SEDMC Annual Report Sep 20- Aug 21 South East Derbyshire Music Centrc
An update from the chair
We've had another strange year with the ongoing pandemic, but we have, at least been able to return to some normality with face to face rehearsals albeit not from our usual location.
Once again, the commitment to music making by our staff ensured that the effects of the lock down and social distancing restrictions didn't stop us from doing what we do best. Starting using virtual techniques we continued SEDMC live into people's homes before partnering with three new venues, we had to split up to enable space for social distancing.
Of course our membership numbers this year weren't at our usual levels, which meant that we had to make some changes to our timetable. Inevitably, this also meant that the trust had to make changes to our employees too. This year ran X ensembles for players of a range of abilities, instruments and styles. Including orchestras, wind, brass & swing bands, chamber groups, clarinets, saxophones and guitars and choir groups.
Despite the hard decisions and changes, we were still able to showcase our work in virtual concerts across the South East Derbyshire area.
Financially, with help from the government's furlough scheme, and our grant from Derbyshire Music Education Hub, we ended the year with a small deficit of £452.17
Looking forward, we look forward to more restrictions being lifted, and our focus will be fixed on returning our membership numbers to pre-pandemic levels
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Membership
Our membership took a significant dip this year, thanks to the ongoing covid-19 pandemic. We rely heavily on members being referred to us by music teaching in the area. As there has been less of this during the last 12 months, this has stifled the flow of new members. Topped with an academic year leaving SEDMC in August, the issue has been compounded.
This academic year we saw 151active members throughout the year, with approximately 132 of those being either 18 or below which maintains our core offering being for young people.
We continue to be grateful for the support of Derby and Derbyshire Music Education Hub for their financial support in the from of an Arts Council England grant
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Response to the pandemic
We started the academic year full of plans and hope. With the national lockdown now lifted, and with risk assessments complete, we'd hoped to to be able to get back to face-to-face delivery. Unfortunately, our usual venue could not accommodate us.
In September we started delivering to a near normal timetable whilst making use of technology such as Zoom. This virtual delivery, whilst not ideal for making music, did enable us to continue to offer the opportunity to engage with our members. By November, we'd partnered with three new venues around the local area which enabled us to get back to ensemble music making.
Due to our reduced member numbers, We had to rationalise the number of ensembles we ran. combining groups or in some instances not run the groups at all. We've continued to support staff, making use of the government's furlough scheme. Since September, changes to the scheme meant that SEDMC had to top up the payments to staff.
We again had to postpone the Salzburg tour to summer 2022. Any members who can no longer attend the tour has had their position offered to other members. Whilst this covers the risk for the trust, the pandemic has hampered our usual fundraising activities, and as such, a deficit towards tour remains one of the trusts largest risks.
The trustees continue to monitor the latest government advice on the pandemic, and update processes where necessary.
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Quality and Standards
SEDMC continues to operate its programme of one to one monitoring and mentoring with our Ensemble Leaders. This is led by the Director of Music. The programme continues to provide a useful means of measuring progress, and successfully to show continued improvement of Quality and Standards. It is also a very helpful method of obtaining important feedback from staff on the way Music Centre functions on a weekly basis. As part of our funding agreement with the Music Partnership, the Centre and the Trustees agree an annual set of performance objectives – our Service Level Agreement. We continued to meet or exceed these objectives and have been successful in securing funding for next year.
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Trustees
The Charity is governed by a team of volunteer Trustees who meet every half term. This year our meetings have made the most of technology and met virtually. At the end of this academic year, the team are:
| Luke Stanley | Chair |
|---|---|
| Phill Thornhill | Secretary |
| Charlotte Hallworth | Treasurer |
| Chris Holwell | Trustee |
| Diane Wadey | Trustee |
| Chris Knapp | Trustee |
| Mark Shearing | Trustee |
| Jess Fearnie | Trustee |
| Sheila Middleton | Honorary Trustee |
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Finance
The Trusts independently verified accounts are attached to this report; these are summarised as follows:
Total income this year was £43.7k and total expenses paid was £42.8k. The financial statement for year end August 2021 therefore displays a small deficit of £452.17.
This result was after operating during the second year of Covid-19 restrictions which continued to intermittently disrupt the music centre being able to deliver it's normal programmes face to face. This has impacted on our ability to retain and gain membership numbers. While we did switch to online sessions for some programme delivery the sign up numbers were lower than normal centre attendance and therefore limited our income from memberships subscriptions. The result for this source of income was significantly reduced. Main centre fees reduced by more than half which over the year lead to the charity experiencing a £8.3k loss in income. This in turn this also reduced the value of gift aid available to claim. Funds form the SLA remain the same a prior year at £17k and additional income grant was received for £1.3k from Derbyshire CC for additional programmes we ran during the year. While our income during the year was down and our ability to open the centre restricted. We did also see a reduction in our expenses. By temporarily closing the music centre (due to a national lockdown and group meeting restrictions) rental costs of premises significantly reduced with in the year provided the charity with an £8k saving on rent costs. While closed the centre also furloughed some staff. The government extended its furlough scheme which allowed us to successfully reclaim £10k towards salary costs.
We had planned to take a group of students as a touring orchestra to Austria within July 2021 however at the start of 2021 the tour was postponed until the summer of 2022. With the change of date some students were no longer able to attend. During the year we issued refunds to those students and enrolled new students for the tour. We therefore spent £1.6k more than we received in the year. Restricted fund balance still remains in a positive position at £11.2k and income will continue to be collected during the next financial year. The trust plan to carrier our fundraising activities to support the tour costs and aim to breakeven at the end of the tour.
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The Trust accounts closed with a cash reserve of £44, 483.89. (£33,230.46 unrestricted and £11,253.43 restricted.) Unrestricted reserves balance falls below the amount identified in the Trust’s Reserves Policy, which is that reserves should equal two terms worth of our essential operating costs (salaries and rents). This is in normal circumstances is approximately £35,000 however while the UK restrictions remain in place the trusts actual operating costs will remain reduced. It is the Trustee’s view that they will continue to run a balanced budget in the short term and look to increase the reserves as normal activities/operations resumes. Membership retention and fundraising are key factors in returning the trusts reserves to the expected level.
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Director of Music Report
September 2020 began with access to KHCA denied for all parties hiring the premises outside of school hours.
• September & October (5 Saturdays) - Senior / Intermediate level players played together outside, in the car parking area of KHCA building, (access to our stores was allowed for music, photocopying, and drum kit) with each player at an individual music stand and spaced out 2 metres apart. A small number of senior string players and Fresh harmonies choir managed some socially distanced rehearsals at KTco premises in Shardlow.
• Plans for November being more ‘back to normal’ were made, where we were to be working in 3 different venues around the area, but another national lockdown in November meant these couldn’t happen and another change of plan happened quickly to accommodate rehearsals up to Christmas.
• We had 5 rehearsals prior to Christmas which were all online. We had the use of KTco premises in Shardlow and 2 x brass staff and 2 x woodwind staff lead senior players in two separate Zoom rehearsals for the appropriate instrumentalists. Backing tracks were played and staff could also play alongside supporting members with part playing. Junior winds @ home, Junior strings @ home, our choirs and senior string groups all continued with online rehearsals. Every player had access to secure sedmc google-drive folders to upload their ‘at
home’ recordings which were then put together by a team of expert staff allowing every child the opportunity to be a part of our live-streamed Christmas concert on 12th December 2020.
Advice on how to record themselves as best as possible was given and we had a fabulous finale piece where every player participated. Every member of staff was involved in some way - either arranging music, directing online rehearsals or mixing audio and video tracks. All coordinated by the Music centre coordinator.
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• For the whole of Spring term 2021 rehearsals were entirely online. YouTube access to Hal Leonard wind band scores and backing music allowed a full wind band experience to occur for all our senior and intermediate wind players. Four wind staff worked in pairs on alternate weeks. Senior strings, choirs and both @home junior groups continued with online rehearsals.
• Prior to the end of this term the country came out of lockdown and the autumn planning for socially distanced rehearsals face-to-face in 3 different venues was able to take place. So the final week of potential online rehearsals was cancelled in preference to having more face-to-face in summer term.
- Venues that became available to us were the Big Kirk Hallam Community Centre.
• Summer term allowed for SED youth orchestra to function again face to face and two string groups covering all ability levels rehearsed at the same venue. A pastoral staff member was there at all times. Likewise the wind bands (junior and senior) and guitar fusion were rehearsing face-to-face in a different venue with pastoral support there at all times. We had a duty of care for our staff as students and one in particular had struggled with mental health through lockdown. Four groups were only meeting alternate weeks - brass and big band
alternated and flute and clarinet choirs alternated. This was due to the lack of space we had available to us. All rehearsals took place with plenty of ventilation, and distanced seating. All members who did not need to remove face coverings to play their instruments wore masks and all conductors had the option to have a clear screen in front of them if they felt too close to members. All took their own music stands and were asked to do lateral flow tests.
• 11 weeks of rehearsals were able to take place and concerts were planned for with optimism and thankfully came to fruition.
• Two concerts were held at a large church and therefore we were able to socially distance the
players on the stage area and our audience, through using ‘ticket source’, were allocated seats with spaces between family groups. This allowed all our young people the opportunity to
perform live for the first time since Christmas 2019. Four potential concert performances had
been missed by everyone and we heralded the two concerts as a big success not just for music centre but for the young people who had been through an enormous change in their lives.
- Finally the SEDMC Tour to Austria that had been postponed from July 2020 to July 2021 was
again cancelled and July 2022 became the new date, knowing that many who signed up for 2020 would have moved on to university and would sadly miss out on the opportunity.
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Looking ahead
Whilst we're now able to deliver our services face to face, we're still not back to our normal selves. Looking ahead, we hope to return to a normal timetable from our usual venue.
The impact of the pandemic has prompted the Trustees to be thinking about our long term home and how we might secure our own space though this will be a long term plan for the trust.
Our current biggest risk is the loss of member numbers. We have plans to increase our engagement in the community with participation in Long Eaton Carnival planned for September 2021. As well as our usual open days. We were also thankful to the Derbyshire Music Hub who altered the restrictions on our funding for minimum membership numbers.
The planned tour to Saltzburg had to be postponed once more to summer 2022. Whilst this helps to keep staff and members safe, and hopefully less restrictions too. There is the ongoing risk that with restrictions, the trust is not able to conduct its usual fundraising to help fund excursions. The Trustees continue to monitor this at the trustee meetings.
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PUCCINI Accounts and Auditors Report SEDMC South East tkTby5hire Music Ccntrc
-sEDMc South FASt Derbyshire Music Centre Annual Finance Report Registered charity, number 1137242 For the period ended 31 August 2021 Preoared by Charlotte Hallworth Prepared on 4 July 2022 This ', 1aicial stateoEn:. has been preparea LO comoly wttri Cash accounting m4thod.
Table of Contents Treasurers R8POrt...... ............................................................................................................................... .. . Independent examingfs report.............................................................................-......................................... SEMDC Finance Stat8ment..........~............... ......................................................_............. . Bank balan.................................................-....-........................................................................................... Notesto supportthe ac¢ounts..-..................................................................................................................... Glossary olterm......................-.................................................................................................................. ..
Treasurers Report The principal fvnding sources for the chaiity have ramwned to b8 from membership subscriptions and the Arts Council England grant administered by the Derby arKJ Detyshir8 Music Partnership. This year has seèn a slight decrease in totai funds hekl. TO income this year was £43.7k and total expenses paid was £42.8k The finan statement tor year end August 2021 tkerefore displays a smJl deficil of £452.17. This result was after operatir5g during the second year of Covid-19 restrictions whiGh continued lo intefmittently disnjpt the music witre being able to deliver ifs nomal prcgrammes face to face. This has impacl8d on our ability lo retain and gain memtership numbers. Whi18 we did switch to online sessions for some programme delivery th8 sign up number5 were lower than normal centr8 attendance and therefore limrf(ed our income from memberships subscriplions. The result for this source of income was sSgnfficanlly redu¢ed. Main centre fees r8duced by more than hatt which over the year lead to the charity experienclng a £8.3k loss in income. This in turn this also reduced the value of gift aid available lo c)rn. Funds form the SLA iem4Ain the same a prlor year at £17k and addit(onal Income grani was receFved for £1.3k Irom Derbyshire CC for addilional pr¢JJrammès we ran durifvJ Ihe year. Whi18 our income during the year was down and our abilty to open the centre restricted. We did also see a reduction in our expenses. By temporarily dosing the music centre (due to a national lockdown and group meating restrictions) rental costs ol promises signiffieantly r•ducad w¢th in tha yoar providad tha charfty with an £8k saving on rent u)sts. While closed the centre also fudough8d Some staff. The govemrnent extended furlough scheme Ylhlth allowed us to su(wsfully reclam £10k tmrds salary costs. We had planned to lake a group of students as a tring orchestra to Austiia w¢thin July 2021 however at the start ot 2021 the tour was postponed until the summer 012022. With the charoo of date some students wer8 no longer able to attend. During the year we issued refunds to thos6 Students and enrolled new students for the tcxsr. We th8relorè sperrt £1.6k more than we received in the year. Restricted fLnd balance sti51 remains in a posilwè position al £11.2k and income will conlinye to be collected during the next flnancial year. The trust plan to carrier our fundraising a¢ltvlt18S to SUPFX)rt the tour co$ and aim lo breakeven at the end ot the tour. The Trust accounts dosed with a cash reserve of £44, 483.89.1£33230.46 unTrstrlct8J and £11,253.43 restricted.) Unrestricted reserves baLqnce fdls betow th8 amount idenlified In thè Trust's Reserves Policy, which is that reserves should equal Iwo terms Vrth of our essential op8rating co*s (salaries and rents). This is in normal carcumstsnces is apwoximately f35,000 howtsver whi18 the UK restrictions remain in plac6 th& trusls aGtual operating costs will remain reduced. It is the Trustee's view that they will continue to run a balanced budget in the srt terni and locJ( to incroase the reserves as nomial activitiesloperalions resumes. Membership retention and fvndraising are key factors in retuming the trusts reserves to the gxpected level. This The Twsvs independently verified accounts are attached to this Rep)rt
Independent examinerfs report Independent examinerfs report to the trustees of South East Derbyshire Music Centre for the year ended I report to tha twstees on my examination of the a¢¢ounts of South East Derbyshire Music Centre {th8 tharityi for the year ended 31 August 2021. Responsltllldes arKI ba of rerx)rt As the trustees ol the charty you are resp)nsble for the preparation of Ihe accounts in accordance with the requirements of the Charlties Art 2011 (the A£r}. I r8POrt in r8SP8Ct of my examination of the charity's a¢¢ounts GarTied out under sKtion 145 of the 2011 Act and in carying out my 8xamination I have fdlowe(I the apF4icable Directions given by th8 Charity Commission und8r wtion 145{51{bl of the Act. Independent examinafs staternart I have completed my 8xaminion. l Confinn that no matters have come to my attention In a)nnectlon wlth the examinaiion glvlng me cause lo believe ihai in any maieriai reyct: 1. accounting records w8r8 not kept in respect of the charity as required by section 130 of the Act: or 2. the a¢¢ourrts do not aOrd with th)se records. I have no concems and have ccrne across no other matt8T5 in c))nnèction with the oxamination lo which attontion should be drawn in this roport in ordor to enable a proper understanding of the accounts to be r8ach8d. gned: Full Name: Qualan. -l)1 P bLityi Apt i if*£r ".i.-e T:-JS'.
SEMDG Finance Statement Sep 2020. 2021 Sep 2)19. 2020 (PY) INCOME Concerts inrme Donations arKI lew Instrument Hffe Interest Fleced Mugc Centre Fee Raffie n¢et Safes Sales ol Inslrumeni Salellte Clubs Tour income Tuck Shop Sal8s Total Income COST OF SALES Theory Club Costs Tuck Shop costs Totai Cosi of Salos TO-. ,*. 1.64&00 29,846.61 15.00 3,842.43 69.169.13 Sg.00 .68 16.960.50 8.431.CKI 64.85 1.355.50 2.295.sy) 571.20 8.886.42 1,598.40 101,161.76 8,730.48 230.00 910.58 1,140.58 11)0.021.18 1.344.18 1,344.18 EXPENDITURES Computer Costs Co¢ Exp•ns•s Instrument InsuraTe Instrumeni Purd)ase$ Llbrary - InstnJmoni Hiro mIslIan$ Eynses MLk8i¢ PurGhas95 OfflcelCen8ral Admlnlstrattve Expen8a8 PayPal Commission Phone Costs PrinlSrnJ, Postag• and Staitonery enl- All venues Salaries Tour Payments Trai18r 543.60 222.50 663.72 7.21 235.11 1,013.86 655.20 245.48 64.00 1,248.34 548.21 1 S7.35 193.82 47.88 235.78 375. 35.739.49 3,910.00 204.80 47.88 380.94 8,447.00 40,971.21 1,017.99 Tralnlng 209.90 4183&47 46117 £417 55.085.12 446.06 £44.936.06 NE i Or24A I IING )lComE NET INCOME..'_ -XPENDITURFI
Bank balances Batance h81d at year end 2021 2020 Cash Held Paypal Saving l Reserv8 a(XOUTrt Currgnt account Total 126.37 43.656.52 0.00 44,936.06 Cash Funds 8r&S11b8hY88n Restricted Unrestricted Total 11253.43 12,868.00 Op•ning Bank Balanc•s 44.936.06 Income and Expenses resu (Pag8 5) - 452.17 Closing 8ank Balallce 0.00 . we..ry'.r8 ' IS.-
Notes to support the accounts Donations Grants & AVEMA Trust Derbyshire CC Gift Aid Received Other income Payroll Furlough Scheme SLA Grant Recerved TOTAL 2021 37.597.11 {was a one off source of income) 1275.00 1,479.16 88.25 10.(.20 5,119.30 862.72 8,231.00 17 69.169.13 84&61 SEOMC own a vartety ot instrumerrts whlct are used in the delivery of our music programmes through out the year. Th8S8 are insured unto the value of £81k Tour balance CoMmted on a contr to pay be bef8 Summer 2022 Rent May 21-July 21 £27.Ok £1.6k Sludents committed to pay for a tour bef<xe Summef 2022 Gift aid to b8 claimed up to Aug 21 £15.3k £ 0.8k Cifwd Cbrrent Year Total Tour Payments from Participants Contributions frcffl Fundraising Total incom8 12,680 606 1615 11,065 Committed to Twr expenses -418 -418 Restrlcted Funds Held In Reserve account £11,253 The orchestra twr to Austria with 36 students vras origindly booked to take pl&e in 2020. However as Covid-19 wodd pandemic and reslTiCtion imposed on travel has continue we have postponed tlis trip timce. tt will hopefully go ahead in 2022. If the trip is unable to go ahead participarts would eXpt to bé refunded. Only costs financially ccnmitt•J have be8n displayed. Addr118] o)sts will be inojrred for tha tour closer lo the tima. V.,b-.e we.-'.re
Glossary of temis Receipt and payment ac£ounts contain a summary of money r1Ved and sperrt during the perK)d. Usually this lists cash received and cash spent either as transathons through bank accounts or by in hand. Unrèstricted funts can be used in acwrdanc8 with the charitablè objecA6ves at the dlscretlon of the trustees. Designat funds are unrestrict&Y fun(ts earnart(8d by the tnJste8s for a particular purpose. Restrict funds can onty te used lor parttojkv reslrKted pU()seS within the objects 01 th8 charfty. R8Striclions arise when spaotied by the donor or when funds are rais1 for partIlIar restrict&Y puTpos8S. These are amounts owed by the charity. but not paid during Ihe a%)untIng podod. Thase are amounts owed to the Charity. but not received Sn the aCunting perifyj. ments: These are s81vi¢es that the ¢harty has paKI for in advance. but not used durina the actounting pèriod. SEDMC adopts this method ol financial reportlng tor it annual aco)unts subrnlsslon to the charity commisslon. It is a simple rnethc of r8cord keeptng. No prepayments. N£cru8d income or expenses, no debtors or creditors in the balance sheèt. T financ8 report is purely cash recejved and paid in the financiai year. Notes to the accounts are for infonnational us8 and are nol shown in the balanco sheet of the cash method.