The Bristol Reggae Orchestra
Charity registration number: 1180167 Annual report and Unaudited Financial Statements
For the year ended 30 September 2022
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The Bristol Reggae Orchestra Contents
| Orchestra Lead Report | 4 |
|---|---|
| Trustees Report | 5 |
| Statement of Receipts and Payments | 9 |
| Statement of Assets and Liabilities | 10 |
| Notes to the Statement of Receipts and Payments | 11 |
| Independent Examiners Report | 13 |
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The Bristol Reggae Orchestra Reference and Administrative Details
| Charity Registration Number | 1180167 |
|---|---|
| Patron | Gary Crosby OBE |
| Chair | Arden Tomison |
| Leader | Rebecca Scott (appointed February 2022) |
| Trustees | Adam Wilson |
| Arden Tomison | |
| Barrington Chambers | |
| Kat Branch | |
| Kevin Millwood | |
| Mark Spence | |
| Norma Daykin | |
| Treasurer | Sue Lamble |
| Musical Director | Ben Jenkins |
| Principal Address | Malcolm X Community Centre |
| 141 City Road | |
| St Pauls | |
| Bristol | |
| BS2 8YH | |
| Bankers | Lloyds |
| Independent Examiner | Natalie Binstead-Wey, BW Business Advisers |
| Charity Website | https://www.bristolreggaeorchestra.com/ |
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The Bristol Reggae Orchestra Orchestra Lead Report
It has been a busy time for Bristol Reggae Orchestra and one of the most exciting I’ve known. Reporting on the period following my appointment in February 2022, BRO have continued to run regular rehearsals, progressed work with schools and community groups and performed at several events. We also secured significant funding from the Windrush Grant scheme that has enabled the introduction of a reggae choir.
Community
We continued the Reaching Out programme through the summer of 2022. As well as workshops with schools in Lawrence Weston and Hartcliffe, the orchestra performed at local community centres and partnered with the Bristol Recovery Orchestra.
Choir
A Reaching Out review meeting held in April 2022 identified the Windrush grant scheme as a potential avenue to continue our community programme. The aim was to create a vocal ensemble, visual record and a series of events that celebrated the achievements of the Windrush generation alongside community partners. We were delighted to be successful in this application and were awarded a grant of £21,998, the third highest grant in the Southwest.
The year following has seen the Orchestra go from strength to strength. The newly titled Bristol Windrush Reggae Choir has been incredibly successful in bringing in new members, raising the profile of the Orchestra and leading to performances on Windrush Day, at St Pauls Carnival picnic, Bristol Beacon and TedX in Bath. The choir hopes to continue into 2023.
Operations
We appointed a Digital Marketing Officer whose online documentation of the orchestra more than doubled our following on social media platforms and kept us prominent in the public domain. We had an excellent Windrush Choir Coordinator who delivered on all aims and we brought an Administrator on-board to support our filing systems and comms.
The Management Committee has been reinstated and meet on a 6-weekly basis. There are also several sub-committees who oversee key-areas of the organisation such as music development and asset management. I am grateful to the extremely dedicated team of member volunteers who support these operations.
We have made updates to the website to streamline booking processes, introducing an integrated booking form, publicising rates and a new FAQs section. We plan to dedicate time on improving this platform later in 2023.
Looking forward .
We are in consultation with our members about a proposed structure of governance that would see new, paid roles for the orchestra, skills development for members, a youth music / outreach programme and support for the choir. We aim to submit an application to Arts Council England in 2023 to fund this work.
Rebecca Scott Orchestra Lead
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The Bristol Reggae Orchestra Trustee Report
The Trustees present the annual report together with the financial statements of the charity for the year ended 30 September 2022.
Objectives and activities
Objects and aims
The objects of the charity are to advance the art of music, particularly reggae and music of Jamaican origin for the benefit of the public by performing such music to the public and providing opportunities to develop musical skills.
Public benefit
The Trustees confirm that they have complied with the requirements of section 4 of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission for England and Wales.
Achievements and performance
This reporting period still required us to adapt to overcome continuing problems arising from the Covid pandemic. Most Board meetings continued to be held remotely and although live rehearsals had recommenced, many members were cautious about returning. We focussed on internal housekeeping to update our asset register, scope the need for self-sufficiency in sound equipment and re-establish the committee structure. This last issue highlighted the need for a formal Leader’s role with paid administrative support which was agreed at AGM in February 2022. Member Becky Scott was appointed to the Leader role and has made a palpable difference to the running of the Orchestra with her energy, enthusiasm and skills. Finally, the Board recognised the need to appoint more Trustees and commenced a recruitment drive which came to fruition towards the end of this period and which will be reported on next year.
In addition to the internal focus we concentrated on making connections with organisations and neighbours to help build the return to performing, partnered with St George’s Bristol to deliver a sellout concert, concluded the Real Photography Company’s Windrush project with a world premiere performance of their commissioned piece and delivered 3 invited schools workshops as well as a series of summer workshops for the Malcolm X Centre Youth projects.
Our “Reaching Out” programme of musical workshops from the award of £5,000 funding from Bristol City Council’s Arts and Culture Fund was a major focus throughout the year and delivered a total of 12 workshops and performances involving over 220 participants before concluding in June 2022 having over-delivered on the original plan.
We have applied for a 3 year Imagination Fund grant form Bristol City Council to expand and develop this outreach programme further but await the outcome of that bid.
A bid to the Windrush Fund of The Department of Levelling Up, Housing and Communities resulted in the award of £21,998 to establish a Community Choir over a short 6 month window. Under Becky Scott’s guidance with support from the Trustees, Project Co-ordinator Suzi McKenzie delivered a highly successful programme recruiting over 40 members to the choir under the professional direction of Orgena Rose. The Choir delivered a gala performance including new compositions at The Bristol Beacon in October and has since become established as an ongoing entity.
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The Bristol Reggae Orchestra Trustee Report
In summary, a necessary period of consolidation has resulted in a confident return to business as usual but with funding successes we have been able to build positively on our brand, establishing ourselves more solidly in the cultural fabric of the city. The new structure of Leadership with freelance admin and marketing support is paying dividends and the end of this period with its attendant successes has allowed us to think more strategically about our future and concluded with the prospect of undertaking a significant organisational development programme in the coming years.
Thanks are due to all Trustees who have steered the Orchestra through some difficult times, to Leader Becky Scott and the freelance team in particular our project co-ordinators and especially our Music Director, Ben Jenkins.
Financial review
The total cash fund position at the end of the period was £25,922 (Unrestricted funds: £6,805, restricted funds £19,117). The Charity reports a surplus during the period of £17,520 (Unrestricted funds: £2,725, restricted funds £14,795).
Income
Income from members subscriptions totalled £3,009 (2021: £2,500). Members continue to remain committed to paying their subscription fees and it is recognised that these fees enable the Charity to meet its minimum annual operating costs, as reflected in the Statement of Receipts of Payments.
During the period the Charity received a restricted grant from Windrush Choir Fund, £21.998, and the Co-op Community Fund £3,582. A breakdown the grant expenditure can be seen at note 1 to the statement of receipts and payments. A significant part of the Windrush grant was required to be spent by December 2022. Both projects have been an extremely busy time yet rewarding part of the past year.
The Orchestra was able to attend and play at 4 gigs and host 2 school workshops which generated an income of £4,225 (2021: £813). This has partly been a result of the “reopening” of the music scene since the easing of the pandemic in 2021/2022.
Expenditure
The Charity’s core operating costs were £4,692 (2021: £2,716), an increase partly due to the return to “normal” day to day activities. The Charity incurred costs of £1,380 (2021: £548) in relation to the hire of rehearsal spaces, a significant increase, however this was due to a bill received in the year ended 30 September 2022, which in fact related to the previous financial year.
Musical Director’s fees were £1,635 (2021: £830) an increase which is a result of the increase in activities throughout the year, as described above. The Charity recognises the significant commitment and key role of the Musical Director. The orchestra committee and Board of Trustees have agreed that the Musical Director’s fees are increased in line with the Musician Union rates from February 2023.
Investment in assets
The Charity would like to become self-sufficient particularly in sound set-up for small gigs and only call on ‘sound tech’ input for major performances. This will reduce musical project costs and upskill members. It will require the Charity to however to invest in a certain amount of sound equipment, a
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The Bristol Reggae Orchestra Trustee Report
correct storage set-up and a user workshop to understand the operation and impact. It is proposed to setaside provision of £1,000 to enable this future investment.
In addition, an extensive stock take of the musical equipment held by the Charity was carried out and a number of items had previously been omitted from the register of assets. The Charity has updated the level of assets, which is reflected in the Statement of Assets and Liabilities.
Plans for future periods
As noted earlier, our successes in the latter part of this period, in particular the successful establishment of The Windrush Choir, has allowed us to develop a strategic vision for the future which under an enhanced Board will provide the opportunity significant organisational development. We will be applying for Arts Council England funding to help with the process and will report on that next time.
Structure, governance and management
The Bristol Reggae Orchestra is a registered charitable incorporated organisation (CIO) and is governed by its constitution dated 2 October 2018. The CIO was registered with the Charity Commission on 2 October 2018 .
The CIO is administered by the Board of Trustees. The Board has begun to meet more frequently than its original quarterly basis to accommodate the additional work arising from the projects. A management committee and formal action groups are appointed to assist with orchestral section management, planning, development, communications and finance who meet every 6 weeks.
The Board recognises The Bristol Reggae Orchestra members are the integral part of the orchestra and the Board continually seeks to listen to the important voice of its members in order to meet the charity aims and objectives.
The action groups consist of the following:
Finances and income: responsible for managing the money, generating income, pursuing funding opportunities, sales and merchandising
Membership: responsible for managing recruitment, keeping a balance of musicians, involving members and volunteers, running rehearsals with refreshments
Musical development: responsible for working closely with the Musical Director to define our repertoire, manage the music library, commission new works and arrangements, seek educational and funded projects.
Media and Marketing : responsible for publicity, recruitment strategies, managing social media and web-based activity, marketing and point of contact for bookings.
Performance logistics: responsible for maintenance and storage of all equipment, managing all aspects of performances including contracts, liaison, logistics (including transport), set-ups and take-downs.
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The Bristol Reggae Orchestra Trustee Report
Recruitment and appointment of Trustees
Trustees are appointed at the Annual General Meeting and are appointed on the basis of their skills and relevant experience to meet the objects of the charity. Trustees are elected by the membership to serve terms of one year and are eligible for re-election at the next Annual General Meeting.
Induction and training of trustees
Once appointed, new trustees are fully briefed by the Board with regard to:
-
their obligations as members of the Board of Trustees, including relevant publications from the Charity Commission;
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relevant documentation regarding the legal framework of the charity, e.g. Constitution;
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relevant financial information as set out in the most recent published annual accounts;
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strategic plans and objectives.
Reserves Policy
The Charity recognises that it requires a certain level of funding in order to meet its core operational activities. The Charity anticipates holding one year’s operating costs in reserve which will be monitored by the Treasurer and Board of Trustees on a regular basis.
Declaration
The Trustee’s declare that they have approved the Trustee report above. Signed on behalf of the charity’s trustees:
…………………………….
Arden Tomison Trustee
18 July 2023
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The Bristol Reggae Orchestra Statement of Receipts and Payments
| RECEIPTS Donations, legacies, grants Note 1 Membership subscriptions Performance income Merchandise sales Asset and investment sales Total receipts PAYMENTS Musical director Musical project costs Note 1 Musician fees (non-members) Rent / Hire of rooms Advertising Insurance Website maintenance / Digital media Merchandise Sundry Asset and investment purchases Total payments Net of receipts/(payments) Transfer between funds Cash funds last year end Cash funds this year end |
2022 2022 2022 Unrestricted funds Restricted funds Total Funds £ £ £ 183 25,580 25,763 3,009 - 3,009 4,225 - 4,225 - - - - - - 7,417 25,580 32,997 1,635 - 1,635 440 10,337 10,777 370 - 370 1,380 - 1,380 - - - 193 - 193 207 - 207 378 - 378 89 - 89 - 448 448 4,692 10,785 15,477 2,725 14,795 17,520 - - - 4,080 4,322 4,080 6,805 19,117 25,922 |
2021 2021 2021 Unrestricted funds Restricted funds Total Funds £ £ £ 797 4,500 5,297 2,500 - 2,500 813 - 813 - - - |
|---|---|---|
| - - - |
||
| 4,110 4,500 8,610 830 - 830 950 143 30 - 30 548 - 548 - 35 35 180 - 180 178 - 178 - - - - - - |
||
| - - - |
||
| 2,716 178 1,801 |
||
| 1,394 4,322 6,809 |
||
| - - - |
||
| 2,686 - 2,686 |
||
| 4,080 4,322 8,402 |
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The Bristol Reggae Orchestra Statement of Assets and Liabilities
| Details Cash funds Cash at bank Other monetary assets Investment assets Assets retained for the charity's own use Merchandise Musical equipment Liabilities Creditors Details Cash funds Cash at bank Other monetary assets Investment assets Assets retained for the charity's own use Merchandise Musical equipment Liabilities Creditors |
2022 2022 2022 Unrestricted Restricted Total £ £ £ 6,805 19,117 25,922 |
|---|---|
| - - - - - - 1,730 - 1,730 |
|
| 7,903 - 7,903 |
|
| - - - |
|
| 2021 2021 2021 Unrestricted Restricted Total £ £ £ 8,402 - 8,402 |
|
| - - - - - - 2,283 - 2,283 |
|
| 3,858 - 3,858 |
|
| - - - |
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The Bristol Reggae Orchestra Note to the Statement of Receipts and Payments
Note 1
Restricted funds
| estricted funds | |
|---|---|
| Balance Brought Forward1 October 2021 Total receipts during year: Payment: Musical Project Costs: Project co-ordination Workshop lead Workshop musicians Launch events - musical director Launch Events - sound engineer Launch Events - publicity Launch Events - photography Choir development Photographic record New composition Other project expenses Subtotal Asset purchase (bass amplifier) Total payment during year Balance Carried Forward30 September 2022 Balance Brought Forward1 October 2020 Receipt Payment: Musical Project Costs Advertising Balance Carried Forward30 September 2021 |
BCC - Reaching Out Windrush Choir Co-Op Community Fund Total £ £ £ £ 4,322 - - 4,322 |
| - 21,998 3,582 25,580 |
|
| (755) (2,350) - (3,105) (1,388) - - (1,388) (459) - - (459) - (240) - (240) - (100) - (100) - (242) - (242) - (150) - (150) - (1,450) - (1,450) - (1,500) - (1,500) - (1,125) - (1,125) (230) (257) (91) (578) |
|
| (2,832) (7,414) (91) (10,338) |
|
| - - (448) (448) |
|
| (2,832) (7,414) (539) (10,786) |
|
| 1,490 14,584 3,043 19,117 |
|
| BCC - Reaching Out Windrush Choir Co-Op Community Fund Total £ £ £ £ - - - - |
|
| 4,500 - - 4,500 |
|
| (143) - - (143) (35) |
|
| 4,322 - - 4,322 |
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The Bristol Reggae Orchestra
The financial statements were approved by the trustees, and authorised for issue on 18 July 2023 and signed on their behalf by:
…………………………. Arden Tomison Trustee
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Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name members of Bristol Reggae Orchestra On accounts for the year 30 September 2022 Charity no 1180167 ended (if any) Set out on pages 1-2 (remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 30 September 2022.
- Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent I have completed my examination. I confirm that no material matters have examiner's statement come to my attention (other than that disclosed below *) in connection with the examination which gives me cause to believe that in, any material respect:
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accounting records were not kept in accordance with section 130 of the Act or
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the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
| Signed: Name: Relevant professional qualification(s) or body (if any): Address: |
Date: | |
|---|---|---|
| 14 July 2023 | ||
| Natalie Binstead-Wey on behalf of BW Business Accountants and Advisers Limited |
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| ICAEW CIOT |
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| Henleaze Business Centre | ||
| Harbury Road | ||
| Bristol BS9 4PN |
1
October 2018
IER
Section B Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
2
October 2018
IER