ASHTEAD CHORAL SOCIETY
Trustees’ Annual Report for the year ending 30 June 2022
Reference and Administration details
The name of the Charity is Ashtead Choral Society, whose Registered Charity Number is 265400.
The principal address of the charity is 98 Craddocks Avenue, Ashtead, KT21 1NL.
Names of the Trustees who manage the Charity
The Trustees are as follows:
Mrs A Ridge (Chair) Mrs A Bailey (Membership Secretary) Mr A J Williams (Treasurer) Ms L Clarke (Making Music Representative) Mrs L Crook Mrs S Early (from February 2022) Mrs C Greenwood Mrs I Kenward Mrs K Lewis Mr G Morris Mrs V Moss Mrs H Parkin (co-opted) (from September 2022) Mrs C Price
The following also served as Trustees during the year:
Mrs S Moore (resigned February 2022)
Structure, Governance and Management
The Charity is an unincorporated association. A revised Constitution was adopted on 7 February 2022.
The Charity is managed and administered by a Committee constituted in accordance with Rule 5 of the Charity. Trustees are appointed in accordance with Rule 7 of the Charity. No section representative may serve as such for more than three consecutive years.
Objectives and Activities
The object of the Charity shall be:
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 events.
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In shaping our objectives for the year and planning our activities, the Trustees have considered the Charity Commission’s guidance on public benefit, and, in particular, the specific guidance to charities for the advancement of the arts.
The benefits of the society are enjoyed by both choral society members and members of the public who attend our concerts, and can be seen in the diverse selection of choral music that is performed by the society. In deciding the concert programme for each season, the conductor and the Trustees are mindful to ensure that the choir performs both familiar and less familiar choral music. The music that we perform has been written by a variety of composers from different musical periods from both the sacred and secular repertoire available to choral societies of our size. The advancement of the arts is thus achieved through the exposure of both choir and audience members to different styles and genres of music.
The Trustees are mindful of the need to ensure that sections of the public are not excluded from participating as a member of the choral society through the use of financial assistance to those who might otherwise not be able to afford to join the society. Membership of the society is free for people aged 25 and under and there is a 50% reduction in the subscription for those members aged 26-30. Subscriptions may also be paid in instalments or reduced temporarily in the case of unforeseen hardship.
Our key objective this year is to ensure the sustainability of the choir by doing everything we can to advertise and publicise ourselves, and our events. Encouraging new members and new audiences is imperative. This is a challenge, sometimes requiring a very different approach as we navigate the changes in front of us in this digital world.
In recent years we have undertaken concerts where we have engaged local young musicians either to accompany us or to sing the solo parts of certain musical items. In this way, our public benefit has been extended to a wider section of society, as many of those young people have benefited from the experience of performing with a large choral society and in front of larger audiences than might otherwise be possible for them.
Achievements and Performance
This season saw a return to something like normality after the pandemic. Of course, we continued to be mindful of members’ wellbeing, with appropriate Covid protocols in place.
We approved a new Constitution at the AGM on 7th February 2022. This is based on a template agreed jointly by the Charity Commission and Making Music, and brings us right up to date. We also circulated a Members’ Handbook which includes everything a member needs to know about the society, and which will be updated annually.
As far as concert performances are concerned, this has been a very busy year. As well as concerts in October 2021 and April 2022, we were able, at long last, to celebrate our 70th anniversary in February 2022 which had had to be postponed during the pandemic. This was indeed a wonderful evening of music and friendship.
Two additional concerts were also performed towards the end of the season by those who were available - a joint concert in London with the Old Bailey Choir (our MD is also their MD) and a short recital at Ashtead Rotary’s annual awards evening.
As mentioned above, we have further developed our digital usage this year to enhance advertising, publicity and ticket sales, taking every opportunity to promote the society and ensure its future sustainability. We recognise that this will not necessarily produce instant results, but are already beginning to see some behavioural change and are hopeful we will see more progress over time.
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Financial Review
Relaxation of the coronavirus restrictions meant that the society was able to put on a full series of concerts this season. The Trustees were keen to celebrate this, and to encourage members and audiences to return, and so agreed that the season as a whole would be bigger in scale than normal, with full orchestral concerts each time. Normally, at least one concert, if not two, would be on a smaller scale. It was recognised that, as a result, the season would be significantly more expensive than usual and so it was agreed that it would be appropriate to use £5,000 from the Judy Williams Memorial Patronage Fund towards these extra costs. Other costs (honoraria, hire of rehearsal rooms etc) returned to a more normal level.
Subscriptions were increased substantially over the previous year, when they had been reduced to reflect the lower level of activity. However, the Trustees decided not to increase them to the full pre-coronavirus level, again partly to encourage members to return. Membership during the year was comparable to that prior to the pandemic.
No fundraising events were held during the year. However, Amazon Smile and Easy Fundraising continued to provide a useful source of income.
A retiring collection in aid of the people of Ukraine was held after the April concert, raising £1,420 which was forwarded to the Disasters Emergency Committee.
A bequest of £5,000 was received from the estate of Sally Stuart, who had been a long-standing member of the choir. In line with our customary practice, this has been placed in the Judy Williams Memorial Patronage Fund.
Overall, the society saw a reduction of £8,800 in our unrestricted funds, which was entirely in line with the budget plan for the season. We still retain just under £29,500 in unrestricted funds, which means the society remains in a healthy and stable position.
Charity’s policy on reserves
The Trustees recognise that there are expenses associated with the putting on of concerts which may need to be covered even if those concerts cannot take place. There are also expenses associated with running the choir on a day-to-day basis that would have to be met even if the society were to wind up. Having considered these issues the Trustees have decided that an appropriate level of reserve to be held is £12,000 in unrestricted funds.
Declaration
The Trustees declare that they have approved the Trustees’ Report above.
Signed on behalf of the Charity’s Trustees:
| Anne Ridge | Anthony Williams | |
|---|---|---|
| Position | Chair | Hon Treasurer |
| Date | 3 November 2022 | 3 November 2022 |
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Ashtead Choral Society Charity Commission Number - 265400 Receipts and payments accounts For the period from 1 July 2021 to 30 June 2022
| Receipts Income from concerts (note 3) Member subscriptions Income tax recovered Friends/Patronage donations Income tax recovered Other donations Income tax recovered Music hire and sales Funds raised for other Charities 100 Club (Note 4) Bank interest Fundraising income (gross) Bequests (note 2) Miscellaneous income Total receipts Payments Concert expenditure (note 3) Honoraria Hire of rehearsal rooms Music hire and purchases Publicity Gifts and donations Subscriptions, sundry fees, other dues, and bank charges Fundraising expenses Secretarial and admin. expenses Miscellaneous expenses Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
Unrestricted funds Restricted income funds Total 2022 Total 2021 £ £ £ £ 8,602 - 8,602 - 13,985 - 13,985 8,250 2,548 - 2,548 1,625 - 1,100 1,100 385 - 141 141 94 5 - 5 100 25 - 25 227 1,023 - 1,023 - - 1,420 1,420 - 499 - 499 1,055 76 - 76 16 329 - 329 346 - 5,001 5,001 - 106 - 106 - |
|---|---|
| 27,198 7,662 34,860 12,098 |
|
| 20,108 5,000 25,108 - 8,964 - 8,964 5,244 3,988 - 3,988 1,211 993 - 993 - 740 - 740 - - 1,420 1,420 50 717 - 717 642 11 - 11 - 166 - 166 68 304 - 304 404 |
|
| 35,991 6,420 42,411 7,619 |
|
| (8,793) 1,242 (7,551) 4,479 38,264 18,630 56,894 52,415 |
|
| 29,471 19,872 49,343 56,894 |
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Ashtead Choral Society Charity Commission Number – 265400 Statement of assets and liabilities as at 30 June 2022
| Unrestricted funds Restricted income funds Total 2022 £ £ £ Cash Funds Barclays current account 7,869 - 7,869 COIF Deposit account 21,602 19,872 41,474 Total bank accounts 29,471 19,872 49,343 Assets retained for the charity’s own use Piano 2,000 - 2,000 |
Total 2021 £ 15,496 41,398 |
|---|---|
| 56,894 | |
| 2,000 |
Signed on behalf of all the trustees
Anthony Williams Hon Treasurer Date of approval 3 November 2022
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Ashtead Choral Society Notes to the Accounts For the year ending 30 June 2022
1 Basis of accounting
The financial statements have been prepared on a receipts and payments basis.
2 Endowment and restricted income funds
The charity has no endowment fund. It has one restricted income fund, the Judy Williams Memorial Patronage Fund, which was established to enable the choir to be able to afford to perform works which it would not otherwise be able to do.
To celebrate the end of the majority of coronavirus restrictions, and in view of the fact that the society had been unable to stage concerts for the previous two years, the Trustees were keen to put on a substantial series of concerts, including the deferred 70[th] Anniversary performance of Elijah. Because of the extra costs involved, the Trustees decided to use £5,000 from the Judy Williams Memorial Patronage Fund towards the cost of the season.
A bequest of £5,001 was received from the estate of Sally Stuart. In line with the society’s customary practice, this has been placed in the Judy Williams Memorial Patronage Fund.
The Charity does not have any designated funds.
3 Financial results of concerts
| Concert income Ticket sales Programme sales Advertising revenue Concert income relating to concerts in the year Concert Expenditure Conductor’s Fee Orchestras/Accompanists Artists fees Hire of venue Orchestra music costs Hire of staging Publicity Printing Miscellaneous Expenditure relating to concerts in the year |
October 2021 February 2022 April 2022 Total £ £ £ £ 2,115 3,366 2,002 7,483 187 148 74 409 200 420 90 710 2,502 3,934 2,166 8,602 800 800 800 2,400 3,210 4,250 2,335 9,795 1,950 1,600 1,400 4,950 795 1,836 619 3,250 113 279 273 665 - 564 110 674 52 929 245 1,226 263 562 245 1,070 129 676 273 1,078 7,312 11,496 6,300 25,108 |
2021 £ - - - |
|---|---|---|
| - | ||
| - - - - - - - - - |
||
| - |
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4 100 Club
Because of administrative difficulties arising from the coronavirus pandemic, the 100 Club was unable to remit the profits from their activities during the 2019/20 season, amounting to £508, and this was received in 2020/21. Profit from activities in the 2020/21 season amounted to £547.
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Independent examiner's report on the accounts
Section A Independent Examiner’s Report
| Report to the Trustees/ members of |
Ashtead Choral Society | Ashtead Choral Society | Ashtead Choral Society |
|---|---|---|---|
| On accounts for the year ended |
30 June 2022 | Charity no | 265400 |
| Set out on pages | 4-7 | ||
| Responsibilities and basis of report |
I report to the Trustees on my examination of the accounts of the above Charity (“the Trust”) for the year ended 30 June 2022. As the Charity Trustees of the Trust, you are responsible for the preparation 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 examiner's statement |
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that, in any material respect: • accounting records were not kept in accordance with section 130 of the Act or • 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: | Elisabeth Storey | Date: | 4 November 2022 |
| Name: | Mrs Elisabeth Storey | ||
| Relevant professional qualification: |
FCA | ||
| Address: | 29 Barrett Road, Fetcham, Leatherhead, Surrey, KT22 9HL |
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