
A great deal of effort has gone into promoting the Society, attracting a younger audience, making use of the Internet and networking with other music societies in the area.
7: Declaration
The Trustees have approved the report.
Signed
Reginald John Horrocks
Chairman
Date:30 January 2021
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Registered Charity 1172416
Tilford Bach Society (CIO)
2020 Accounts
Approved by the Trustees Income and Expenditure 1 January - 31 December 2020
| Income and Expenditure 1 January - 31 December 2020 |
|||||
|---|---|---|---|---|---|
| 2019 | Charitable activities | 2020 | |||
| Farnham concert series | Income | Expenditure | Surplus | ||
| £12,947.60 | Ticket sales | £4,332.50 | |||
| £2,184.35 | Sponsorship and donations | £12,985.30 | |||
| Ad hoc donations incl Friends & Sponsors scheme Note 1 | £8,693.00 | ||||
| Gift Aid claimed Note 1 | £5,834.70 | ||||
| £0.00 | Sale of programmes | £36.00 | |||
| £215.00 | Sale of refreshments | £0.00 | |||
| LESS | |||||
| £19,445.19 | Musicians fees and expenses | £26,060.00 | |||
| £3,701.25 | Premises hire and instrument hire | £1,579.45 | |||
| £170.00 | Cost of programmes | £122.70 | |||
| £1,613.75 | Refreshments, TEN and miscellaneous costs | £815.29 | |||
| **-£9,583.24 ** | Surplus | £3,304.06 | |||
| Godalming Conservatoire Concerts | |||||
| £0.00 | Ticket sales | £80.00 | |||
| £3,640.20 | Sponsorship and donations | £15,251.43 | |||
| Ad hoc donations incl Friends & Sponsors scheme Note 1 | £645.00 | ||||
| Gift Aid claimed Note 1 | £3,063.31 | ||||
| LESS | |||||
| £6,517.74 | Musicians fees and expenses | £12,075.27 | |||
| £1,140.00 | Premises hire and instrument hire | £1,218.00 | |||
| £0.00 | Cost of programmes | ||||
| £986.89 | Refreshments, TEN and miscellaneous costs incl insurance | £1,067.81 | |||
| **-£5,004.43 ** | Surplus | £4,678.66 | |||
| Farnham Sinfonia & Other Concerts | |||||
| £4,560.50 | Ticket sales | £318.00 | |||
| £1,731.84 | Sponsorship and donations | £3,545.00 | |||
| Ad hoc donations incl Friends & Sponsors scheme Note 1 | £7,783.00 | ||||
| Gift Aid claimed Note 1 | £962.88 | ||||
| LESS | |||||
| £12,530.00 | Musicians fees and expenses | £5,775.00 | |||
| £1,749.00 | Premises hire and instrument hire | £448.00 | |||
| £775.32 | Refreshments, TEN and miscellaneous costs | £201.68 | |||
| **-£8,761.98 ** | Surplus | £6,184.20 | |||
| Items | |||||
| £5.00 | Sales of items, eg CDs or books | £5.00 | |||
| LESS | |||||
| £0.00 | Costs of items, eg CDs or books | £0.00 | |||
| £5.00 | Surplus | £5.00 | |||
| **£25,284.49 ** | Total income on charitable activities | £63,535.12 | |||
| £48,629.14 | Total expenditure on charitable activities | £49,363.20 | |||
| Other Income | |||||
| £11,892.32 | Members subscriptions, grants and related gifts NOTE 1 | ||||
| £41.29 | Amazon, EasyFunds etc | £53.99 | |||
| £2,955.23 | Gift Aid tax refunds NOTE 1 | ||||
| £0.00 | Interest | £0.00 | |||
| £13,160.25 | Donations from Tilford Bach Society | ||||
| **£53,333.58 ** | Total income | £63,589.11 |
| Other Expenditure | ||||
|---|---|---|---|---|
| £35.00 | Publicity | £20.00 | ||
| £14.20 | Travel | |||
| £613.00 | Insurance excl Godalming (2019 incl Godalming) | £367.80 | ||
| £320.57 | Office expenses | £96.20 | ||
| £10.07 | Postage | £9.06 | ||
| £327.02 | Computer and Internet Expenses | £301.18 | ||
| £5.50 | Concert items | £42.79 | ||
| £870.91 | Misc expenses (including thank you gifts) | |||
| £286.29 | Bank charges including Paypal | £283.47 | ||
| Cavatina membership | ||||
| Hospice performances | £800.00 | |||
| **£2,482.56 ** | Total other expenditure | £1,920.50 | ||
| **£51,111.70 ** | Total expenditure | £51,283.70 | ||
| **£2,221.88 ** | Surplus carried forward to General Fund | £12,305.41 | ||
| Balance Sheet at 31 December 2020 | ||||
| General fund | ||||
| £14,245.72 | Balance at 1 January 2020 | £16,467.60 | ||
| £2,221.88 | Surplus for year | £12,305.41 | ||
| **£16,467.60 ** | Total | £28,773.01 | ||
| £0.00 | Reserve Fund | £0.00 | ||
| **£16,467.60 ** | Total funds | £28,773.01 | ||
| Represented by: | ||||
| Assets | ||||
| Cash at bank | ||||
| £19,438.70 | CAF Bank | £28,880.05 | ||
| £491.54 | PayPal | £424.85 | ||
| £80.00 | Cash float | £80.00 | ||
| £824.11 | TBS CIO Lloyds Farnham Sinfonia account | £7,798.11 | ||
| **£20,834.35 ** | Total | £37,183.01 | £37,183.01 | |
| £0.00 | Receivables (debtors) Note 2 | £1,055.00 | ||
| Liabilities (creditors) | ||||
| £4,366.75 | Amounts falling due in less than one year Note 3 | £9,465.00 | ||
| £0.00 | Amounts falling due after one year | £0.00 | ||
| £4,366.75 | Total | £9,465.00 | ||
| **£16,467.60 ** | Total net assets Note 4 | £28,773.01 |
Accounts prepared on accruals basis
| Note 1: In 2019, figures were combined for Farnham, Godalming and Sinfonia but are now shown separately | Note 1: In 2019, figures were combined for Farnham, Godalming and Sinfonia but are now shown separately |
|---|---|
| Note 2: Early payment of Making Music incl insurance £613 & St Thomas hire for St John Passion £442 | |
| Note 3: Money for 2021 received before 31/12/20 | |
| Sponsorship of St John Passion (restricted) | £4,600.00 |
| Gift Aid for St John Passion (restricted) | £1,150.00 |
| Sponsorship of Godalming Baroque Day | £2,000.00 |
| Farnham Sponsosrs and Friends | £615.00 |
| Sponsorship of May Solem Qtet concert | £1,000.00 |
| Donations to January concerts | £100.00 |
| Total | £9,465.00 |
Note 4: Total assets of £28,773.01 are made up of Farnham: £11,336.44 Godalming:£7,840.31 Sinfonia: £9,596.26
Reginald John Horrocks - Chairman Updated 27 February 2021
TILFORD BACH SOCIETY (CIO)
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES
I report on the accounts of the Tilford Bach Society (CIO) (the Charity) for the year ended 31st December 2020.
Responsibilities and basis of report
As the charity trustees of the Charity, 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 the Charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
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 giving me cause to believe that in any material respect:
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accounting records were not kept in respect of the Charity as required by section 130 of the Act; or
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the accounts do not accord with those records; or
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the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached
D.F.Carpenter 23[rd] January, 2021
Lower Thicket, Dockenfield, Farnham, GU10 4HB