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TORBAY OPERATIC AND DRAMATIC SOCIETY - CHARITY 268829
(Promotional Title – TOADS STAGE MUSICAL COMPANY)
REPORT OF THE TRUSTEES - FINANCIAL YEAR 1.1.04 - 31.12.04 (reproduced in this newsletter for your info)
Registered Address : Flat 1, Vaughan House, 4 Lisburne Crescent, Higher Woodfield Rd, Torquay, TQ1 2LA.
Revised Constitution adopted 26/7/1984 and amended at the AGM’s in 1994, 1996 and 1999 and the EGM of November 2003. The object of which is the education of the public in the dramatic and operatic arts, and to further the developments of public appreciation and taste in the said arts. In order to do this the Charity stages theatrical productions and concerts for public viewing, and for the benefit of the members, holds workshops and training sessions when appropriate.
The Charity retains Barclays bank as its principal bankers, and C.H. Pearson Chartered Accountant as its auditor.
The 2004 Financial year was a better year for the charity with one of the productions making a surplus. In addition efforts by the trustees to ensure that that expenses were kept to a minimum meant that the impact of any losses on the accumulated fund of the charity was very minimal.. The major production was “Guys and Dolls” (June 2004 Princess Theatre) which was not as expensive to stage as the previous years major production and cost £38,459 to stage. Audiences were reasonable, with a good advance booking, but sales during the week didn’t live up to expectations due in main to the international football competition and some very poor weather. However, the lower costs ensured that the loss was minimal at £1,999. The autumn production was “Red Hot and Cole” (Oct 2004 Little Theatre) and had been chosen primarily for it’s attractiveness to the principal audiences of the charity and also for low costs of presentation. As was hoped for, audiences were much better than for the previous autumn production and the result was a profit of £378 on costs of £11,540. Overall, therefore, the productions for 2004 showed a loss of £1,621.
Once again funds were raised during the year from various events and the Social Account showed a surplus of £396 and the Fighting Fund a surplus of £1099. The General account showed an operational loss for 2004 due to some exceptional items. There had been a write off of general merchandise (£267) and in addition there had been involvement in a large scale charity concert at the Princess Theatre for which TOADS had donated its time and members free of charge and borne the costs of rehearsal producing a charge to the general account of £118. The loss on the General account was thus £732. Al other aspects of the general administration of the Charity were strictly controlled by the trustees.
The Trading Result for the year was a deficit of £858 and the accumulated fund to carry forward at the year end stood at £22,332. While this is a downturn on the previous year, the deficit was much reduced from 2003 and the accumulated reserve is still sufficient to ensure that the running of the Charity is not affected in any way. The trustees consider that a major part of the main charitable objective is the presentation of a varied programme of works for the public to enjoy, and this sometimes entails presenting shows that are not obvious box office. The aim is to spread these out among shows that are obvious box office draws which can replenish reserves and hopefully increase them still further. To that end the choice of shows for 2005 are considered to be in the box office category and it is hoped that a surplus on both shows should be forthcoming. There is still a long way to go before the full cost of a major production can be covered by the accumulated fund to ensure a minimum risk, but the trustees are still in a much better position than previously. They clearly understand the need to source income from activities other than productions, which cannot always be relied upon to produce a surplus and efforts with regard to the social and fighting funds continue unabated. They also understand the need for strict control of costs to ensure that any production losses (which are sometimes unavoidable) are kept to a minimum.
During the year the Charity was administered by a committee of 9 trustees. These were Mrs. J. Macer (Chairman) ; Mr. I. Douglas (Hon. Secretary) ; Miss. E. Gard (Hon. Treasurer) ; Mrs. M. Aulton ; Mrs. M. Green ; Mr. C. Hawes ; Mrs. A. Jenkins ; Mr. M. Opie ; and Mrs. J. Stewart. This team of trustees was appointed for the entire year and there were no resignations or new appointments during the year. Mrs. M. Aulton became a trustee at the 2004 AGM replacing Mrs. F. Humphreys who retired. The constitution of the Charity stipulates that there should be 9 trustees, which should include the 3 officials of the Charity (Chairman, Secretary and Treasurer). No trustee was paid for any services to the Charity, All 9 trustees are elected annually at the AGM of the Charity, and the membership is entitled to propose new trustees (who must be seconded). The three officials are proposed separately. Should there be more than the required numbers proposed, a vote takes place at the AGM. If any position is left vacant at the AGM, the trustees are given the power to co-opt any person willing to take on the position and who is, in their opinion, capable of carrying out the duties of a trustee.
There were 102 members and 30 Vice Presidents who all paid an annual subscription. Those involved in productions paid an appearance fee. No member was paid for services to the Charity and about 60 of the members were active in connection with raising funds, and about 60 were active in connection with the charitable objective of the Charity which is to educate the public in the dramatic and operatic arts.
I.H. DOUGLAS (TRUSTEE AND CHARITY ADDRESSEE) :
DATED :
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