• Summer 2013 Newsletter •


CONTENTS

  1. FHCYO’s raison d’etre
  2. A note from the chair
  3. Volunteer requirements for the Nymad concert
  4. Nymad Concert – Donations To Charity
  5. How to purchase a recording of the HCYO / NYMAD Concert
  6. Concert organised by HCYO player in aid of JDRF
  7. FHCYO 100 Club

1. FHCYO’s raison d’etre

The Friends of Hampshire County Youth Orchestra (a registered charity) exists to provide support to the HCYO family of ensembles. In practical terms this means that, as well as co-ordinating the efforts of a dedicated band of volunteer helpers, we provide financial assistance for activities and facilities which the County Music Service is unable to support. Theses costs would otherwise fall on the families of the orchestra members, or not be met at all.

The most visible financial contributions we make to the orchestra are for the annual Bryanston course and the summer tour. This financial year we expect to make a contribution of at least £15,000 to the tour to Poland and a total of around £10,000 for the 2012 and 2013 Bryanston events. Without the Friends’ funding these events would be unlikely to take place. This year we have also funded:

·         the purchase of a natural horn to assist with the authentic performance of the classical repertoire;

·         the replacement of the orchestra’s worn-out music folders;

·         numerous instrument repairs;

·         the hire and purchase of music.

Another ongoing project is the replacement of the stock of orchestra dresses.  Altogether we are committed to total outgoings this financial year of around £43,000, all of which must be met from donations, fundraising and membership subscriptions. Grateful thanks to all those who have supported us in this way.

The charge for membership of county ensembles which will apply from September 2013 will not reduce the need for the Friends’ financial support for HCYO. The charge will enable the county to recover some of the costs which it already incurs in providing the ensembles (in large measure the provision of professional staff). But there is no question of the County Music Service taking on any of the spending on the vital additional facilities and activities which are currently met by the Friends.

Graham Bint

2. A note from the chair

Graham, our current Treasurer, has laid out for you, how the finances of the Charity are used to support the work of Hampshire Music Service.   It is important that we have a strong charity supporting the Orchestras.

Many parents, some in key positions, leave the committee made up of trustees and volunteers at the next AGM and we need people to step up and take on those roles.  Use the email link at the bottom of the Newsletter to let us know if you can offer your help.

We need general volunteers and trustees for the charity and most importantly, from a constitutional perspective, we need a Treasurer and a Chair. If people do not come forward to fill those roles the charity will be not be able to continue.

Other roles required are

  • tuck shop coordinator,
  • uniform coordinator
  • Busking coordinator
  • music agency coordinator
  • volunteering coordinator
  • coffee shop coordinator

Each is a small area of work which can be easily managed but can have a big impact on the running of the Orchestras.

Please think about what commitment you can make to ensure that high quality musical opportunities remain available to your children.

David Woods

Chair Job Description

Overall

  • Leading the committee and the organisation to enable it to fulfil its purpose.
  • To ensure an effective relationship between:
  • the committee and the staff/volunteers
  • the committee and the external stakeholders/community
  • Acting as a spokesperson and figurehead as appropriate.
  • To support the head musical director.

Specifically

  • Plan and prepare the committee meetings and the AGM with others as appropriate.
  • Chair committee meetings ensuring:
  • A balance is struck between time-keeping and space for discussions.
  • Business is dealt with and decisions made.
  • Decisions, action and deliberations are adequately minuted.
  • The implementation of decisions is clearly assigned and monitored.
  • Ensure adequate support and supervision arrangements are made for the head of staff and any other staff/volunteers directly managed or reporting to the committee.
  • Ensure that a successor is found before the term of office finishes.

Qualities

  • A willingness to lead the organisation
  • Possesses tact, diplomacy and powers of persuasion.
  • Possesses relevant knowledge
  • Has the relevant skills to run a meeting well.

Treasurer job description

• Oversee the financial affairs of the organisation and ensure they are legal,  constitutional and within accepted accounting practice.

• Ensure proper records are kept and that effective financial procedures are in place.

• Monitor and report on the financial health of the organisation.

• Oversee the production of necessary financial accounts and returns.

Specifically

• Liaise with relevant staff, committee members and/or volunteers to ensure the  financial viability of the organisation.

• Regularly report the financial position at committee meetings.

• Agree an annual budget with the Chair, Music Director and committee.

• Ensure proper records are kept up to date and that effective financial  procedures and controls are in place.

• Liaise with an independent examiner for preparation of the annual accounts.

• Arrange payments to creditors as appropriate and arrange appropriate bank mandates.

• Supervise banking arrangements.

• Submit Gift Aid claims annually.

3. Volunteer requirements for the Nymad concert

Please sign up as a volunteer to help with the NYMAD Concert – The Anvil – 30 June 2013.

1. Click this link to go to our invitation page on VolunteerSpot: http://vols.pt/HWxnjg

2. Enter your email address: (You will NOT need to register an account on VolunteerSpot)

3. Sign up! Choose your spots – VolunteerSpot will send you an automated confirmation and reminders. Easy! Note: VolunteerSpot does not share your email address with anyone. If you prefer not to use your email address, please contact Rachel Al-Azzawi and she will sign you up manually. Rachel can be contact by phone on 07788-447446.

4. Nymad Concert – Donations To Charity

All monetary donations given on the day  or through the dedicated online giving page will go to the charities of

  • The Friends of The Hampshire County Youth Orchestra,
  • ITP Charity for Autoimmune Bleeding Disorders
  • Sebastian’s Action Trust in Basingstoke.

If you wish to donate online to the ‘charity pot’ for these 3 charities you may do so here :https://mydonate.bt.com/events/nymad/100012

5. How to purchase a recording of the HCYO / NYMAD Concert

I have been asked to record this concert as a memento for parents and players.

The cost of a CD will be £10 if delivered to the first HCYO September rehearsal or £12 if delivered by post.

If you wish to place an order please fill out the form at the programme desk on the night, or post a cheque payable to Michael Woods to Nymad Concert Recording, 11 Gloucester Drive, Basingstoke. RG 22 4PH.

Please enclose the name of the person collecting the CD from the rehearsal, or the name and address for postal delivery.

I am making no upfront charge to attend and record this concert and the cost of the CD is being used to cover the recording and production expenses.
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Please consider buying a recording of the concert. You won’t see me on the night but rest assured I shall be in my temporary studio at the side of the stage and looking forward to hearing the concert.

Michael Woods www.michael-woods.co.uk

6. Concert organised by HCYO player in aid of JDRF

We are very pleased that Tom Morgan a current player has organised a concert in aid of a diabetes charity, and hope you can attend the concert and support Tom and the many ex members who are taking part.

Tickets are available online at www.jdrf.org.uk/winchesteropera

jdrf

7. FHCYO 100 Club

May-13 50 Members
Mr G Jones 30 £15.00
Mrs Stephanie Tyler 15 £10.00
Mr & Mrs SM Parkhurst 56   £5.00
Apr-13 50 Members
Claire Mitchell 19 £15.00
Mrs O Tull 70 £10.00
Bill Dutton 88   £5.00
Mar-13 51 Members
Ros Jones 59 £15.30
Ann Collins 12 £10.20
Mr S Diggens 79   £5.10
Feb-13 50 Members
Mr & Mrs SM Parkhurst 56 £15.00
Bill Dutton 88 £10.00
Mike Thompson 38   £5.00
Jan-13 53 Members
Mrs Stephanie Tyler 15 £15.90
Natalia Fetherston-Dilke 34 £10.60
Ms Sue Leahy 84   £5.30