## **Bacchus Wind Orchestra Notice of Annual General Meeting To be held on 6[th] November 2024 at Judd School at 8.45pm**
## **Agenda**
1. Appoint a Chairman for the meeting
2. Approve the minutes of the last AGM
3. Approve the Annual Report of the Trustees
4. Approve and adopt the accounts for the period ending 30[th] August 2024
5. Election of Charity Trustees of the Orchestra: Nominations are Sarah Trigg, Daniel Thompson, Clare Cave Smith, Alec Pelmore
6. Elect members to be submitted to the trustees for appointment to the Orchestra Committee. Nominations are: Sarah Trigg, Dan Thomspon, Alec Pelmore, Becky Ellefsen, Tom Vaughan, Katharine Jones, Gemma Hodgson, Vicky Crippen
7. Any other business – other business must be notified to the secretary at least ten days prior to the meeting.
## **Minutes of Annual General Meeting of the Bacchus Wind Orchestra Held on 15[th] November 2023 at Judd School at 8.45pm**
**Present:** Bryn Clarke, Katharine Jones, Helen Day, Sarah Loveday, Sarah Walker, Patrick Lloyd, Pat Pelmore, Claire Evans, David Peacham, Amanda Curd, Steph Dowling, Tom Vaughan, Richard Melkonian, Yael Ford, Chris Jutting, Will Jones, Neil Jones, Dan Thomson, Alec Pelmore, Mike Cherrett, David Scott, Alun Cook, Matt Trigg
1. The meeting appointed Alec Pelmore as Chairman for the meeting
2. The meeting approved the minutes of the AGM held on 23[rd] November 2022
3. The meeting received the report of the trustees
4. The meeting approved and adopted the accounts for the year to 31s August 2023
5. The Meeting approved the re-election of the four Charity Trustees of the Orchestra: Sarah Trigg, Daniel Thomson, Clare Cave Smith, Alec Pelmore
6. The meeting elected as nominees to be considered for appointment by the charity trustees to the Orchestra Committee: Sarah Trigg, Dan Thomson, Alec Pelmore, Pat Pelmore, Becky Ellefsen, Katrina Calvert, Tom Vaughan, Katharine Jones,
7. The Meeting Closed.
## **Annual Report of Trustees for the period August 2023 to August 2024**
Of our two main concerts of the year, the November one had some fun music including Robert Russell Bennett’s American Dances, the Year of the Dragon and Gorb’s Yiddish Dances. The March concert saw a very good performance of an arrangement of An American in Paris and Bernstein’s Divertimento (both challenging) while Neil Jones played the Grondahl trombone concerto.
Good concerts but audience numbers slightly disappointing and our committee challenge for the coming year will be to work out how to market ourselves better and generate a more regular following beyond ‘friends and family’. Judd School may not neceassrily be the best concert venue for this and for the current year we are moving back to the Parish Church.
We did not do our usual Hadlow spring concert this year but have booked it for November which may prove a better ‘slot’.
The summer then saw what have become our regular outings. This year the Eastbourne event happily saw the fireworks properly synchronized with the music (which didn’t happen in 2023!). And our evening at Chapel Down Vineyard again went down very well with the audience in spite of having the sun in our eyes behind the conductor! It was particularly good to welcome back some of our younger members who managed to join us for these concerts after their A-Level endeavours.
The extra summer events make a major difference to the finances for the year as can be seen by the attached accounts. Our subscriptions cover hall hire and conductors fee and most of the other regular costs (PRS/Making Music etc), and the net surplus from concerts of £1028 allowed us to spend £338 on new music and spend £348 on buying some flags to publicise our concerts and still leave us with a surplus of £445. Looking ahead, Dan has arranged for us to be able to recoup gift aid which will provide some extra funds.
Meanwhile band numbers continue to grow. We have had a number of good new recruits which means we have all of the sections of the orchestra solidly covered – even the horns!
During the year Pat Pelmore and Katrina Calvert stepped down from the playing committee and we thank them for their contribution over the years. Gemma Hodgson has joined the committee and already proved to be an invaluable member. More recently, Vicky Crippen has also joined the committee.
The trustees look forward to another successful season.
Bacchus Wind Orchestra Trustees
Dan Thompson, Clare Cave Smith, Sarah Trigg, Alec Pelmore
## **Bacchus Wind Orchestra Annual accounts 1 September 2023 to 31 August 2024**
|**Income**
Subscriptions
Concerts:
Ticket sales
Donations at concerts
Band stand fees
Workshop
Guest Players
Conductor
Other expenditure on concerts
Venue hire
Total surplus from concerts
**Expenditure**
Rehearsal room hire
Musical Director
Making Music
Music
Website and domain name
Banners
Music storage
Printer cartridge
Refreshments
T-shirts
Total expenditure
Surplus for year
Surplus brought forward
Surplus carried forward
**Represented**
**by:**
Cash
T-shirts
Prepayments
Debtors
Prepayments|**Year to**
**31-Aug-24**
£
£
4,766
809
181
900
-
(240)
(236)
(11)
(375)
1,028
5,794
1,783
2,423
257
338
63
348
71
29
37
-
5,349
445
4,351
4,796
4,207
33
-
556
-
4,796|**Year to**
**31-Aug-23**
£
£
4,138
1,369
128
1,100
443
(60)
(599)
(113)
(630)
1,638
5,776
1,756
2,016
197
756
242
-
-
-
67
-
5,034
742
3,609
4,351
2,751
33
-
504
1,063
4,351|**Year to**
**31-Aug-23**
£
£
4,138
1,369
128
1,100
443
(60)
(599)
(113)
(630)
1,638
5,776
1,756
2,016
197
756
242
-
-
-
67
-
5,034
742
3,609
4,351
2,751
33
-
504
1,063
4,351|
|---|---|---|---|
||||5,776
5,034|
||||742
3,609|
||||4,351|
||||2,751
33
-
504
1,063|
||||4,351|
## **Treasurer: Dan Thompson**
## **Date:**
I have examined the books and records of Bacchus Wind Orchestra for the year ended 31 August 2024 and confirm that the Income and Expenditure Account is in accordance with those records.
## **Examiner: Clare Cave Smith**
**Date:**