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(4)

As amended 15 Jan 2000










Gypsy Songs Video


Now called


‘Spirit of the Gypsies’




Accounts



Breakdown of Income and Expenditure





Page


Preproduction

3

Filming (1)

3

Filming (2)

4

Filming (3)

5

Offline Editing

6

Online Editing (1)

7

Online Editing (2)

7

Online Editing (3)

8

Premiere, etc. (1)

8

Premiere, etc. (2)

9

July – September ‘99

10

October – December ‘99

11

Jeremy’s time / Hatfield running expenses

13

Summary of expenses

14

Income to Gypsy Council

15

Income to Jeremy

16

Situation as at December ‘99

17

Invoice to Gypsy Council

18


Gypsy Songs Video


Expenses


Preproduction: Recces and Casting, etc. (up till April 1998)



Travel and sustenance costs for preproduction briefing and discussion of script; Jeremy, Charlie, George



£78 cash


Meals away from home @ average £3 per trip x 7


£21 cash


Hatfield Court expenses


£250 chq


Jeremy’s travel costs (35 average x 7 @ 20p per mile),

i.e. visiting locations for recce, casting of musicians, etc.



£49 cash


Typing, postage, admin.


£30 cash


Total above section:


£428




Production: Filming (1) (May 1998)



Paid to Nick Gifford first instalment of payment of £1300 to cover photography till 2 p.m. Sunday 24th



£500 chq


Food for singers


£26 cash

£47 chq

£25 cash


Attempted repair of Granada VCR


£12 cash


Mark O’Gallaidh (performance)


£55 cash


Ted Atkinson (performance)


£45 cash


Brigid Price (performance)


£35 cash


Mic and Suzie Darling (performance)


£50 cash


Dave Rawlings (performance)


£20 cash


Location fee Gypsy caravan


£5 cash


Snacks for team


£15 cash


Facility fee for accommodation


£23 cash


Jeremy Sandford’s travel, 94 miles @ 20p


£18 cash


Cleaning fluid for VCR and one VCR tape


£4 cash


Incidental expenses


£15 cash


Total above section:


£895




Production: Filming (2) (May 1998)



Jeremy: wine and food for later in week


£30 cash


Jeremy: petrol


£30 cash


Replacement VCR for copying rushes

(formerly £225 but reduced because VCR also used for some other things)


£149 chq


Video cassettes (ditto)


£8 cash


Extension lead (ditto)


£9 cash


Johnny Sheridan (lead to singer J. Connors)


£10 cash


Hire of Video screen (ditto as above)


£30 cash


Eski (transport)


£15 cash


Charlie Smith (performance)


£50 chq


Professional advice, Charlie


£100 chq


Mick Darling (performance)


£100 cash


Marco (performance)


£50 cash


Viv (performance)


£25 cash


Ted (performance)


£50 chq


Cider


£20 chq


Cook £30 x 2


£60 chq


Accommodation £8 x 10


£80 chq


Location fee £75 x 2


£150 chq


Tea for performers


£14 cash


Drinks for performers (Bromyard)


£4 cash


Jackie Davies location


£30 cash


Drinks for performers


£7 cash


Wiggy Smith performance & location


£50 cash


Mic (further fee: performance)


£30 cash


Ted (further fee: performance)


£65 cash


Dave Rawlings (song & location)


£50 cash


Jeremy: petrol


£10 cash


Nick Gifford, 2nd payment


£700 chq


Nick’s final invoice


£100 chq


5 x camera film


£150 chq


Ted: accommodation for artistes and crew


£171 chq


Artistes travel


£84 chq


Total above section:


£2,431




Filming (3) David Essex Shoot (September 1998)



Hire of camera, radio mike, insurance, VAT


£142 chq


2 tapes, camera transport, VAT


£56 chq


Transport to location, 3 people @ £12.50


£37 cash


Tube fares, 2 people @ £1.30 x 4


£5 cash


Jeremy: train fare return Leominster – Paddington


£29 cash


Replacement of camera for production stills


£150 chq


James Lamprea cameraman fee


£200 chq


Charlie Smith consultation advice, performance


£50 chq


Lunch for 16 on location


£75 chq


Charlie Smith travel expenses, etc.


£75 chq


Hire of Trotting Gig


£50 cash


David Essex expenses


£100 cash


Hire of location

£95 c+c


P. Ingram Musicians fee, Julie


£25 cash


Total above section:


£1,089


TOTAL ALL FILMING:



£4,415

Off-Line Editing (October to December 1998)



VHS Editing Suites: Dry hire for use at Hatfield and in situ hire at Vivid Birmingham, Ty-Film Cardiff and Rural Media Comp Hereford

39 days @ average £30 per day with some bulk booking deductions




£949 chq


Travel by car to pick up and return editing suite and to edit in situ

1440 miles @ 20p



£288 cash


Travel by train

Fifteen return journeys @ £10.50 average



£158 cash


Meals away from home while editing:

Mid-day meals @ £4 average x 31



£124 cash

Tea-breaks @ £1.50 average x 31

£47 cash


Transfer of film to VHS for editing


£250 chq


Travel for script conference with Charlie (Gypsy Council):

Train



£31 cash

Taxis

£12 cash


Charlie/Gypsy Council consultation fee


£75 cash


Gypsy Council meals away from home


£16 cash


Hire of hall, Stow-on-the-Wold, for promotion


£40 chq


Travel, own car, Hatfield/Leominster station/Hatfield


£34 cash


Total above section:


£2,024


On Line Editing (1) (January to April 1999)




Co-editor, 12 days @ £1,000


£1000 c+c


Avid suite at Ty-Film, 5 days

+ VAT


£600 chq

£105 chq


DV Player, 2 days

+ VAT


£220 chq

£39 chq


Transport to pick up DV


£10 chq


Beta transfer tapes @ £14.41 x 12

+ VAT


£173 chq

£18 chq


Beta S.P. Playout, 90 ML 21.90 x 2

+ VAT


£44 chq

£8 chq


Edit suite 2½ days at Rural Media @ £150 per day incl. VAT


£375 chq


Dat tape recorder

Two fonts


£5 chq

£60 chq


Travel by train, 10 return journeys @ £10.50 average


£106 cash


Total above section:


£2,763




On Line Editing (2) (January to April 1999)



Travel using own cars and public transport, 15 return journeys,

average 19 miles @ 20p per mile



£57 cash


Travel by train, 11 journeys @ £10.50 average


£116 cash


Consultation advice, Charlie (Gypsy Council)


£75 cash


Bus journeys, 70p average x 2 x 10


£14 cash


Taxi from Hereford (on missing train)


£20 cash


Post Production music:

Les Penning trip to Pystyllgwm to record

Eva (fiddle)

Peni

Jim

Metronome replacement

My travel Pystyllgwm



£50 cash

£20 cash

£30 cash

£20 cash

£20 cash

£30 cash


Total this section:


£452




On Line Editing (3) (January to April 1999)



Food and drink, musicians at recording session


£49 cash


Sheet music – Lonesome Boatman


£9 chq


Tape to record V.O.s etc. + 2 other DAT tapes


£14 cash


Hire of recording venue


£10 cash


Servicing of accordian


£75 chq


Taxis @ £3 average x 4


£12 cash


Taxi Hatfield/Leominster for post-production music consultation

£6 x 4 (while car broken down)



£24 cash


Refreshments, post-production music consultation


£16 cash


Les Penning, recording and mixing


£200 chq


Avid suite at Ty-Film, 2nd 5 days


£600 chq


Avid suite at Rural Media and other payments to Rural Media


£300 chq


Further payments to Ty-Film


£100 chq


Total above section:


£1,409




Manufacture, Duplication, Premiere, Sales, Promotion (1)

(April to May 1999)



Duplication: 200 @ £3 each, Media Transcript Services


£609 chq


Sleeve @ 55p each x 200


£110 chq


Further work on sleeve


£20 chq


Les Penning post production music


£100 chq


Les Penning work on sleeve


£30 cash


Transport to pick up duplicated copies


£30 cash


Excerpts on Beta for Central Television


£25


Mic Darling TV promotion


£125 cash


Total above section:


£1,049




Manufacture, Duplication, Premiere, Sales, Promotion (2)

(May to June 1999)



Hire of tent and generator


£135 cash


Petrol for generator


£14 cash


Big screen and projector


£78 chq


Picking up big screen and projector


£40 cash


Returning screen and projector (voluntary)


0


Entry fee for site


£25 cash


My travel: Hatfield/Stow Fair/Hatfield, 45 miles x 20p x 2


£18 cash


Refreshments in tent: Tea, Milk, Whisky, Sugar


£20 cash


500 paper cups


£5 cash


Refreshments Mic and Suzie Wycliffe and Clive Arms promotion


£6 cash


Meals away from home, £4.50 x 18


£81 cash


Little Crow Transport, Provisions


£40 cash


Production stills


£65 cash


Total above section:


£527


July/August/September 1999



Outgoings



Manufacture of 300 copies


£673 chq


Postage


£30 cash


Sleeve Insert, manufacture and duplication


£70 chq

£78 chq

£30 chq


Labour, inserting inserts


£12 cash


Mic Darling, TV promotion (2nd payment)


£125 chq


Total expenditure:


£1,018



Income



Central TV Extracts on telly (this was previously entered as £600 but only £250 of it was actually for extracts from film. The rest was for help with the Carlton Film in other areas)


£250 chq


Sold 109 copies @ £7


£763 cash

Sold 4 copies @ £10

£40 cash


Total Income:


£1,053


Note: sale or return:

Ted Atkinson has 28 @ £7

Tom Acton has 10 @ £7

Mic Darling has 38 @ £7 (I think)

Charlie has 20, basis to be discussed



October/November/December 1999



Outgoings



Manufacture of more copies


£560 chq


Stamps for invites to London showing


£40


Envelopes


£10


Putting in sleeves


£15


More stamps


£10


Dutton House 300 inserts


£182 chq


Hire of big screen


£160 chq


Bar staff


£50


Drink bought


£80


Travel to London and back for screening


£50


Transport


£32


Big screen return to hirer


£35


Postage


£12


Les Penning invites


£15 chq


Secretarial and fax to do with correspondence with Gypsy Council about outstanding money


£20



Les Penning ‘New Roller’ receipt date 21.9.99 not entered before


£21


Les Penning work on sleeve receipt date 28.6.99 not entered before


£36


Visit to London to discuss contract with Gypsy Council


£50


Total:


£1,378

(much of the above to do with a screening in London)




Income



10 @ £10 = £100

Bar take = £100

22 @ £7 = £154 chq

32 @ £7 = £225 chq

2 @ £7 = £14

1 @ £10 = £10



Total:


£603


Jeremy Sandford’s Time and

Hatfield Running Expenses



Jeremy Sandford’s time:

An estimated 39 weeks (non continuous) @ National minimum

wage £140 p.w. (Possibly too low, until recently I charged £250 p.w.

which is still much less than National Average wage.) £5,460


(Note: this was previously estimated at 24 weeks but, including work

involved in sales and premieres, promotion, etc. 39 weeks seems a

more accurate estimate. This is possibly an overestimate but the time

worked was non-continuous and while no work was done in some

weeks, many days were 12 hour days and many weeks six day weeks, non-

continuous work over the two years this project has been operating.)


Studio and Office expenses to do with general running of place, not any

particular project. Keeping rooms warm, clean and in good condition,

things like council tax, repairs and replacements, heat and light, fax and

telephone and postage costs, motor maintenance, licence, insurance, all

general costs to keep Hatfield Studios going, rather than costs relating to

any particular project, for typical year: £3841. Suggest we charge ) £1,920


Other examples include light and heat for rooms used as editing suites.

This is the proportion allowed by the Inspector of Taxes as a legitimate

expense for self employed schedule ‘D’ where the place used for work in

the house varies, i.e. now here, now there; for writing or doing accounts

or photography, editing suite or sound studio. It is about half the actual

costs. In arriving at costing for the film we are suggesting half that would

be appropriate, i.e. quarter total sum.


Note: the £250 costs during the pre-production period refer to the period

before the financial year beginning 5 April 1998 when a different method

of costing the project was being used.



As of 15 December 1999


Summary of Expenses Total


Pre-production £428

Filming (1) £895

Filming (2) £2,431

Filming (3) £1,089

Offline Editing £2,024

Online Editing (1) £2,763

Online Editing (2) £452

Online Editing (3) £1,409

Manufacture, Premiere, Sales, Promotion (1) £1,049

Manufacture, Premiere, Sales, Promotion (2) £527

July/August/September 1999 £1,015

October/November/December 1999 £1,378

Jeremy’s time, etc. £5,460

Hatfield running expenses proportion £1,920



Total Expenses as of 15 December 1999: £22,840




Income


As paid into Treasurers Account, Gypsy Council


Arts Council £3,750

Elmley £2,000

Gov. Office £1,342

Gov. Office £494

Arts Council £1,250

Gov. Office £708


Total: £9,544


To come to Gypsy Council


Gov. Office final payment £373


Making a grand total of: £9,917



Note: In February 1999 £60 was removed from the account.

This has been explained by George and Charlie as an

unauthorised transfer done by the bank.


Jeremy Sandford, Hatfield Studios


Income


Received from Gypsy Council


May ’98 £1,000

June ’98 £2,000

June ’98 £700

Oct ’98 £1,898

Mar ’99 £1,000


Total: £6,598


To come from our donors via the Gypsy Council


Gov. Office (paid Jan ’99) £494

Gov. Office (paid June ’99) £708

Gov. Office (final payment) £373

Arts Council (paid) £1,250


Total: £2,825


Income from sale of videos (May/June ’99)


May 13:

100 sold @ £10 £1,000

75 sold @ £7 £525

25 kept to give to contributors or for review copies


July/August/September ’99 (includes TV extract) £1,058

(previously £2,000 but now realise this was an over-

optimistic figure)


October/November/December ’99 £650


Total: £3,233


Grand Total (assuming Gypsy Council hands over all the money

received for the film) £12,656



About 10, or 13, copies not accounted for - possibly given as gifts, demos, etc.

Mic has some 30 outstanding

A further 30 given to Charlie, bringing his total to 50

Situation as at 15th December ‘99


On receipt of all payments from donors via Gypsy Council £9,423


Income from sale of video £3,233


Total income: £12,656


Total expenses so far: £22,840


Amount now needed to break even

(assuming Gypsy Council hands over all money given by donors) £10,184


Amount now needed to break even if Gypsy Council continue

to hang on to the money £13,009


(4)

INVOICE FROM:


JEREMY SANDFORD

HATFIELD COURT STUDIOS

HATFIELD

NEAR LEOMINSTER

HR6 0SD

21 January 2000

To: George Wilson

Treasurer

The Gypsy Council


Dear George


I will be most grateful to receive the moneys outstanding paid to the Gypsy Council to finance the video ‘Spirit of the Gypsies’ (‘Gypsy Songs Video’) at your earliest convenience.


TOTAL SUM OWING £9,423

Paid by George Wilson, with thanks £6,598

Balance still to come £2,825

Made up as follows:


The money which Ann Bagehott says was ‘overlooked’ in the treasurers account in January, paid in by the Government Office for the West Midlands (her letter 6th July ’99).




£494

A further sum of £780 which the Government Office say they paid into the (Treasurers) Lloyds account on 3rd June ’99 but despite my request to Ann Bagehott that she confirms it is in the account, she has not so far confirmed this (now confirmed by George, letter of 14th October ’99, it is now in the account).






£708

Final payment from the Arts Council (Arts 4 Everyone) as requested in our letter of early June, sent to George for signing by Charlie and sending on to them about 7th June ’99. Again I have not had confirmation from you as to whether or not it is in the account (now confirmed by George, letter of 14th October ’99, it is now in the account).






£1,250

A further sum from the Government Office which should have reached you by now but may be late. Again I have not had confirmation from you as to whether or not it is in the account.




£373

AMOUNT OWING STILL OUTSTANDING: £2,825


Payment, especially of those sums which have been in the Treasurers Account for some while, will be very gratefully received.

18


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