Objectives, policies and organisation

The objectives of the Society are established in its constitution and rules which were last amended on 26 May 2008. The Society is established to form and maintain orchestras for promoting the practice and performance of primarily Scottish Music in order that:

• the community’s interest in such music shall be encouraged and advanced by way of private and public concerts given by the Society or under its auspices; and
• the playing of traditional music shall likewise be preserved and encouraged.

Ensuring access to our activities

• receiving only small donations towards our running costs from non-commercial and fundraising concerts;
• ticket prices for concerts that the Society organises and promotes itself are normally set to ensure that the event is anticipated to at least break-even and that prices are comparable with other similar arts events in the area;
• membership subscriptions are approved by the playing membership as a whole at the AGM, with reference to our fixed rehearsal costs and available resources, including other funding sources from donations and commercial concert income. From benchmarking of other music groups that are members of Making Music the committee is confident that subscriptions are at a low level and do not restrict access to membership;
• by being as flexible as possible in accommodating a wide range of playing abilities within the orchestras whilst maintaining appropriate standards of public performance;
• working with Aberdeen City Council to identify opportunities for free public performances by the orchestras, such as Aberdeen Tartan Day;
• income from commercial events where the Society is not the promoter and does not control ticket prices helps balance our costs.

Review of developments, activities and achievements

Concerts

• The return of the Fiddlers' Spectacular to His Majesty's Theatre in April 2008 for a four show run. Held jointly with Banchory Strathspey & Reel Society this was the first time that a Spectacular had been staged since HMT was refurbished. The show featured special guests Caledon - “Scotland's Three Tenors” and local comedy group The Flying Pigs. Ticket sales, press reviews and audience feedback were all excellent and the event has contributed significantly to the overall results for the financial period.
• The Society won the Orchestra competition category at the Banchory Festival of Scottish Music in May 2008.
• 15 orchestra members of the Society travelled to Stavanger for a long weekend in June 2008 to perform in public areas of the city as part of the European City of Culture events. We also held a joint concert with Veba Spelemannslag, a local Stavanger Hardanger (traditional Norwegian music) group. We are grateful to Aberdeen City Council for their grant assistance with the trip as Stavanger is one of Aberdeen's twin towns.
• In August 2008 we were once again invited to appear as part of Aberdeen's Tartan Day Festival and undertook open air concerts at two locations in the town centre, including the main stage in Union Terrace Gardens.
• The Society, along with guests from other societies, undertook their annual Fiddlers Rally at Aberdeen Music Hall in November 2008. Duncan Chisholm as well as Mike and Ali Vass were the guest artists. Audience numbers were disappointing compared to previous years where the Rally has sold out the Music Hall. The Society will continue to work closely with the event promoter, Aberdeen Performing Arts, to ensure improved audience numbers at future events. We are grateful to Mike and Ali Vass for the donation of a box of their CDs after the rally for issue to the junior members to inspire and encourage the playing of traditional music.

Fiddlers Spectacular Program

Graham Reid celebrating his 21 years as conductor

Other events

Future plans

Finances, investment and reserves policy

Finances

Balance sheet items

Contributions from volunteers

Investments

Reserves

• to provide funds which can be designated to specific projects such as concerts and competitions in the UK or abroad. Such events may arise at relatively short notice;
• to cover ongoing costs in relation to the running of the Society including rent of rehearsal premises, performing at concerts or competitions, and administration costs.

• two years’ costs of rehearsal premises and administration costs - approximately £2,000 per annum;
• potential deficits on concerts that the Society organises itself – equivalent to the production and marketing costs, excluding any ticket or other income, estimated as £900;
• replacement instruments or administrative fixed assets, estimated at £500;
• funds which can be designated for a single specific concert or competition event in the UK , based on prior events estimated at £1,000.

• funds of £1,000 designated for the forthcoming Shetland trip in October 2009;
• other concert events in which the Society may participate, so funds may be specifically designated;
• organising further taster sessions and increasing advertising to attract new members;
• arranging for external experts to provide Scottish music skills workshops to the orchestras; and
• purchasing additional instruments to be provided on short term loan to new members interested in taking up Scottish music.

• select suitable accounting policies and then apply them consistently;
• make judgements and estimates that are reasonable and prudent;
• state whether applicable accounting standards and statements of recommended practice have been followed, subject to any departures disclosed in the financial statements; and
• prepare the financial statements on a going concern basis unless it is inappropriate to presume the charity will continue in operation.

Report of the independent examiner

To the trustees of Aberdeen Strathspey & Reel Society

I report on the accounts of the Society for the year ended 28 February 2009 which are set out on pages 10 to 18.

Respective responsibilities of trustees and examiner
As outlined on page 8 the charity’s trustees are responsible for the preparation of the accounts in accordance with the terms of the Charities and Trustee Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations 2006. The charity trustees consider that the audit requirement of Regulation 10(1) (a) to (c) of the Accounts Regulations does not apply. It is my responsibility to examine the accounts as required under section 44(1) (c) of the Act and to state whether particular matters have come to my attention.

Basis of independent examiner’s statement
My examination is carried out in accordance with Regulation 11 of the Charities Accounts (Scotland) Regulations 2006. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeks explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts.

Independent examiner’s statement
In the course of my examination, no matter has come to my attention:

1. which gives me reasonable cause to believe that in any material respect the requirements:
   
   1. to keep accounting records in accordance with Section 44(1) (a) of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations, and
   2. to prepare accounts which accord with the accounting records and comply with Regulation 8 of the 2006 Accounts Regulations have not been met, or
2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

L Craig, a member of the The Chartered Institute Of Management Accountants 
18 School Lane, Drumoak, Banchory, AB31 5EA 

5 May 2009

Statement of financial activities

for the 11 month period ended 28 February 2009 (comparatives for the year ended 31 March 2008) 

Notes			Unrestricted funds:
			General purpose £	Designated funds £	Restricted income funds £	Endowed Funds £	2009 Total £	2008 Total £
Incoming resources
Incoming resources from generated funds:
Voluntary income:
- Donations	2		1,833	-	-	-	1,833	1,575
- Grants			-	-	1,800	-	1,800	-
- Members’ subscriptions			1,008	-	-	-	1,008	880
Activities for generating funds	3		607	-	-	-	607	3,670
Investment income (interest)			493	-	62	-	555	486
Incoming resources from charitable activities:
Concerts	4		9,742	-	-	-	9,742	1,350
Tours & trips			-	-	2,446	-	2,446	2,116
Social events	5		270	-	-	-	270	215
Total incoming resources			13,953	-	4,308	-	18,261	10,292
Resources expended
Costs of generating funds:
Fundraising trading: costs of goods sold and other costs	3		(407)	-	-	-	(407)	(536)
Charitable activities:
Rehearsal premises			(1,047)	-	-	-	(1,047)	(1,193)
Concert and competition costs	4		(6,318)	-	(61)	-	(6,379)	(1,439)
Tours & trips			-	-	(6,675)	-	(6,675)	(3,684)
Social events	5		(370)	-	-	-	(370)	(385)
Admin and other costs	6		(873)	-	-	-	(873)	(628)
Instrument/trophies depreciation	9		(124)	-	-	-	(124)	(111)
Governance costs	7		(171)	-	-	-	(171)	(195)
Total resources expended			(9,310)	-	(6,736)	-	(16,046)	(8,171)
Net incoming/(outgoing) resources before transfers			4,643	-	(2,428)	-	2,215	2,121
Gross transfers between funds			(625)	-	625	-	-	-
Net movement in funds			4,018	-	(1,803)	-	2,215	2,121
Fund balances brought forward			15,208	-	1,800	1,000	18,008	15,887
Fund balances carried forward	15		19,226	-	(3)	1,000	20,223	18,008

 The notes on pages 12 to 18 form part of these financial statements.

Balance Sheet

at 28 February 2009 (comparatives at 31 March 2008)

	Notes	2009			2008
		£	£		£	£
Fixed assets
Tangible fixed assets	9		1,381			1,170
Investments	10		1,000			1,000
Total fixed assets			2,381			2,170
Current assets
Stock	11	2,850			3,257
Debtors	12	756			6,593
Investments	13	8,000			-
Cash at bank and in hand		7,757			13,652
Total current assets		19,363			23,502
Creditors: amounts due within one year	14	(1,521)			(7,664)
Net current assets			17,842			15,838
Net assets			20,223			18,008
FUNDS	1, 15
Unrestricted income funds
General purposes fund			19,226			15,208
Designated fund – Shetland Trip 2009			-			-
Restricted income funds
Iain Fraser Award prize fund			(3)			3
Stavanger Trip 2009			-			1,797
Endowed funds
Iain Fraser Award endowment fund			1,000			1,000
Total funds			20,223			18,008

Notes - Accounting Policies

Notes to the accounts

1. Accounting policies

• Concert income consists of appearance fees, broadcast rights income and ticket sales from concerts organised by the Society. Income from advance ticket sales is treated as deferred income until the event has occurred. Hospitality during concert events received from promoters is excluded as permitted by the SORP due to the difficulty in ascertaining value.
• Donations income includes amounts received from non-commercial events such as church, nursing home and fundraising concerts which are considered donations in substance. Income is recognised on receipt. Also included is the estimated value of Gifts in kind and goods or services donated to the Society where the amounts are material, readily quantifiable and measurable. Such estimates are based on the market price the Society would otherwise have paid.
• Donations of goods for resale are included in fundraising activities at the sale value, once sold.
• Member subscriptions are considered to be donations in substance and are recognised on receipt.
• Gift Aid recoverable is included within the same category of income to which the Gift Aid claim relates
• Income from grants is recognised when entitlement is demonstrable, there is certainty regarding the amount and any conditions attached are wholly within the control of the Society.
• Tours and trips includes income relating to the travel arrangements of specific concerts outwith the usual geographic area of the Society. Contributions to costs from members is treated as deferred income until the event has occurred.
• No value has been attributed to the contribution of the members acting as volunteers playing at concerts. Refer to the annual report for more information on their contribution.

• Concert and competition expenditure includes the direct costs of concerts or competitions (such as venue hire, marketing, box offices fees, performing rights fees and artist fees) and indirect costs (such as provision of music, music skills workshops and composition of harmony parts). Costs incurred in the preparation of concerts are treated as prepayments until the event has occurred.
• Grants - the objects of the Society do not specifically include the making of charitable grants. A member may propose the payment of grants to charitable organisations, or for charitable purposes falling within the Society’s objects, from the general purposes funds at the Annual General Meeting of the Society, where sufficient funds are available. Any such proposal is to be approved by the membership.
• Tours and trips includes expenditure relating to the travel arrangements of specific concerts outwith the usual geographic area of the Society. Costs are treated as prepayments until the event has occurred.
• Governance costs include those costs associated with meeting the constitutional and statutory requirements of the Society and include the independent examination, costs relating to the committee and AGM meetings, and an allocation of committee expenses.
• An amount equal the donations income recognised on goods or services received free of charge is included within the most relevant category of expenditure to which the donation relates.

Notes - continued 1

Notes to the accounts (continued)

 2. Donations

General purposes fund:	2009 £	2008 £
Non-commercial concert donations	615	955
Other donations	548	400
Value of Gifts in kind and donated goods or services	670	220
	1,833	1,575

3. Activities and costs for generating funds

General purposes fund:		2009			2008
	Income £	Costs £	Net £	Income £	Costs £	Net £
Cowdray Hall Concert Raffle	-	-	-	205	(123)	82
Music Marathon	-	-	-	972	(140)	832
Charity shop	50	-	50	1,370	-	1,370
Easyfundraising.org.uk	144	-	144	-	-	-
CD, Tape & other items	413	(407)	6	1,123	(273)	850
	607	(407)	200	3,670	(536)	3,134

4. Concerts and competitions

General purposes fund:		2009			2008
	Income £	Costs £	Net £	Income £	Costs £	Net £
HMT Fiddlers' Spectacular	8,367	(5,545)	2,822	-	-	-
Music Hall Fiddlers Rally	800	(120)	680	400	-	400
Cowdray Hall	-	-	-	656	(712)	(56)
Taster session	-	(97)	(97)	-	-	-
Tartan Day	200	-	200	150	-	150
Other concerts & competitions	375	(556)	(181)	100	(611)	(511)
Total general purposes fund	9,742	(6,318)	3,424	1,306	(1,323)	(17)
Restricted income funds:
Iain Fraser Prize	-	(61)	(61)	-	(55)	(55)
Highland Hospice Concert	-	-	-	44	(61)	(17)
Total of all funds	9,742	(6,379)	3,363	1,350	(1,439)	(89)

5. Social events

6. Admin and other costs

General purposes fund:	2009 £	2008 £
Insurance	79	52
Stationery, subscriptions, web site	340	313
Advertising & public notices	98	-
Committee expenses (see note 8)	78	-
Gifts to Society members and others	263	-
Live at the Music Hall CDs issued to members & others	-	244
Photocopier depreciation (see note 9)	15	19
	873	628

7. Governance costs

8. Committee expenses and benefits

Notes - continued 2

 9. Tangible fixed assets

	Instruments £	Photocopier £	Trophies £	Total £
Cost
At beginning	1,352	350	530	2,232
Additions	350	-	-	350
At end of year	1,702	350	530	2,582
Depreciation
At beginning of year	563	184	315	1,062
Charge for year	104	15	20	139
At end of year	667	199	335	1,201
Net book value
At 28 February 2009	1,035	151	195	1,381
At 31 March 2008	789	166	215	1,170

12. Debtors 

	2009 £	2008 £
Trade debtors	-	18
Gift Aid recoverable	163	77
Other debtors and prepayments	593	6,498
	756	6,593

13. Investments (current assets) 

		UK Fixed Term Bond £
Cost and market value
At beginning of period		-
New fixed rate bonds purchased		8,000
At end of period		8,000

The maturity dates of the fixed term bonds are all less than one year.

14. Creditors: amounts due within one year

	2009 £	2008 £
Trade creditors	165	5,020
Deferred income	690	2,186
Accruals and other creditors	666	458
	1,521	7,664

Charts Summary

For those users that do not have, or have not enabled, javascript in their browsers this page replicates the incoming resources and resources expended charts included in the pop-up dialog boxes on the Statement of Financial Activities page. Although it summarises annual report data it is a supplementary page in the online version and has not been subject to independent examination.

Refer to the Finance page for explanations of the differences between periods.

PDF Version - Annual Report 2009

The online version of our annual report and financial statements contains exactly the same words and numbers as the original print PDF version, but with some additional functionality in terms of hyperlinks and help tips.

As we haven't changed any of the text in the online version the page references are only correct for the PDF version. However, we have converted the page numbers to hyperlinks so that you will still navigate to the correct place.

Please note the independent examiners report that is reproduced online relates to the review of the PDF version of the accounts. The examiner has not performed a separate review of the online version.

Corrections: After the accounts were approved and signed we've identified a few errors relating to the period end dates quoted -  the headings on pages 13 to 18 are incorrectly labelled for the "Period ended 31 March 2009" this should in fact read "Period ended 28 February 2009". Apologies for any confusion.