Havant and District Orchestral Society Trustees’ Report for the Season 2020-21
- 1 Reference and administration details
Charity name Havant and District Orchestral Society Other names HADOS, Havant Orchestras Registered Charity No. 288747 Principal address 32 Pennard Way, Chandlers Ford, SO53 4NJ
Charity Trustees Jonathan Scott Chair, Webmaster and Making Music representative Cath Hutchin Honorary Secretary Patrick Caines Honorary Treasurer Stella Scott Administrator Barbara Martin Orchestral Manager, HCO Stuart Annable Tickets Secretary Michael Cook Committee member Helen Taylor Committee member (Publicity) Vincent Iyengar Committee member (Education) Auditor and advisor to Hon Treasurer Phillipa Holman
2 Structure, governance and management Governing document Constitution adopted September 1983 as revised in September 2013 Constitution Association consisting of about 100 members Trustees are appointed or re-appointed annually at the Annual General Meeting in September. Trustees may also be co-opted by the Committee.
3 Additional governance issues
The Society is affiliated to Making Music.
Any members involved in organising activities for younger audience members have undergone appropriate DBS (CRB) checks.
The Society has a Safeguarding Policy in place
The Society has taken steps to ensure compliance with GDPR
All trustees give their time voluntarily and receive no remuneration or other benefits.
4 Objectives and activities
To promote the appreciation of music by the presentation of public concerts and recitals, and in other appropriate ways; to offer the opportunity for local musicians to play a wide range of classical music to a high standard.
Summary of main activities during the season
Concerts. Three Symphony Orchestra concerts had been planned for this season in early 2020. However, the ongoing pandemic meant that none of these were able to take place. Planning for Havant Chamber Orchestra did not proceed as the pandemic had already taken hold.
As a result, there is no Musical Activities Report appended to this document as there normally would be, and there are no sections here on season ticket sales or membership subscriptions paid (see paragraph 6 below).
5 Bob and Beryl Harding Bursary
The Bob and Beryl Harding Bursary for Young Conductors was put on hold for this season. We maintained the hope throughout that the previous holder, Avi Taler, would be able to continue to help with rehearsals if there were any. In the end, no rehearsals took place during 2020-21.
6 Members and Supporters
During this season the Society retained its approximately 98 members, consisting of 34 Playing Members and 64 Season Ticket Holder Members (excluding season ticket holders who declined or were ineligible for membership), in the sense that all members from the previous season were communicated with via a series of ‘In Touch’ Newsletters. We considered anyone who had been a member in the previous season to be a member for this season.
7 The Committee
The committee continued to meet via Zoom when necessary in order to keep the Society going and their continuing support was vital in keeping the Society ‘alive’.
Due to the ongoing pandemic, it was decided to delay holding our AGM for 2020-21 until it was considered safe to do so in person. This meant the AGM being deferred from September 2021 until the end of April 2022.
HADOS Trustees’ Report 2021
18/04/2022 SS
Page 1 of 2
8 Administration and Publicity
Nothing to report due to the pandemic.
9 Educational Activities
Nothing to report due to the pandemic.
10 Financial Review
No funds are in deficit. Outgoings are continually monitored in order to take account of rising costs.
We have again received support from the Bedhampton Charitable Trust (£900) but were advised that their activities may change following the death of one of their founders, Mr Bernard Stanley.
Donations were received for the Peter Craddock Memorial Fund, which at the end of July 2021 stands at £19603.
Hire library net income was considerably lower than usual at £887. This was due to other orchestras being unable to perform due to COVID and not requiring music.
The overall balance for the year is a surplus of £12842. We were fortunate to have continued income into the Peter Craddock Memorial Fund in the form of small regular donations and also a large legacy. We also received a large legacy into the Bob and Beryl Harding Bursary Fund. Our expenditure was very low due to not being able to put on any concerts this season.
Reserves : The bank balance at the end of July 2021 is just under £70,000 but there is still an amount of £1,451 of season ticket payments for cancelled concerts being carried forward as advance payments towards future season ticket sales (season ticket holders were offered the choice of their payment being carried forward or a full refund). Hence reserves are around £68,500.
The Society aims to maintain reserves of at least £15,000 without advances in order to enable us to meet contractual obligations in the event of not being able to perform concerts, so we are currently in a relatively comfortable position from this point of view.
11 Season 2021-2022
Plans had been made to reinstate the Hayling concert to be conducted by Avi Taler in September 2021. However, it has now been decided that it is not yet safe to perform without social distancing so this has had to be cancelled again.
With the hope that future concerts will be able to go ahead, a season of three concerts by Havant Chamber Orchestra in Holy Trinity Church, Fareham has been planned with the first to be dedicated to Brian Howells, former leader of the orchestra who sadly died of COVID in April 2020. HCO Musical Director to be Robin Browning and guest leaders to be invited whilst we consider who should take over from Brian.
Three concerts by Havant Symphony Orchestra at Oaklands School, Waterlooville have also been planned with Musical Director Jonathan Butcher.
12 Issues for the future
The Society is still dependent on a relatively small number of people. This has been discussed in committee and there is an ongoing drive to recruit support for the Administrator in particular. The lack of activity due to the pandemic has reduced the load but this will need to be monitored when we are able to return to normal operations.
One area for concern reported a couple of years ago is still under discussion:
“There are concerns over the mix of subscription-paying members and non-subscription-paying players in the HSO and we hope to find ways to address these in the coming season.”
The financial situation, reported as an area for concern in most years, is considerably more stable at the moment after receipt of some substantial legacies.
Chairman and Trustees of Havant and District Orchestral Society
www.havantorchestras.org.uk
18[th] April 2022
HADOS Trustees’ Report 2021
18/04/2022 SS
Page 2 of 2
| Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
No (if any) 288747 |
No (if any) 288747 |
No (if any) 288747 |
CC16a | |
|---|---|---|---|---|---|---|---|---|---|
| For the period from |
1 August 2020 Period start date |
To | Period end date 31 July2021 |
||||||
| Section A Receipts and payments | |||||||||
| A1 Receipts | Unrestricted funds to the nearest £ |
Restricted funds to the nearest £ |
Endowment funds to the nearest £ |
Total funds to the nearest £ |
Last year to the nearest £ |
||||
| Grants | 900 | - | 900 | - | |||||
| Sponsors | 12,888 | 21,125 | - | 34,013 | - | ||||
| Donations/Friends | - | - | - | - | - | ||||
| Season Tickets | - | - | - | - | - | ||||
| Tickets at Door | - | - | - | - | - | ||||
| Programme Sales | - | - | - | - | - | ||||
| Advertisements | - | - | - | - | |||||
| PlayingMembers' Donations | - | - | - | - | - | ||||
| Investment Income | - | - | - | - | - | ||||
| Music LibraryLendingFees | 887 | - | - | 887 | - | ||||
| Sundries | - | - | - | - | |||||
| HaylingIsland Concerts | - | - | - | - | - | ||||
| Gift Aid | 10 | - | - | 10 | - | ||||
| Sub total(Gross income for AR) |
14,686 |
21,125 | - | 35,811 | - | ||||
| A2 Asset and investment sales, (see table). |
|||||||||
| Music Sales | 47 | ||||||||
| Sub total | 47 | - | |||||||
| Total receipts A3 Payments |
|||||||||
| - | |||||||||
Soloists |
- | - | - | - | - |
| Conductor and Orchestra | - | - | - | - | - | ||||
|---|---|---|---|---|---|---|---|---|---|
| Rehearsal/Concert Hall Hire | - | - | - | - | - | ||||
| Concert Presentation/PRS/Box Office | 180 | - | - | 180 | - | ||||
| Music Hire | - | - | - | - | - | ||||
| Publicity/Programme Printing | - | - | - | - | - | ||||
| Music Hire LibraryExpenses | 879 | - | - | 879 | - | ||||
| Administration/Insurance/Audit Etc. | 824 | - | - | 824 | - | ||||
| HaylingIsland Concerts | - | - | - | - | - | ||||
| **Sub total ** | 1,883 | - | - | 1,883 | - |
| HaylingIsland Concerts **Sub total ** |
- 1,883 |
- 1,883 |
- - |
- - |
- - |
- - |
- 1,883 |
- 1,883 |
- - |
|---|---|---|---|---|---|---|---|---|---|
| A4 Asset and investment purchases, (see table) |
- - - 21,125 |
- - - - |
8 7.50 1,890 33,967 |
||||||
Music purchases |
8 | ||||||||
**Sub total ** |
8 | - | |||||||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
|||||||||
| - | |||||||||
| 12,842 | 21,125 | - | 33,967 | - | |||||
| - | - | - | - | - | |||||
| 34,527 | 847 | - | 35,374 | - | |||||
| 47,369 | 21,972 | - | 69,341 | - |
Section B Statement of assets and liabilities at the end of the period
| Details Cash at bank, CAF account Total cash funds (agree balances with receipts and payments account(s)) Details |
Details Cash at bank, CAF account Total cash funds (agree balances with receipts and payments account(s)) Details |
Unrestricted to nearest £ |
Unrestricted to nearest £ |
Restricted to nearest £ |
Restricted to nearest £ |
Endowment to nearest £ |
|---|---|---|---|---|---|---|
| 48,724 | 21,972 | - | ||||
| - | - | |||||
| 48,724 | 21,972 | - | ||||
| OK | ||||||
| Endowment funds to nearest £ |
||||||
| N/A | - | - | - |
B3 Investment assets
B4 Assets retained for the charity’s own use
B5 Liabilities
Signed by one or two trustees on behalf of all the trustees
| - | - | - | ||||
|---|---|---|---|---|---|---|
| Details | Fund to which |
Cost (optional) | Current value |
|||
| N/A | ~~asset belongs~~ | - | ~~(optional)~~ - |
|||
| - | - | |||||
| Details | Fund to which |
Cost (optional) | Current value |
|||
| Music Library (estimated), timpani | asset belongs | - | ~~(optional)~~ 70000 |
|||
| - | - | |||||
| - | - | |||||
| Details | **Fund to which ** | Amount due | When due | |||
| Season ticket advanced sales | ||||||
| - | ||||||
| - | ||||||
| Signature | Print Name P Caines, Honorary Treasurer |
|||||
| Date of approval |
||||||
| P Caines, Honorary Treasurer | ||||||
| Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
Charity Name Havant And District Orchestral Society (HADOS) |
No (if any) 288747 |
No (if any) 288747 |
No (if any) 288747 |
CC16a | |
|---|---|---|---|---|---|---|---|---|---|
| For the period from |
1 August 2020 Period start date |
To | Period end date 31 July2021 |
||||||
| Section A Receipts and payments | |||||||||
| A1 Receipts | Unrestricted funds to the nearest £ |
Restricted funds to the nearest £ |
Endowment funds to the nearest £ |
Total funds to the nearest £ |
Last year to the nearest £ |
||||
| Grants | 900 | - | 900 | - | |||||
| Sponsors | 12,888 | 21,125 | - | 34,013 | - | ||||
| Donations/Friends | - | - | - | - | - | ||||
| Season Tickets | - | - | - | - | - | ||||
| Tickets at Door | - | - | - | - | - | ||||
| Programme Sales | - | - | - | - | - | ||||
| Advertisements | - | - | - | - | |||||
| PlayingMembers' Donations | - | - | - | - | - | ||||
| Investment Income | - | - | - | - | - | ||||
| Music LibraryLendingFees | 887 | - | - | 887 | - | ||||
| Sundries | - | - | - | - | |||||
| HaylingIsland Concerts | - | - | - | - | - | ||||
| Gift Aid | 10 | - | - | 10 | - | ||||
| Sub total(Gross income for AR) |
14,686 |
21,125 | - | 35,811 | - | ||||
| A2 Asset and investment sales, (see table). |
|||||||||
| Music Sales | 47 | ||||||||
| Sub total | 47 | - | |||||||
| Total receipts A3 Payments |
|||||||||
| - | |||||||||
Soloists |
- | - | - | - | - |
| Conductor and Orchestra | - | - | - | - | - | ||||
|---|---|---|---|---|---|---|---|---|---|
| Rehearsal/Concert Hall Hire | - | - | - | - | - | ||||
| Concert Presentation/PRS/Box Office | 180 | - | - | 180 | - | ||||
| Music Hire | - | - | - | - | - | ||||
| Publicity/Programme Printing | - | - | - | - | - | ||||
| Music Hire LibraryExpenses | 879 | - | - | 879 | - | ||||
| Administration/Insurance/Audit Etc. | 824 | - | - | 824 | - | ||||
| HaylingIsland Concerts | - | - | - | - | - | ||||
| **Sub total ** | 1,883 | - | - | 1,883 | - |
| HaylingIsland Concerts **Sub total ** |
- 1,883 |
- 1,883 |
- - |
- - |
- - |
- - |
- 1,883 |
- 1,883 |
- - |
|---|---|---|---|---|---|---|---|---|---|
| A4 Asset and investment purchases, (see table) |
- - - 21,125 |
- - - - |
8 7.50 1,890 33,967 |
||||||
Music purchases |
8 | ||||||||
**Sub total ** |
8 | - | |||||||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
|||||||||
| - | |||||||||
| 12,842 | 21,125 | - | 33,967 | - | |||||
| - | - | - | - | - | |||||
| 34,527 | 847 | - | 35,374 | - | |||||
| 47,369 | 21,972 | - | 69,341 | - |
Section B Statement of assets and liabilities at the end of the period
| Details Cash at bank, CAF account Total cash funds (agree balances with receipts and payments account(s)) Details |
Details Cash at bank, CAF account Total cash funds (agree balances with receipts and payments account(s)) Details |
Unrestricted to nearest £ |
Unrestricted to nearest £ |
Restricted to nearest £ |
Restricted to nearest £ |
Endowment to nearest £ |
|---|---|---|---|---|---|---|
| 48,724 | 21,972 | - | ||||
| - | - | |||||
| 48,724 | 21,972 | - | ||||
| OK | ||||||
| Endowment funds to nearest £ |
||||||
| N/A | - | - | - |
B3 Investment assets
B4 Assets retained for the charity’s own use
B5 Liabilities
Signed by one or two trustees on behalf of all the trustees
| - | - | - | ||||
|---|---|---|---|---|---|---|
| Details | Fund to which |
Cost (optional) | Current value |
|||
| N/A | ~~asset belongs~~ | - | ~~(optional)~~ - |
|||
| - | - | |||||
| Details | Fund to which |
Cost (optional) | Current value |
|||
| Music Library (estimated), timpani | asset belongs | - | ~~(optional)~~ 70000 |
|||
| - | - | |||||
| - | - | |||||
| Details | **Fund to which ** | Amount due | When due | |||
| Season ticket advanced sales | ||||||
| - | ||||||
| - | ||||||
| Signature | Print Name P Caines, Honorary Treasurer |
|||||
| Date of approval |
||||||
| P Caines, Honorary Treasurer | ||||||