GUILDFORD
PHILHARMONIC
CHOIR
ANNUAL GENERAL MEETING
8.30pm, Monday 24th May 1993
at the
Methodist Church Hall, Wharf Road, Guildford
Notice is hereby given that the Annual General Meeting of the Guildford Philharmonic Choir
will be held afier rehearsal, at 8.30pm on Monday 24th May 1993 at the Methodist Church
Hall, Wharf Road, Guildford.
8
The business to be transacted will be as follows:-
Agreement of the Minutes of the AGM held on 8th June 1992
(copy of minutes attached o this notice).
woao
@3o
Matters arising from the minutes of last year's AGM.
Chairman's Report on the year.
Treasurer's Report for the year to 30th April 1993.
Election of Chairman, Secretary, Treasurer and Membership
Secretary for the coming season.
Election of four Committee Members for the coming season.
Election of Part Representatives for the coming season.
Chorus Master's Report.
Recommendation
to
Guildford
Borough
Council
appointment of Chorus Master for the coming season.
on
10 Appointment of Assistant Chorus Master.
11
Appointment of Auditor.
12
Any other business.
On the conclusion of the business of the meeting Choir Members are invited to relax together
in the Methodist Hall with light refreshments.
Maxwell New
Wt
<———
Chairman, Guildford Philharmogiic Choir
Guildford Philharmonic Office
Guildford Borough Council
Millmead House
Guildford
Surrey,
GU2 5BB
26th April 1993
GUILDFORD
PHILHARMONIC
CHOIR
MINUTES of the Annual General Meeting held at
May 1993 in the Methodist Church Hall, Guildford.
PRESENT:
B8.30
pm
on
Monday
24th
Maxuell New (Chairman), members of the Committee and 70 members
of the Choir.
IN ATTENDANCE:
Neville
Creed
(Chorus
Master)
Manager, Guildford Philharmonic Orchestra).
and
Kathy
Atkins
(General
The Chairman welcomed Kathy
Atkins and thanked her warmly for her continued help and support.
APOLOGIES:
1.
none.
MINUTES
of
the
Annual
General
Meeting
held
on
Bth
June
1992
were
confirmed and signed as a correct record.
Proposed:
Margaret Parry
Seconded:
Daun Smith
2.
MATTERS ARISING:
none.
3.
CHAIRMAN'S REPORT (copy available on request):
the Chairman presented
his report on the year's activites beginning with a tribute to Sir
Charles Groves and the Memorial Concert in the Cathedral which
indicated the love and esteem felt by so many people.
He thanked
the retiring Committee and pointed out that the new Constitution
was now in operation.
4.
TREASURER'S
REPORT:
John
Trigg
presented
the
Balance
Sheet
for
In thanking Chris Robinson
the year st May 1992 - 30th April 1893,
for his assistance as Auditor, the Treasurer asked the meeting to
note the accounts and agree to their referral to the Committee for
formal approval of the budget for 1993/94.
Proposed:
Maggie van Koetsveld
Seconded:
Louise Barnfield
Carried unanimously.
5.
ELECTION OF CHAIRMAN, SECRETARY, TREASURER AND MEMBERSHIP SECRETARY
for the coming season:
Nominations received:
Chairman:
Maxwell New
Secretary:
Treasurer:
Joy Hunter
John Trigg
Jean Radley
Membership
Secretary:
There being no other nominations,
that the four be elected.
6.
it was proposed by Michael Jeffery (Chair)
This was carried unanimously.
ELECTION OF FOUR COMMITTEE MEMBERS for the coming season:
Five names had been nominated:
Penny Baxter, Michael Daue, Michael
Jeffery, Christine Medlow and Margaret Parry.
It was proposed by John Trigg and seconded by Nora Kennea that all
five be elected but this was ruled out of order as not in accordance
with the new Constitution.
It was then proposed by Chris Robinson and seconded by John Trigg
that the first four names on the list (uhich was in alphabetical
order) should be elected en bloc and the fifth name could be coopted
by the new Committee.
Put to the meeting,
this proposal was carried
by a majority with one vote against and one abstention.
ot
ELECTION OF PART REPRESENTATIVES for the coming seasor
since this was a matter for the members of the four singing parts
to elect from amongst their own numbers, it was agreed that this
election should rightly take place at the next rehearsal.
CHORUS MASTER'S REPORT:
the membership was healthy in terms of
the singers and the numbers although it was important to be aluays
on the look out for recruiting new members.
The standard of the
Choir had improved and this had resulted in some of the extra
rehearsals planned for the year proving unnecessary.
Reviewing
the
year:
the
Faure
good and had made a profit.
concert
in
Holy
Trinity
had
been
The Mozart Requiem in memory of Sir
Charles had been a very moving occasion and the Brahms Requiem with
menbers of Freiburg Choir went very well;
Hans Buerle had been
very pleased and was looking forward to the GPC return to Freiburg
in November.
Tim
West
Although the size of the audience was rather disappointing,
and
Jean
Boht
gave
a
professional
touch
to
the Carol Concert
uhich was much appreciated.
The Choral Workshop in January had been
Both Neville
very successful and would be repeated in February 1994.
and Brian Uright had been very pleased with the performance of
Belshazzar's Feast and a very good season had ended with the Paukenmesse.
Neville thanked the Choir for working hard to make it so successful.
Looking ahead, Neville outlined the following programme:
In July, the Rossini Messe Solennelle;
in November, Britten's Uer
Requiem (6th in Guildford Cathedral; l4th Freiburg Stadthalle);
Sth December, Carol Concert;
5th February,
Choral Workshops
5th March, Vaughan-Williams' Sancta Civitas with Vernon Handley;
7th May,
Cammena Burana with Sir David Willcocks.
Depending
the
financial
on 2nd July
foruard to.
like
Sir
situation,
it
was
hoped
to
do
an
Opera
Hits
on
concert
and all this gave the Choir a fantastic year to look
It was a tremendous advantage having visiting celebrities
David
Willcocks
and
Vernon
Handley.
Neville
concluded
by
tharking the
Committee for their support and work throughout
the year and also thanking Kathy Atkins and the staff at the Office
for all they did on the Choir's behalf.
RECOMMENDATION
TO
GUILDFORD
BOROUGH
COUNCIL
on
the
appointment
of
Chorus Master for the coming season:
The appointment of Neville Creed was proposed by Michael Longford,
seconded by John Britten and carried unanimously.
At this point, Kathy Atkins tharked the Choir on behalf of the Borough
particularly for the Sir Charles Groves Memorial Concert which raised
over £4000."
This money would start a fund for a young musician
and this year Amanda Hirton, a young pianist, uas the recipient.
Kathy also reminded the members that the Borough does pay betueen
£20,000 and £25,000 & year for the Guildford Philharmonic Orchestra.
10.
APPOINTMENT OF ASSISTANT CHORUS MASTER:
The appointment of Peter White was proposed by Notman Carpenter,
seconded by Jackie Alderton and carried unanimously.
11.
APPOINTMENT OF AUDITOR:
The appointment of Chris Robinson was proposed by Michael Jeffery,
seconded by Andrew Reid and carried unanimously.
the Choir's gratitude for the auditor's help.
12.
The Chairman expressed
ANY OTHER BUSINESS:
(a)
Chris Robinson raised the point that the meeting had not appointed
an accompanist and proposed Jeremy Filsell. This uas seconded
by Leslie Harfield and carried unanimously.
The Chairman
expressed the Choir's appreciation of Jeremy's skill.
(b)
the Treasurer and Auditor made the point that they needed more
time between the end of the financial year and the Annual General
Meeting in which to prepare the Accounts for presentation and
asked that this be taken into consideration when fixing the
date for 1994.
(e)
it was suggested that 8.30 pm was too late to start an Annual
General Meeting and that, in future, a separate evening should
be set aside for this event which would also allow more time
for socialising.
(d)
the Meeting passed a unanimous vote of thanks to Maxwell New
for his work as Chairman.
The Meeting closed at 9.30 pm.
~
GPC Accounts - Report from the Auditor
1qqz
Introduciion
1.
The purpose of this report to Commi
tice is
suggest ways in which procedures could
be
chinged
to simpliy the tasks, of Tioesomertoarebi
s
Audit
or
and
t0
impro
ve
the
flow
of
information to Committee and Members.
The sugge
stions derive from this year's
Avdit
and have been discussed and agreed with both
the incoming and outgoing Treasurers.
They should in no way be seen as a criticism of the outgoi
ng Treasurer who has, in often
difficult circumstances, both boosted the reserv
es and maintained accurate, detaled if
rather compl
ex records,
Account Format
2.
Tunderstand that traditionally a Receipts and Payme
nts format has been adopted, For the
Jast two years an income and expenditure account
was also provided, but only at the
expense of considerable additional compl
exity 1o relate the two. This year an Incom
e and
Expenditure format has been adopted and the
amount of detail provided has been
reduced.
Last year's accounts have also been
shown in the same format and
presentation.
3.
All the information is and will of course conti
nue to be available to the Auditors. The
new format concentrates on the key infor
mation that members nced for monitoring
performance and, by simplifying and reduc
ing the volume, should help them o focus
atention on that which matters.” Further infor
mation will always be provided by the
Treasurer in answer to any questions at the
AGM but the new format should be more
easily understood.
4.
The new format retains & complication. The Incom
e/Expenditure format more aceurately
reflects the financial position than does a Recei
pts/Payment format in that the former docs
but the latter does ot reflect the Creditor/D
ebtor position.
auributable to the difference between the accounting
The complication 18
year 1 May to 30 April and the
ConceryMembership yeur 1 September to 31
August. Allowance i$ made for instance in
the accounts for that proportion of the subscription
s received during the year that are
strictly atiributable to the period 1 May to 31 Augus
t. In the past, when the fnancial year
ended on 31 Augus, there was time for all the outsta
nding bilis to come in during the
sumer, and the membership subscription year
matched the financial year. There were
or where debts had 10 be cstimated because the
bills had not been reccived.
thus few itens where money was received in one
are many morc.
5.
financial year which related to the next,
Now there
At present u proportion of subscriptions
and of money received for future 100
Club
dratws is carried forward cach year in the accou
nts. They become a deduction or Tibility
in the current year and an addition or asset in the follo
wing year. Estimates are also made
of outstanding debts, which become a deduc
tion in one year
(which will be balanced by the real bils, once receiv
ed, being
Begause the sums crossing the year end are large
(over £4,000
necessary
fo continue
this
approach
represeniative of the underlying financ
if
and a credit in the nex;
debited in the next year),
this year) it is probably
income/ expenditure accounts are
10
be
ial position euch year. However, it would
help to
simplify the calculation where possible, in particu
lar for the 100 Club.
ome and
for both inc
et
she
ead
spr
x
ple
com
le
sing
a
ins
nta
mai
rer
asu
Tre
t
sen
pre
The
wou
it
6. expenditure, entries to which are not necessarily in date order. T feel that ts inldthebe
men
P entageous if two separate analysis books were maintsined. One for Pay
Records
format:
.
Date Cheque no./Voucher no.
Amount
Attribution Heads
.
Dae Payinginno/Voucherno. Amount
Auribution Heads
and one for Receipts in the format:
columns should be used
rate
kingoug, sepa
of chec
the case
usediptsforofboth
k isRece
le booand
1f a singmen
Credits and Debits thr hout
for Pay ts
(ose
same timewith, then
book is rnasusesooatn the
payingthein Trea
que book(oorsupp
one cherequ
e thanmus
ils
deta
2. 1fUsinmorg the
ly in sosurefar as possivle&€ ofmaythebedare order. Onlofy
m ttsbeto ensuired
tenance
Beyrmentg/receip surer effercctivtheelymain
manage the cash flow and ensure that surplus funds are
B
e Trea
Kept on deposit and not on curreAt account.
plex by the
com
e
mor
h
muc
e
mad
n
bee
e
hav
r
ito
Aud
and
rer
asu
Tre
of
ks
tas
. Oforthe
Club
8. The
100
the
for
e
wer
32
,
paid
s
que
cho
73
the
Of
.
Club
100
the
ot
£2
£1
Te
normally t 184
e 37 relatedhalfto yeur
Club and ofrequthes
e for the 100
. 48 wersugg
S voneiptsLwo
ly payree
uld est tha the Cormiltes ize annual or
100 Club
nt 4
. | s would also simplify year end acoounting for the 100 Club (poi
PaYenS
above).
T suggests
them, mem
not audited
Thave stat
paperwork.an annu
Club prod
d the 100
checke
surerCluhasb orga
ter
Trea00
club
9. The
of
to ucecourse ofalthe yearemen1o tsupport the credi
r be asked duri
e Tre amoun recenise
for cach ngtothesupport the payments in the Treasurets,
rs
showing the the monthlived
e winners is available already and will only need
RS wing d mucyh priz
ion ion.
infol rmat
thisncia
an to show theof fina
A O hw
rmat
info
stments
paymens.
minor adju
Membership
s and
e a list of mems,ber
should produc
p Secretarycred
the Membershi
form
a
10, In the samems wayroceiv
n
book
r's
sure
Trea
support themuch ofitsthein the
ed for eachtheto100
dy.
s mtio
area
o
labl
avai
is
ion
rmat
info
Club,
e for auditing. As with
ices or receipts of
specific invo
supported by
ld otherwiss earebeneed
the books shou
entres in issu
11, Alcop
ed for unclear items
by y bills cd. Explanatory note
no longer apply, given
s need bank
. Thiwith
the bankmad
cted byshou
ently dedu
interesttaxisrulecurr
12. 25%
the .
s, and amangements ld be e
Changes in
ffom
statements theydrafwant
et o inancial omm
clear a to what budg
mitee should becour
et
13, The Comsure
budg
t
a
that
. I rec readend
, and whenyear
of the year
ng the provseious
ing
e feen prepr duri
mect
first
the
for
y
Treasurer at the Commend,
I Awaye ared by the
r ard ittee.
General
of the new Committee, to assist the new Treasure
BALANCE SHEET FOR YEAR 1/5/92 - 30/4/93
CHOIR93.XLS
INCOME
[BNCOME
—
-
SUBSCRIPTIONS
received
Borough grant
1
brought forward_+
!
7502.50
1700.00
12402.50
|
carried forward
|
3200.00
-
100 CLUB
[
received
brought forward
i
—
947.00
_+
|
471.00
[
1418.00
prizes -
[FUND RAISING ( net )
sweatshirts
ticket sales
other
|
675.00
743.00
]
264.37
,77
349.25
284.98
[SOCIAL EVENTS ( net )
158.00|
898.60|
1205.74)
I
Loseley party.
1
2.00
others
287.75,
[CHORAL EVENTS
Choral Workshop
[Faure Requiem
bank interest
=
miscellaneous
[TOTAL INCOME
n
[EXPENDITURE
13104.40
rehearsal fees
6526.00
[hall hire charges
2879.31
10038.60|
8483.05|
presentations ( net )
~19.20
48.49)
Philharmonic Soc subs
315.00
429.50
publicity
596.90
administration
bank charges
miscellaneous
TOTAL EXPENDITURE
[EXCESS INCOME
7250
56.23|
1
I
10.00
—
.
==
B
o
—
|
10436.74
2667 .66
Page 1
|
24.65|
i
CHOIR93.XLS
BALANCE SHEET_
=
|
Premium account
[
ASSETS
Current
[
|
9370.45
7358.58
11.70,
173.50)
351.37,
989.83]
000
LIABILITIES
subscriptions in advance
100 club
creditors
3085.00,
1700.00)
0.00
0.00
net current assets
471.00|
3085.00
6648.52
2370.05)
4541.05
3980.86
FINANCED BY
reserves at 1/5/92
excess income
reserves at 30/4/93
3980.86
2667.66
Page 2
6648.52
|
3980.60)
_
NOTES ON THE BUDGET FOR THE SINGING YEAR 1/9/92 --19/7/93
As the Borough Choir, we are required to put on 4 concerts a year including the Carol Concert. We have to
finance all of the costs associated with the rehearsals for these concerts out of our subscriptions and a grant
from the Borough through Kathy Atkins, which this year amounted to £3200
Neville decides on the number of rehearsals which
in his professional opinion are required for us to perform
at the concert. From this schedule I am able to work out the total costs, and hence arrive at a figure for our
subscriptions.
The budgeted costs were as follows:
1.
Brahm's Requiem
£2748
2. Carols
960
3.Belshazzar's Feast
3389
4. Haydn Paukenmesse
1408
Total cost of Borough series rehearsals
£8505
To this must be added the cost of the summer rehearsals which are mainly for the Summer concert, but also
for next season's War Requiem concert.
£2249
Total cost of rehearsals for the year
£10754
Subtracting from this the Borough grant of £3200 it leaves £7554 to be found from subscriptions, which
assuming a membership of 151, required a subscription of £50.
However this took no account of:
Philharmonic Society Subscriptions
Publicity costs
~
Bank charges
or
Administration costs
see expenditure sheet
fund raising
see income sheet