GUILDFORD PHILHARMONIC CHOIR
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The Coach House,
Station Road,
_ From The Treasurer, Christopher Robinson
4 7
Godalming,
Surrey,GU7 1EX
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With Compliments
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G6UILOFORD PHILHARMONIC CHOIR
Registered Charity No.
COMMITTEE MEETING
13 MAY
1026337
1997
This paper is to give the Committee advance notice of the likely outcome
of the 1996/87 accounting year and an opportunity to consider and advise
as to the assumptions that should be made in settling the budget for
1997/98.
It takes the form of a draft of the report that I would intend,
subject to audit and the Committee's views, to put to the AGM.
The Auditor has indicated informally that the way in which the accounts
are kept meets his reguirements but that Charity Commission and other
reguirements will necessitate changes in the way in which they have in
the past
been presented.
C.J.D.R.
DRAFT_AGM TREASURER'S REPORT
INTRODUCTION
1.
This report refers throughout to the summary financial information
set out in the Appendix. That summary is prepared for the most pari
from the draft accounts for 1996/87 at present with the Auditor.
Copies of the audited accounts and, if necessary, a revised version
of the Appendix will be available on the night of the AGM.
N
By way of confirmation, Col A of the Income and Expenditure Account
is a summary of the information in the 1995/96 audited accounts,
Col B is the budget for the year just ended as submitted to last
year's AGM, Col C is a summary of the income and expenditure figures
in this year’s draft accounts and Col D is a proposed budget for
1997/98 as approved in principle at the meeting of the Committee on
13 May.
INCOME AND EXPENDITURE
3.
1986/97
The principle differences hbetueen the agreed budget (Col B) and the
outcome figures
(Col C) are as follows:
Line 4
The disappointing £150 shortfall on Club is due to the
Line 5
Fund raising is up by £1000. The breakdown of the
£1515 total is Ticket Sales £440, Goods Sales £121,
failure
to sell
tickets.
Music
Hire £59, Orinks £207, Christmas Raffle £208,
and Weight Sponsorship £480.
Line 7
Line 12
Line 13
Summer concert cosis were £1400 less than the
provision made.
The £350 provision for publicity was not used
There was an unexpected requirement to meet part of
the costs of
the March and May GBC concerts
in the
Cathedrai: the £611 was almost all for the use of the
new
Line 14
Line 17
staging.
The planned expenditure of £2000 on the new staging is
now provisionally shown as a loan to the ASC at £2500.
A predicted loss of £3120 in consequence becomes a
profit of £2142.
If the treatment of the staging
expenditure had not been changed there would have been
a
loss of £358.
In short we are £2762 better off than we had feared we would be.
-
BALANCE SHEET
AT
30 APRIL
4.
is
represented by
S.
The
cash
the book
value
Britten.
Debtors are
subscriptions
3@
rehearsal
fees
The
is one
Choir
Choirs
The
The
Choir
hiring rate,
profits
in the
BUDGET
by
four
have
is
may
value of
the
stock
is
of
the
not
paid
those
tax
their
entitled
to
get
the
staging
pa
is
an
the
Association of
the
the Commitiee of
25%
subscriber
of
purchased
and
entitled
annual
was
its
to
a
and
Cathedral
£40948.
current
It
is
value
is
preferential
distribution
hiring charges
new
the
has
from
a
the
25%
interest
staging.
1997/98
I
This coming year is the first under the new GBC arrangements. The (i
will
of
have 2
last
well
In
not
year's
as
its
exert
3
GBC
grant
Holy
determining
can
concerts,
and
will
a
budget,
control
in
the
of
Numher
Rate
(Line
15)
and
untouched at
when
For
of
factors
concert
as
N
over
which
the
Choir
are:
figure
of Concerts
at
Col
yet
seek
£1547@
we
the purpose
month.
of Subscription
should
loss
two-thirds
Members
of Fund Raising
inevitably
significant
get
oun March
Reserves
of Covenants
we
only
its
this
degrees
Amount
budget
fund
later
Number
Cost
coming year
therefore
to
principle
differing
Contingency
The draft
will
have
Trinity concert
Level
8.
of
from non-preferential
members
on
price of
future
had
primarily
jointly
represented
a
in
are
subscribing
as
in respect
who
the
held by John
date.
together
the rate
and
folders
members
Creditors
at
float
the choir
Club
that
purchase
depreciated
£30711.
100
April.
of
that
of
Inland Revenue
and
unpaid
The Choir
Association.
being
7.
by
the Librarian’s
balance
the
made
staging.
6.
the
reclain recently
Surrey
THE
of
1837
D
is
have
a
slightly
broadly
to
shall
a
make,
concert
the
the basis that
larger
break
(disregarding
on
of
prepared on
even
this
figure
with reserves
the staging
unavoidably
we
in
contingency
or
loan)
on
a
(Line
against
planned
the
18)
day
basis,
a
stage.
draft budget,
the
following assumptions
have
been made:
Full
paying
Full
subscription
90%
of
membership
present
level.
compared
with
figure
The
the
instalments
on
members
and
get
However,
uho
on
1
most
two
compares
22
9.
Apr and
not
all
options.
joining
1
a
and
to
subscription
increase
13
(Line
5).
2).
members
sign
covenants
will
the
a
we
number
a
(as
Jan.
This
is
a
sum
modest
with evening
to
paid
£80
for
the £80
class
all
in
at
the
in
two
full
OR
Standing
required as
wish
in
be
to
in
take
reguired
on
and 7
1 Oct, |~
up
to
one
pay
of
these
£20
on
Order.
they
operate on
force.
covenanting
increase
members
paid £20
The budget assumption is Yhat®
will
being
equal
for what
fees.
existing
for £80 payable quarterly
would normally
memhers
set
at
payable
still
is
£30
would be
time
1)
broadly
This
members
of
stay
£55).
EITHER
modest
£500
shall
(Line
favourably
be
the
covenant
rate
similar
not
for
Only
by
Jun in each year.
existing
the
to
Sept
130
further
that
Standing Order
1
New
New
(Line
by
at
£90
the rate would be reduced
|
if
and
at
paying
subscription
Oct
or before
Jan,
assumes
present
provided a signed
1
members
raising up
Fund
The
membership
the
basis
However we will
their
fund raising
subscription
is
of
need
proposed
by
/.
='7%»
10.
In consultation with Jeremy Backhouse, net concert costs (Line 7)
have been put at £250@ for June and £5000 for next March. The June
figure, as is current practice, includes £1250 rehearsal costs.
Concert expenditure needs to cover orchestra, conductor, soloists,
hall (and any instrument) hire, publicity and programmes/tickets.
£400 is also included (Line 13) as a specific contingency for GBC
Cathedral concert costs in the light of this last year.
.
To reflect our probable failure to sell 100% tickets all the time,
the 10@ Club arrangements are being adjusted by reducing prize money
by £7@: the new £1@80 prizes, replacing the May/November £135 prizes,
will be drawn in June and December. Only those who have paid up by
71 May will be eligible for the June draw.
COMMENTS ON BUDGET
12.
13.
If any one assumption is changed (eg. subscription rate), it will be
necessary to alter one or more other assumptions as we have little
opportunity to change the expenditure side of the equation.
There is probably little scope for or indeed any wish to increase
membership -- although a few more tenors would be a bonus! The
covenant gets more valuable the higher the subscription rate rises
and it really is important that more members consider this
absolutely painless way of raising funds: ideally we should be
aiming at
14,
100% not just 90%.
On fund raising the proposed further increase is modest as it is
thought that many members would prefer to pay higher subscriptions
than to spend the time and effort that major fund raising reguires.
15.
However the achisvement of the target will still require the
wholehearted support of all choir members. It would be useful if we
could boost GBC concert ticket sales still further but at this stage
no assumptions are made to this effect. In the light of the
Librarian’s separate report to the ABM, no change to the breakeven
policy on music hire charges would seem appropriate at this stage.
A major ticket selling effort will need to be made by all choir
members for our own June and March concerts. If we can increase
ticket sales for either or get sponsorship for our March concert,
the lower will be our concert costs.
16.
I hope the issus of this report in advance of the ABM will assist
members of the choir in understanding the issues that now face us
all. T will be prepared to explain matters further or to answer
detailed points on the audited accounts at the AGM itself.
Christopher Robinson
Honorary Treasurer.
5 May
1997,
APCENDIX .
GUILDFORD
DRAFT
1.
PHILHARMONIC
SUMMARY
INCOME
INCOME
&
EXPENDITURE
SUBS
COMMITTEE
13 MAY
1997
INFORMATION
ACCOUNT
at
3@
APRIL
1997
A
B
C
D
QUTCOME
BUDBET
OQUTCOME
BUDGET
95-36
9637
5697
97-98
7440.00
7550.00
7452.50
10400.00
TAX
440.00
1800.00
1884.54
2770.56
BRANT
2
3400.00
CcLuB
3500.20
453.00
3630.00
480.00
2435.40
323.00
FUND
450.00
3
763.00
500.00
1515.64
2000.00
s
58.00
100.20
187.85
1090.22
3
~4335.00 -5000.00
-3613.32
-7500.00
7
SOCIAL
CHORAL
EXPEND
CHOIR
FINANCIAL
4
OTHER
11,00
750.00
544.60
500.00
TOTAL
8
9240.00
9580.00
11984.91
11155.96
9
FEES/HIRE
8161.00
9000.00
8225.00
8250.00
1@
438.00
450.00
434.82
2.20
i
PUBLICITY
272.00
350.00
o.0e
500.00
FREI/CONC
12
235.90
0.2
611.00
400.00
13
SUBS
STAGING
@.00
2000.20
.00
8.20
14
2451.90
1000.00
538.56
1500.00
15
11555.00
12800.00
9809.38
10650.00
i6
PROF/LOSS
.00
-3120.00
2175.53
505.96
17
+START
00
15321.88
15321.88
17487.41
18
.88
12201.88
17497.41
18683.37
19
CONTINBENCY
TOTAL
RESERVES ©F
2.
BALANCE
SHEET
at
30
APRIL
ETS
158
13436.00
HIB
FINANCED
BY
RESERVES
START
PROFIT/LOSS
CURRENT
586.29
CASH
58.62
STOCK
267.78,
DEBTOR
2578.684
ASC LOAN
2500.00
SUB
1897
TOTAL
RESERVES
20185.41
Less
LIABILITIES
ADVANCES
CREDITORS
SUB TOTAL
TOTAL
.00
2688.00
2688.00
17497.41
END
+/-
15321.88
2175mE5E
17487.41
=
=