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2021-12-31-accounts

Hertford and District U3A (Charity Commission number 1027766)

Report and

Financial Statement for the Year ended 31st December 2021

Hertford and District U3A Officers and Committee 1/1/2021 to 31/12/2021

Chair Anne Egan from 17/5/2021 O
Paul Chamberlain to 17/5/2021
Vice Chairman Lesley Carter to 17/5/2021
Paul Chamberlain from 17/5/2021		 O
Secretary Elizabeth Chamberlain O
Treasurer MurryCole O
Committee Janet Mollison T
Ian Butler T
Pamela Beale T
Carol Pennington T
O = Officer & Trustee
T = Trustee
Accountants Gillani & Co.
13 Limes Court
Conduit Lane
Hoddesdon EN11 8EP
Principal Bankers HSBC
36, Fore Street
Hertford SG14 1BS
Charity Number 1027766

Trustees Report and Financial Statement for the Year ending 31st December 2021

Hertford and District U3A

Trustees

The trustees listed have served for the Year unless otherwise indicated.

Aim

The objectives of the Hertford and District U3A [H&D] are the advancement of education and, in particular, the education of older people and those who are retired from full time work by all means, including associated activities conducive to learning and personal development.

Organisation

H&D is an unincorporated Organisation under the auspices of the Third Age Trust [TAT]. It operates using guidelines provided by TAT.

The Main Committee, all of whom are trustees, consists of four officers: Chairman, Vice-Chairman, Secretary and Treasurer. It has at least two and not more than ten other members. Up to four ordinary members may be co-opted to the Committee.

The Main Committee is responsible for:

Charities Act 1993

The Act also indicates responsibilities of the Main Committee, as Trustees, for H&D.

The Organisation's structure is designed to give support to the required legal controls and accommodate any demands made upon it by any additional controls.

Trustees Responsibilities

Charity Law requires the Trustees to prepare a financial statement for each financial year that gives a true and fair view of the state of affairs of the Organisation.

In preparing the statement the Trustees are required to follow applicable accounting standards, subject to any material variations which may be disclosed and explained in the statement.

The Trustees are responsible for ensuring proper accounting records are kept that disclose, with reasonable accuracy, at any time the financial position of H&D. This ensures that financial statements comply with the Standard Statement of Recommended Practice. They are also responsible for safeguarding the assets of the Organisation and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Health and Safety Policy

H&D's policy is to ensure that all groups operate in a safe manner without risk to health, as far as is practicable, and that they comply with legal requirements.

Reserves Guideline

The Trustees guideline is that a general reserve be held representing a minimum of six months revenue expenditure within H&D. This takes account of estimated revenue projections and is designed to provide suitable contingency to protect the continuity of H&D in the future.

Risk Management Statement

Key risks are assessed and reviewed as an ongoing process and through reporting to the Committee.

H&D also has access to a comprehensive set of policies and guidelines provided by TAT, which are made use of as required.

Insurance policies exist to cover reasonable risks.

Review of the year

It has been a privilege to represent you throughout this last year.

Covid has not prevented you from keeping our u3a and your groups going whether it was meeting on Zoom or latterly face to face. Neither has Covid stopped your committee members and supporters from achieving success after success. Please join me in congratulating them on their amazing achievements which are listed below, in no particular order:

  1. Launching a new members online application process (Peter Roberts)

  2. Introduction of a H&D Private Facebook Group and Facebook advertising page (Pam Beale & Anne Egan)

  3. Running monthly Zoom Meetings (Paul & Liz Chamberlain)

  4. Securing a new venue for the monthly meetings in 2022 at Fletchers Lea (Liz Chamberlain)

  5. Development and introduction of HENRI – Hertford Electronic Number Random Indicator Prize Draw (Murry Cole & Pam Beale)

  6. Coffee Mornings and Afternoons supporting local venues recovering from the impact of Covid paid for by our u3a (All Committee Members)

  7. Enhancing and improving the Website (Peter Roberts)

  8. Membership Audit (Pam Beale & Murry Cole)

  9. Review and update of our security systems eg: launching a new website login facility (Peter Roberts)

  10. New members regular meetings (Carol Pennington)

  11. Overseeing the Pathfinder initiative instigated by Third Age Trust (TAT) (Carol Pennington)

  12. Recruiting new committee members and volunteers enabling your u3a to continue in 2022 and beyond (All Committee members)

  13. Streamlining financial processes for Group Leaders (Janet Mollison)

  14. Updating Hertford & District u3a’s Assets Register (Murry Cole)

  15. Group Leaders communications & spreadsheet management. (Ian Butler)

  16. Contact review (Ian & Ann Butler, Liz Chamberlain & Ian Nash)

I’m sure you will agree that is awesome and I am proud to be amongst such a talented group of people.

Many thanks to the following for their unstinting support, take a bow:

Committee Members

Paul Chamberlain – standing down in 2022 after five years in the roles of Vice Chair and Chair Liz Chamberlain - standing down in 2022 after six years in the role of Secretary Murry Cole – standing down after two years as Main Treasurer

Ian Butler – standing down in 2022 after three years in the role of Groups Coordinator also providing support to the Contact editorial team

Pamela Beale – Membership Secretary for the last year

Carol Pennington – New Members Coordinator for the last year

Janet Mollison – New Members Coordinator for two years and Groups Treasurer for the last two years

Committee Supporters

Group leaders, the single most important element of our u3a and, without their continued commitment and dedication, our u3a would be a far less vibrant and interesting organisation. It cannot have been easy to get groups up and running and I applaud you all for doing this so successfully.

Gwen Crosse – for organising and running the Annual Carol Concert for the last 27 years Peter Roberts – Webmaster for over 10 years Liz Cooper – Web Assistant Jennifer Thomas – Welfare Officer Wynne Tranter – retired from the Events Team this year Liz Cooper – stepped in to take over from Wynne Tranter as Events Coordinator David Cooper – Website Development Volunteer during this last year Lesley Carter – Speaker Secretary – standing down in 2022 after four years (including three also as Vice Chair) Roger Celia – Contact proofreader Roger Slater. – Contact proofreader (Roger retired from the role earlier this year after 13 years) Ian Nash – Contact Editorial Team Phil Bailey – retired from Contact Editorial Team during the year Dick Warn – Contact Editorial Team for the last 20 years, standing down this year Ann Butler – Contact Editorial Team Mo Askew – Facebook Moderator Annette Richardson - Facebook Moderator Denis Stubbins – 30[th] Anniversary Celebration Coordinator

And thank you to all the unsung heroes within Hertford & District u3a who quietly go over and above in supporting our u3a (too many to mention here).

The roll call listed above demonstrates the superb contributions from our u3a volunteers and one of the many things that stood out to me is the length of time our volunteers have given over many years. It seems once you get involved, there’s a good chance that you will remain involved. It’s admirable.

Hertford & District’s 30[th] Anniversary is this year. Discussions on how to celebrate are underway and will continue with the new committee. We need your ideas as well as ours, so please do consider getting involved, it will be great fun.

These celebrations can be one big event or a combination of large and smaller events, in an effort to reach as many members as possible. Funding will be available depending on the number and types of events. Finding a venue for a large event is proving to be challenging however, if we have to, we can defer to 2023.

I’m sure that will come as no surprise to you as many venues are now being booked for delayed celebrations.

Everything is in good shape for your new committee whose focus will be to continue to support you, our members.

If you’ve seen anything in the list of activities undertaken by the many volunteers that might attract you to being either a non-committee member, a committee member or indeed a Group Leader, please consider getting involved. Contact execcommittee@hertfordu3a.org.uk

And finally, a huge vote of thanks to our founder members without whom Hertford & District u3a would not exist.

I look forward to seeing you at the AGM on Monday 9[th] May 2022.

Anne Egan chair@hertfordu3a.org.uk

Financial Report

In terms of Income from membership subscriptions, 2021 was perhaps better than expected given it was effectively the second year of the pandemic. It is in my view attributable not only to the underlying spirit of the membership but also the hard work undertaken by my fellow trustees and committee members during these difficult times. Nonetheless, Hertford u3a income during 2021 was £1.5K lower than 2020.

Last year’s expenditure saw an increase over the previous year in which the pandemic had had a significant impact on activity. The increase is reflected in the emphasis placed on supporting online activities for the membership funded by Hertford u3a reserves that included the procurement of high-profile speakers for various online events.

Much work has been done with the continuation and introduction of various initiatives that our Chair refers to in her report. Such initiatives are also being supported by Hertford u3a reserves.

Planning for the Hertford u3a 30[th] Anniversary is underway and as everyone desires that these are notable celebrations coming out of the past two-year gloom, adequate funds have been allocated from the reserves to support everyone’s aspirations.

An important factor in the administration of Hertford u3a is not only following our own constitution but also satisfying Charity Commission rules. To that end discussions have been held with the Charity Commission and I am pleased to report that all initiatives currently in operation conform to the rules.

Murry Cole – Treasurer 07 March 2022

HERTFORD & DISTRICT U3A

Receipts & Payments Account for the Year ended 31-December-2021

Note
Income
Membership Subscriptions
1
Bank Interest
Gift Aid
Contact (Subs & Adverts)
Other
Expenditure
Bank Charges
Gift Aid (Professional Services)
Contact (Print, Post & Editorial)
Management / Administration
2
Events contribution
TAT Membership Fee
Net Movement
Total Funds Brought Forward
Total Funds Carried Forward
Balance Sheet as at 31-December 2021
Current Assets– Cash at Bank & in Hand
Total Assets		 2021
2020
21864
22541
1
35
2871
3586
2238
2297
0
0
26974
28459
69
34
450
420
2243
2445
23180
16257
0
(9)
5047
4998
30989
24145
(4015)
4314
51720
47406
47705
51720
47705
51720
47705
51720
47705
51720

Finances of Members’ Activity Groups

In addition, during the year ended 31-December 2021, it is estimated that Members’ Activity Groups received income from their Members of £45315 (2020 £36166) and incurred expenditure of £41079 (£36780). As at 31-December 2021 these Groups held deposits and floats estimated at £40584 (£36962)

Date: 28-February-2022

Murry Cole – Treasurer

Accountant’s Certificate

I have examined, without carrying out an audit, the above Financial Statement of Hertford & District U3A for the year ended 31-December-2021 taken from the accounting records, and from the information and explanation supplied to me and certify them to be in accordance therewith. I have not examined the finances of the Member’s Activity Groups.

Date: 28-February-2022 R W Boulton ACA – Gillani & Co. Accountants 13 Limes Court, Conduit Lane Hoddesdon EN11 8EP

Notes

1

H&D U3A Membership subscriptions received including TAT affiliation element (membership fee)

Management/Administration
AGM (Printing)
Banners & Signage
Computer & Office Equipment
Conferences
Covid Support Fund zoom Grants
First Aid Courses
Free to Members refreshments
Group Costs
Group Directory Printing
Group Education Enhancement Grants
Hall Hire (deposit refund from 2019)
Herts U3A Network
New Member Refreshments
Other (Licences, Domain, etc.)
Plastic Membership Cards
(Scanning system & consumables)
Printing Costs
Postage and Misc
Professional Services (Accounts Examination)
Speakers
St John Ambulance (in attendance)
U3A Magazine (Payment to TAT)
Zoom Costs
Trustee Expenditure
Printing & Stationery
Postage & Telephone
Travel & Parking
Other
TOTAL		 0
0
826
0
639
0
319
0
0
1448
(840)
0
479
198
132
1397
49
360
14555
0.00
2451
787
22800
147
82
12
139
380
23180