**GROBY SINGS (Registered Charity No 1180490)** # **ANNUAL REPORT AND FINANCIAL STATEMENTS** **31st JANUARY 2021** ## **CONTENTS** ||Page| |---|---| |Annual Report|1-4| |Statement of fnancial activities|5| |Balance sheet|6| |Summary of policies|7| ## **ANNUAL REPORT** The Trustees presents this report and the financial statements of Groby Sings for the period ended 31st January 2021, in accordance with the Charities Act 2011. ## **Establishment and objects** Groby Sings is established as a Charitable Incorporated Organisation (CIO) – Foundation registered 30[th] October 2018 No. 1180490. Its charitable object is for the public benefit to advance, improve, develop and maintain public awareness in, and appreciation of, the art and science of music in all its aspects by any means the trustees see fit, including through the establishment and operation of a fully socially inclusive community choir and the presentation of public concerts. The Trustees have given due consideration to the Charity Commission’s published guidance on the Public Benefit requirement under the Charities Act 2011. The main activities undertaken to further Groby Sings’ purposes for the public benefit in the period were related to the promotion and performance of music as described in the review of developments, activities and achievements section. ## **Structure, governance and management** Groby Sings is governed by its constitution adopted on 11th October 2018. The Trustees consist of elected Officers and other members. The Trustees routinely meet twice a year. The routine management of Groby Sings is the responsibility of a Management Team who, as per the constitution (section 14, paragraph 1), have delegated powers, the terms of which are determined by the Trustees. 1 The Officers during the year under review were as follows: ## **Trustees** Chairman CLIFF ASHBY* Trustees Member CAROL KNILL* Trustees Member PAUL COX* Trustees Member STEPHEN MARK GEORGE* Trustees Member ANDREW SCOTT* Trustees Member LOUISE ROSS* Trustees Member MICHAEL RANDLE* Elected:17/05/18 Re-elected:17/05/20 Elected:17/05/18 Elected:17/05/18 Elected:17/05/18 Elected:17/05/19 Elected: 17/05/19 Elected:17/05/19 ## **Management Team** GS Music Director Rev. Helen Hayes Resigned:01/09/20 MT Chair Cliff Ashby* MT Secretary Jane Cox GS Finance Officer Andrew Scott Children and events Ruth Matthews organisation - Denotes Trustee in post at the balance sheet date. The address for correspondence of the Charity is: 18 PYMM LEY LANE GROBY LEICESTER LE6 0GZ 2 ## **ANNUAL REPORT - (continued)** ## **Review of developments, activities and achievements** Groby Sings 2020 Report The year began as usual with Paul Cox finishing the preparation of the music for the choir to rehearse at The Groby Club, from the third Monday of February up to the performance late in June. Songs were arranged from ‘Calamity Jane’, by Simon and Garfunkel and a selection of other popular songs on the theme of travelling. The musical director, Helen, was struggling with her voice so some singers from the choir stepped in to help record the rehearsal CD which was made available to all singers to help them learn songs. It is particularly valuable to those who struggle to learn new music quickly or have difficulties with their memories. It proved valuable for other reasons once the season began. It became obvious that Helen’s voice would not recover in time for her to conduct the first few rehearsals, so she appointed a substitute conductor, as per her contract, who had previously helped out. After the first three weeks of the season, it became apparent that because of coronavirus it was not safe for the choir to meet, especially due to the large number of singers who are older or are vulnerable due to health issues. Like many choirs, Groby Sings was unable to meet to sing for the rest of the year. The Management Team, with the support of the trustees, has tried to continue to run the charity as best they can. For the rest of the spring and summer, Jane Cox sent out emails to all singers each Monday consisting of three parts: firstly any notices, secondly an encouragement to sing a particular song from the season’s selection and thirdly a chatty section from Helen. Emails included some musical term explanations where appropriate. These messages enabled the majority of the singers to stay in contact with the Team. Those who wished to, and had not already acquired them, were able to order and receive rehearsal CDs, words booklets and harmony booklets to enable them to sing at home. Singers were also asked to print off and deliver or read over the phone the emails to anyone they knew who was not on email. A plan for a socially distanced ‘concert weekend’ developed from ideas received from singers as to how we could keep singing which was duly arranged for the end of June. All singers who wished to, received for free the materials to take part. These were a CD to sing along to, a booklet of words with introductions by Helen, instructions on timings and ideas for costumes etc., and a poster to display in their window to show their participation. Facebook was used to post photos and messages as they arrived from singers to aid the feeling on joint participation. Over half the choir took part. Later in the summer, Helen’s voice had still not improved at all and she felt it right to resign from her role. This was announced in writing to all the choir. Singers were given the opportunity to send messages and cards to Helen and to 3 contribute to a leaving gift. The value of the choir was clearly shown by the gratitude expressed to Helen for having given of her time, talents and enthusiasm over the years to the singers. Many people expressed the fact that Groby Sings had given them the confidence to sing with others and even to perform for the first time. Also, that the rehearsals have helped them through life’s difficult times. For the rest of the year, Jane continued to send out monthly emails to keep the choir in touch with each other and to encourage them to sing at any opportunity that arose e.g. in online choirs, to their radios, to CDs including past Groby Sings concerts and to musicals on tv. Items were also regularly posted on FaceBook. Any individual contacting the Team has received a personal reply. Cards have been sent to anyone the Team became aware of who have been ill or been bereaved. The database has been kept up to date as singers’ circumstances changed. The web site has been used to announce news and events. The trustees and Management Team are looking forward to the time when rehearsals can restart safely. ## _**Endorsements**_ #   /     4 _Lovely to get the weekly email, keeping us all connected._ _You are doing a sterling job in keeping everyone in touch in these challenging times._ _It's a long time since I had something nice in the post. The CD is playing now & will make singing (I use that word loosely) so much easier._ 4 _Thanks again for another lovely and funny weekly message, it came just at the right time on a day with some heartache. Nothing insoluble, just .... sigh. You made a big difference to my day._ _Helen gave us all confidence to Sing. Good or Bad. With all your help we went from terror-stricken 1st performances to an exciting 14th Concert. In a way the final concert is a perfect testament to Helen._ _Groby Sings is such a valuable piece of our lives, that keeping in touch is really important!_ 5 ## **Financial review** Groby Sings income from all activities was £2469 (2020:£21,933), the majority of which was made up of £1,827 (year to 31/01/2020: £9,603) in choir donations and £228 (2020: £321) from reclaimed Gift Aid. The reduced level of activity being due to the COVID pandemic related restrictions on meeting. Total payments for the period were £2,611 (2020: £22,550) comprising venue payments (donation) of £1,000 (2020:£2,200), conductor payments of £600 (2020: £6,380), and fees to Making Music of £291 (2020: £1,255). The remaining 4 cost areas amounting to £720 (2020: £1,728). This resulted in a deficit for the period of £142 (2020: £617). £6,377 was brought forward from 2020, which after rounding differences, results in an end of year figure at the bank of £6,234. ## **Other Assets** The charity owns a number of assets which it retains for its own use and for which we have shown cost but to which we have assigned no current value. ## **Reserves policy** Groby Sings aims to maintain the accumulated fund at a minimum balance of £5,000. This level of reserves, in conjunction with Groby Sings’ insurance policy, would ensure that Groby Sings could cover any concert abandonment costs should the need arise. ## **Financial statements** The statutory financial statements of Groby Sings are attached. They comprise a Statement of Financial Activities, setting out the incoming and expenditure for the year, both from concert activities and from Groby Sings’ general activities. The financial statements conclude with a Balance Sheet summarising Groby Sings’ financial position. Signed on behalf of the Trustees ## **Cliff Ashby** Chairman 6 ## **STATEMENT OF FINANCIAL ACTIVITIES FOR 12 MONTH PERIOD ENDED 31 JANUARY 2021** ## **(All amounts to nearest £)** ## **Receipts and Payments** **----- Start of picture text -----**
Unrestricte Restricted Total Total
d funds (£) funds funds funds
(31/01/2021 (£) (£) (£)
) (31/01/2021) (31/01/21 (31/01/20
) )
Receipts
Choir donations 1827 - 1827 9,603
Ticket Sales 0 - 0 7,026
Sponsorship 0 - 0 1,592
Concert CD receipts 10 - 10 2,355
Rehearsal CD 197 - 197 535
Sheet music 202 - 202 321
receipts
Sundry income 5 - 5 25
Gift aid 228 228 476
Total Receipts 2469. - 2469. 21,933
Payments
CD costs 251 - 251 2,154
Performance venue 0 - 0 8,834
and staging
Copyright 150 - 150 516
Conductor 600 - 600 6,380
Catering costs 0 - 0 243
Photocopying 179 - 179 545
Making Music – 291 - 291 1,255
Fees and insurance
Sundry Expenses 140 - 140 178
PAT Testing 0 0 246
Payment for 1000 - 1000 2,200
rehearsal venue
-
Total Payments 2611 - 2611 22,550
Net of (142) - (142) (617)
receipts/payment
s for period
**----- End of picture text -----**
## **Balance Sheet** **----- Start of picture text -----**
31/01/2 31/01/20
1
£ £
Cash at Bank 6,234 6,377
Assets
retained for the charity’s own use.
Details Original Cost (£)
Solta TA-Sub Sound Array 2,200
Laney Monitors (4) 585
QSC Touch Mix 8 Mixer 692
Roland FP-80 Keyboard 1,500
Systor 1-7 CD Duplicator 485
Other miscellaneous equipment 1,350
**----- End of picture text -----**
## Cliff Ashby Chair Treasurer ## **ACCOUNTING POLICIES** ## _**Basis of accounting**_ Charities registered in England and Wales that are not companies are allowed under section 133 of the Charities Act 2011 (‘the Charities Act’) to prepare receipts and payments accounts provided the charity’s gross income is not over £250,000. As such we are not required to prepare accounts on an accruals basis and the Trustees have opted not to do so. In addition as the gross income does not exceed £25,000 we have opted not to subject the accounts to independent examination. ## _**Funds and reserve policy**_ At the year end all the charity's funds are unrestricted. Groby Sings aims to maintain the accumulated fund at a minimum balance of £5,000. This level of reserves, in conjunction with the Groby Sings insurance policy, would ensure that Groby Sings could cover any concert abandonment costs should the need arise. ## **Designated and Restricted reserves** The charity has received no restricted donation nor has designated any specific funds and hence has no such reserves. ## _**Income**_ All income is accounted for on a receipts basis. ## _**Expenditure**_ All expenditure is accounted for on a payment basis. ## _**Cash at bank and in hand**_ All cash is banked in total upon receipt and no cash floats or banking receipt residual are now kept. All such funds during the period in question, were banked as of 31[st] January 2021 ## _**Creditors and provisions**_ Creditors and provisions are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. ## _**Preparation of the accounts on a going concern basis**_ The trustees consider there are no material uncertainties about the Charity’s ability to continue as a going concern. The review of our financial position, reserves levels and future plans gives the Trustees confidence that the charity remains a going concern for the foreseeable future.