OXFORD YOUTH CHOIRS ANNUAL REPORT OF TRUSTEES
For the Years 2022/2023
To be presented to the AGM, Saturday, 12.10pm, 13th July 2024
Registered charity number 299109
Legal and Administrative information
Trustees
Liisa O’Connor Chair Geoff Sutton Treasurer Maria Chataway Tim Gardam Catherine Wearden Lydia Vella Music staf Richard Vendome Musical Director Amy Chang Senior and Junior Choirs Colin Daskin Boys’ Choir and Administrator Margaret Lingas Vocal Coach Louise Taylor Junior Choir Tom Anderson Junior Choir Lucia Boué Prep Choirs Lydia Vella Prep choir accompanist (maternity cover for Hannah Rhodes) Administrator Judith Grace
Chair’s Report
Trustees
The 2022-2023 year started with Liisa O’Connor in the role of Chair. She stepped down at the AGM in July 2023, having worked hard to steer the choir through significant structural changes and its recovery from the impact of the Covid restrictions. Similarly, Tim Gardam stepped down as a trustee, having also made a huge contribution to the running and success of the choir. We thank them both for their hard work and dedication to the roles.
In terms of new trustees, we were delighted to welcome Jerome Finnis and Alex Silverman to the committee at the July 2023 AGM - both are parents of children in the Prep choirs.
Staf Matters
Louise Taylor and Tom Anderson both resigned from teaching the Junior choir in the first term of 2023. Hannah Rhodes, teacher for the Prep choirs, took maternity leave for the year 2022 - 2023 and Lydia Vella provided cover for Hannah as an accompanist to the Prep choirs under the direction of Lucia Boué.
Our administrator, Judith Grace, resigned from the role in Autumn 2022; we thank her for hard work and contribution to the running of the choir. Liisa O’Connor kindly covered the administrative tasks for an interim period until Colin Daskin took the paid role in January 2023.
The Year’s Events in Summary
The Year 2022 - 2023 saw big changes in the structure and focus of the Junior and Senior choirs, which aimed to address the negative impact of Covid on the children’s engagement and technical abilities. This involved forming three choirs, structured as a training choir (Girls 1) and two tiers of senior choir (Girls 2 and 3), with dedicated time for vocal training. This was trialled and reviewed in the 2022 Autumn term with the decision to revert back to two choirs with more overlap between them to increase engagement, and to continue with dedicated time for vocal technique training. Following the resignation of Louise and Tom, the existing staff worked with the Junior choir.
In November 2022, the Prep choir, Junior choir and some of the Senior choir took part in an exciting event organised by Music At Oxford to sing in Avo Pärt’s Songs from Childhood. This involved several local choirs and an orchestra of professional musicians, with a chance to perform in the new Olivier Theatre at St Edwards School.
Later in November 2022, the Girls 2 and 3 choirs performed a Concert of Carols at St Mary and St Nicholas Church in Littlemore. In December, the Senior girls sang for an OAC event at Exeter College, which carried particular prestige. These concerts received positive and encouraging feedback.
In April 2023, the Junior and Senior choirs worked hard to stage two performances of the opera, Dido and Aneaes, at St Mary and St Nicholas Church, Littlemore. These performances were well received with positive feedback on the quality of the singing and soloists. It was also a great opportunity to make use of the theatrical costumes owned by OYC.
In July 2023, the Junior and Senior choirs took part in an exciting collaboration concert with a choir from Padova, Italy, and the Oxford Man Choir as part of a twinning event organised by Mel Houldershaw and Anna Proudfoot. The choir excelled themselves and the concert ended with a powerful finale of all the choirs singing A Million Dreams from the Greatest Showman.
We finished the year with a Summer concert in July 2023, celebrating the work of all the choirs within the OYC family. This was structured to inspire the youngest children by letting them observe the Junior and Senior choirs.
In July 2023, Tom Anderson returned to offer a one-off workshop to the choir and their families. This was an energetic and engaging event, and a collaboration we’d be keen to continue.
Alongside the performances, the committee reviewed and updated the safeguarding policy and explored other possible venues for rehearsal due to increasing costs at Cherwell. Unfortunately, a suitable alternative venue has yet to be found.
Looking Forward
As we looked forward to the Year 2023-2024, the committee had extensive discussions about the choir’s niche and aims in the context of post-covid changes and a thriving local choral scene that inevitably provides competition for OYC. These discussions took place in preparation for the 40th anniversary (Summer 2024), the retirement of Richard Vendome and forming a plan for the recruitment of a successor.
Given the changes in the choir’s structure and focus, we hoped to support the teachers to feel established in their roles with the different groups, and in turn for the children’s engagement to settle and for membership to increase back to pre-Covid levels. The change in the choir’s context also called for more creativity and tenacity in seeking alternative sources of funding, as well as continuing to look for a more affordable venue.
I would like to take this opportunity to thank the singers, parents, teachers, trustees and patrons for all they do and their parts in the success of the year above, as well as their drive and commitment to meet the challenges ahead.
Lydia Vella Chair of Trustees Treasurer’s Report Oxford Youth Choirs 2022/23
AGM 13th July 2024
The charity made a modest surplus in the 2022-2023 financial year, thanks to a generous donation and an insurance payout for our piano which was damaged beyond economic repair. Membership fee income excluding donations dropped from the previous year post Covid and decreased by about 15% from £29925 to £25642 before Loveadmin fees, £25031 after Loveadmin fees were deducted, presumably as the cost-of-living crisis hit and parents withdrew their children to save money. Donations, concerts and the insurance payout boosted overall income up from £36776 to £41183, a 12% increase. Following last year’s massive rent increase, rental costs (excluding storage) continued to increase from £7099 to £8232, and now forms 65% of non-teaching expenses. However, we restructured our teaching and saw costs drop from £27600 to £20818, a major cost saving achieved while maintaining the quality of our teaching.
Numbers of children in the prep and junior choirs held up but the senior choir suffered yet another further reduction in numbers post covid. Fees again were kept constant to aid recruitment given there are a large number of choirs now operating in the same market sector within Oxford.
Loveadmin continues to serve the choir well, reducing the administration load and administration overhead. Administration costs dropped significantly as our administrator of previous years resigned and the Chair, Liisa O’Connor took over administration for a term at no charge before we appointed a new administrator, one of the staff, Colin Danskin who now has two roles, that of singing teacher and also admin. Admin costs were £1728, down from £3240. We are very grateful to Liisa for her time spent on the administration as it gave her the chance to also make several changes and further streamline and reduce the admin costs.
Looking ahead, the main risks still facing the charity are problems in recruiting sufficient members to keep the charity afloat and increasing costs. The good news is that membership of the younger choirs is holding up while the bad news is that the senior choir membership continues to reduce in size. Fees will increase for 2023/24 along with a long overdue increase in teacher hourly rates.
In terms of future viability, I can confirm that the choir has the reserves to get through the next year to August 2024, partly helped by significant donations and the insurance payout for the piano.
The choir has no employees in 2023/24 and had none in 2021/22 and 2022/23.
Expenses were reimbursed to the treasurer, Geoffrey Sutton, for expenses incurred by credit card. December 2022 £417 for Making Music membership. Lydia Vella was accompanying the prep choirs prior to joining the committee as a trustee on 8th July 2023 so with the financial year ending 15th August 2023, I declare that she was paid £980.08 on 15/03/23, £668.75 on 02/05/23 and £628.63 on 11/08/23.
Finally Inland Revenue gave permission for the choir to reclaim giftaid on membership fees. Using Loveadmin to administer the giftaid permissions, the choir will be claiming giftaid from now on where permitted.
Geoffrey Sutton Treasurer AGM 13[th] July 2024
| Oxford Youth Choirs |
Oxford Youth Choirs |
Oxford Youth Choirs |
|
|---|---|---|---|
| For the period from |
8/16/2022 | To |
CC16a
Section A Receipts and payments
| Section A Receipts and payments | ||||
|---|---|---|---|---|
| A1 Receipts Subscriptions 25,031 Donations 5,427 Concerts and events 4,186 Gift aid 1,446 Bank interest 93 Insurance refund:piano 5,000 - 41,183 - - Sub total - Total receipts 41,183 A3 Payments Music tuition fees 20,818 Concert and event expenses 5,767 Administrator expenses 1,728 Rent and storage costs 8,862 Other runningcosts 1,465 - - - Sub total 38,640 - - Sub total - Total payments 38,640 Net of receipts/(payments) 2,543 A5 Transfers between funds - A6 Cash funds last year end 12,898 Cash funds this year end 15,441 Unrestricted funds to the nearest £ Sub total(Gross income for AR) A2 Asset and investment sales, (see table). A4 Asset and investment purchases, (see table) |
to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Restricted funds |
to the nearest £ Endowment funds |
Total funds to the nearest £ |
Last year to the nearest £ |
| - - - - - - - - |
25,031 5,427 4,186 1,446 93 5,000 - 41,183 |
27,777 | ||
| 3,101 | ||||
| 4,954 | ||||
| 937 | ||||
| 7 | ||||
| - | ||||
| - | ||||
| 36,776 | ||||
| - - - |
- - - |
|||
| - | ||||
| - | ||||
| - | 41,183 | 36,776 | ||
| - - - - - - - - - |
20,818 5,767 1,728 8,862 1,465 - - - 38,640 |
27,600 | ||
| 5,655 | ||||
| 3,240 | ||||
| 7,389 | ||||
| 674 | ||||
| - | ||||
| - | ||||
| - | ||||
| 44,558 | ||||
| - - - |
- - - |
|||
| - | ||||
| - | 38,640 | 44,558 | ||
| - | - - - - |
2,543 - 12,898 15,441 |
- 7,782 | |
| - | 20,680 | |||
| - | - | |||
| - | 12,898 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use |
Details CAF Gold Account CAF Cash Account Barclays Bank Details Gift Aid (estimated) Details Details Details Independent Examiner's fee Total cash funds (agree balances with receipts and payments account(s)) |
to nearest £ 10,126 5,015 300 15,441 OK to nearest £ - - - - Unrestricted Unrestricted funds Unrestricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates |
to nearest £ - - - - OK to nearest £ - - - - - - Cost (optional) - - - - - Cost (optional) - - - - - - - - - - - - - - Restricted funds Restricted funds Amount due (optional) |
to nearest £ Endowment funds |
|---|---|---|---|---|
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| OK | ||||
| to nearest £ Endowment funds |
||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| Current value (optional) |
||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| Current value (optional) |
||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| When due (optional) |
||||
| Independent Examiner's fee | Unrestricted | - | ||
| - | ||||
| - | ||||
| - | ||||
| - |
Signed by one or two trustees on behalf of all the trustees
Signature
Date of Print Name approval
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteegl members of Oxford Youth Choirs On accounts for the yoar ended 1510812023 Charity no lif any 299109 Set out on pages 1and2 I report to the trustees on my examination of the accounts of the above chanty {Ihe Trust") for year ended 1510812023. Responsibllltles and As the charty trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (Ihe Acr). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination. I have followed the applicable Directions given by Chartty Commission under sertion 14515)(b) of the Act. I have completed my examination. l ¢onfinn that no material matters have come to my attention in connection with the examination vthich gtves me ause to believe that in. any material respect: ac¢ounts"ng records Yre not kept in accordance wrth section 130 of the Act or the accounts do not accord with the accounting records I have no concems and have come across no other matters in conne¢tion th the examination to bthich attention should L* drawn in order to enable a proper understanding of the accounts to be reached. Independent examinerfs $tatsment Signed: ftÉer J.skueryo Date". 0810712024 Name: Peter J Stevenson Relevant professional qualification(s) or body (if any): FCA Address: 8 Harbord Road Oxford OX2 8LJ IER October 2018