## Polymnia **CIO 1181422** **Trustees’ Report** **1 February 2020 – 31 January 2021** ## **Trustees’ Report** The Trustees present the Trustees’ Report and Financial Statements for the period from 1 February 2020 to 31 January 2021. The accounts have been prepared in accordance with the accounting policies and comply with the charity's constitution and applicable law. ## **Administration details** The principal address of the charity is currently 9 Ivy Lane, Newton Longville, Milton Keynes MK17 0DJ ## **The Trustees** Paul North (Chair) Gina Johnson Brian Coulstock Chris Crispus Jones ## **The management committee** The Trustees together with Suzzie Vango (Musical Director), Kate Atalay and Louise Norwood ## **Accounts Examiner** David Johnson ## **Structure, governance, and management** Polymnia was registered as a Charitable Incorporated Organisation (CIO) on 4 January 2019 and is governed by a constitution adopted on 20 January 2019. Trustees are elected or reelected at each Annual General Meeting and are eligible for re-election. At every annual general meeting of the members of the CIO, one-third of the charity trustees must retire from office. ## **Objectives** The objectives of Polymnia are to advance, improve, develop and maintain public education in, and appreciation of, the art and science of music in all its aspects by any means the trustees see fit, including through the presentation of public concerts and recitals. ## **Activities** Polymnia is a mixed chamber choir, rehearsing and performing mostly in Milton Keynes and the surrounding area. The choir enjoys considerable critical acclaim and typically performs several concerts a year. The choir of about 21 singers performs a wide-ranging repertoire. The requirements for prospective new members are good sight-reading skills, sufficient confidence to hold a line with only a small number of singers and the opportunity to work on the music at home. There is an informal audition for all new members, and voice reviews may be conducted from time to time for the whole choir. Periodic rehearsals take place on occasional Friday evenings and Sunday afternoons, usually at the premises of MKSNAP in Walnut Tree. The success of Polymnia is underpinned by a committed membership with a range of musical expertise, a professional Musical Director and the support of family and friends. The choir is accordingly able to undertake exciting and ambitious choral programmes. ## **Membership** At the beginning of the year the membership of the choir was 20 singers and at the end of the year it was 21 singers. ## **Musical Director** Suzzie Vango was appointed as Musical Director in January 2020. ## **Achievements and Performances** Suzzie’s inaugural concert as the choir’s MD was planned for April 2021 with the title of Sunset Departure Lounge. The choir rehearsed with Suzzie until the Covid-19 lockdown suspended all such activities and lead to the cancellation of the concert. During the remainder of the year, Polymnia offered its members regular vocal coaching sessions with Suzzie, together with some social activities, all via the Zoom videoconferencing platform. A few socially distanced rehearsals were possible during the autumn that allowed the choir to make some recordings for use in a virtual concert. Unfortunately, the change in regulations sadly brought these to a swift halt. ## **Public benefit** The Trustees would normally have paid due regard to the Charity Commission’s guidance in deciding on the activities the choir undertakes. Activities for the public benefit would usually be demonstrated by: - the provision of detailed programme notes for each concert and / or an explanation of the works during the concert by the conductor - discounted subscriptions and waiving of tour charges for students and those needing financial help - tickets at reduced prices or free for children and students - providing performance opportunities for young musicians - providing a choir for weddings - maintenance of a website ## **Financial review** The Trustees are responsible for keeping proper accounting records, which disclose with reasonable accuracy at any time the financial position of the choir. Finances are discussed at all meetings. This enables the Trustees to ascertain the financial position of the choir and to ensure that the accounts comply with the Charities legislation. The Trustees are also responsible for safeguarding the assets of the charity and for taking reasonable steps for the prevention and detection of fraud and other irregularities. The choir finances itself by membership contributions, payable on an annual basis and agreed at an annual general meeting, and concert proceeds from sales of tickets and programmes. Other sources of income usually include: - gift aid from donations and from members' contributions - sales of online recordings - revenue from weddings The choir’s direct income funds the full cost of running the choir and contributes towards covering the net cost of concerts in the event of a loss. Income for the period from 1 February 2020 to 31 January 2021 totalled £2,735.74. Expenditure amounted to £4,810.36. Profit (loss) for the year was (£2074.62). On 31 January 2021, Polymnia had a cash balance of £3,999.02 held in the MetroBank Polymnia account and £93.50 in petty cash. ## **Reserves policy** Reserves are held to help fund major concerts and to acquire and maintain assets. ## **Risk management** The Trustees have a responsibility to identify, assess and manage risks. They keep abreast of legislation which may affect charities through the Charities Commission website and through the ‘Making Music’ organisation to which the choir is affiliated. They ensure that the choir complies with copyright and performing rights law. The choir’s insurance is arranged through ‘Making Music’. ## **Policies** The choir has policies regarding Safeguarding and Data Protection. Policies are reviewed annually and current policies may be viewed on the choir’s website www.polymnia.org.uk. ## **Future Plans** At the time of writing, the situation with the Covid 19 epidemic means that our future rehearsal and performance plans are very much ‘on hold’. We will continue to offer fortnightly vocal coaching sessions via Zoom with Suzzie or a suitable alternative if needed. We have a concert already rehearsed called ‘Sunset Departure Lounge’ and plans for a singing workshop to which we will invite local singers. We hope to be able to schedule these as soon as it is safe to do so and allowed by current Government Guidance. ## **Approved by the Trustees on 8 March 2021** ## Polymnia ## **Balance Sheet at 31 January 2021** **----- Start of picture text -----**
£ £
Current Assets
Cash at the bank 3,999
Cash in hand 94
Debtors 110
4,203
Current Liabilities
Creditors 40
40
Net Assets 4,163
Represented by:
Unrestricted funds
General Fund 4,163
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The notes on the attached pages form part of these accounts **Paul North ~ Chair Perry Williams ~ Acting Treasurer** Date: 22 March 2021 Date: 22 March 2021 For and on behalf of the Board ## Polymnia ## **Statement of Financial Activities for the Year Ended 31 January 2021** |**Income**
Donations and legacies
Charitable activities
Other trading activities
Other receipts
**Total receipts**
**Opening debtors**
**Closing debtors**
t
**Total income**
**Payments**
Raising funds
Charitable activities
Other
**Total payments**
**Opening creditors**
**Closing creditors**
**Total expenditure**
General Fund balance brought forward
Plus total income
Less total expenditure
General Fund balance carried forward|**Notes**
**2**
**3**
**4**
**5**
**6**
**7**
**8**
**9**
**10**
**11**
**12**|**£**
2,340
169
26
205
2,740
114
110
2,736
105
5,131
333
5,568
798
40
4,810
6,237
4,163| |---|---|---| The notes on the attached pages form part of these accounts ## Polymnia ## **Notes to the Accounts for the Year Ended 31 January 2021** ## **1 Accounting Policy** These accounts have been prepared in accordance with applicable accounting standards and the Statement of Recommended Practice on Accounting by Charities (FRS 102, second edition) ## **2 Income from donations and legacies** **----- Start of picture text -----**
£ £
Member subscriptions 2,340
Other member payments
Other donations and legacies
Grants
2,340
3 Income from charitable activities
Ticket sales 169
Programme sales
Sale of services
169
4 Income from other trading activities
Royalties 26
Other trading income
26
5 Other receipts
Member purchases 205
Other receipts
205
TOTAL RECEIPTS 2,740
6 Opening debtors
Music purchase unpaid 114
114
7 Closing debtors
Subscription unpaid 108
Music purchase unpaid 2
110
TOTAL INCOME 2,736
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3 ## Polymnia ## **8 Expenditure on raising funds** **----- Start of picture text -----**
Publicity 105
105
9 Expenditure on charitable activities
Rehearsal and concert expenses
Fees 2,326
Venue hire 1,150
Programmes 73
Other
Vocal training expenses
Fees 1,155
Venue hire
Other
Administration costs
Corporate subscriptions 294
Other 133
5,131
10 Other payments
Purchases on behalf of members 124
Refunds 209
Other payments
333
TOTAL PAYMENTS 5,568
11 Opening creditors
Publicity 105
Venue hire 620
Programmes 73
798
12 Closing creditors
Member deposits for event 40
40
TOTAL EXPENDITURE 4,810
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