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2022-07-31-accounts

From

~~Trustees' Annual Report for the period~~

~~Period start date~~ ~~To Period end date~~ Day Month Year Day Month Year 01 08 2021 31 07 2022

Section A

Reference and administration details

Charity name

WHITBY WHALER

Other names charity is known by Registered charity number (if any) Charity's principal address

1031689

18 Upgang Lane

Whitby North Yorkshire

Postcode

YO21 3EA

Names of the charity trustees who manage the charity

Trustee name Office (if any) Dates acted if not for whole
**year **		 Name of person (or
body) entitled to
appoint trustee (ifany)
1 Mr Michael Mennier Chairman
2 Mrs Clair Stones Secretary
3 Mrs Janice Shade Treasurer
4 Mrs Maureen Agar Asst Treasurer
5 Mrs Maureen Metcalfe MembershipSecretary
6 Mrs Cynthia Richardson 7 Health & Safety
7 Ms Helen Leech Publicity
8 Mrs WendyPrice Curriculum Organiser
9 Mr Adrian Jennings Committee 2/10/2021
10
 Mrs Sheila Sloan
 Newsletter Editor
~~11~~ ~~Mr Julian Plested~~ Committee 2/09/2021

Names and addresses of advisers (Optional information) Type of adviser Name

Address

Name of chief executive or names of senior staff members (Optional information)

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August 2021- July 2022

1

Section B

Structure, governance and management

Description of the charity’s trusts

Type of governing document

Whitby Whaler was established and first registered in January 1987 under a Memorandum of Association which defined the objects and powers of the Charity and is governed by its Articles of Association.

A member of the Third Age Trust as an unincorporated Association.

How the charity is constituted

Trustee selection methods

The Executive Committee consists of 9 Officers and 2 Committee Member. Officers and Committee Members are elected annually and may serve for a maximum of three years in a specific role, with the exception of the Chair, who may serve for a maximum of six years. In the event of no nominations being received for one or more of the Officer posts, a majority decision can be taken by the EC to ask retiring officers to stay until the next AGM. The Trustees do not receive remuneration or derive any other personal benefits from the activities of the Charity.

A dditional governance issues (Optional information)

Policies for Induction of Trustees :

  1. Charity Commission’s Charity Trustee – What’s Involved

  2. u3a Advice Sheet on Conduct for Trustees.

  3. u3a Induction of Trustees

  4. The current financial position as set out in the latest accounts.

  5. Their specific roles and responsibilities.

  6. Future plans and objectives

Organisation

Whitby Whaler u3a is an independent organisation under the umbrella of the Third Age Trust which provides additional helpful information & advice including policies, guiding principles and procedures which have largely been adopted by our u3a with some amendments for our own circumstances. The Committee deals with the financial and practical running of the charity. We have the option of forming loose links with other u3as and other organisations for the promotion of our objectives.

Major Risks

No major risk considerations and management plans are currently in place but areas that could be major risks are:

  1. Financial: these are controlled within the committee thus minimising the risk of fraud or error.

  2. Governance: each trustee has specific responsibilities within the committee, so they feel an integral part of the u3a. 3. Compliance: Annual Accounts are reported to the Charity Commission.

  3. u3a Risk forms are available to Leaders to conduct risk assessments at venues and to share information with members’

  4. We follow the guidelines provided by the Third Age Trust and are

  5. • The charity’s organisational structured and governed by the Third Age Trust. structure and any wider

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August 2021- July 2022

2

network with which the charity works • relationship with any related parties.

We are associated with the Third Age trust’ the Yorkshire and the Humber Regional u3a and the East Coast Network.

Section C Objectives and activities

The objectives and principal activities of The Whitby Whaler u3a are to:

Summary of the objects of the charity set out in its governing document

Summary of the main activities
undertaken for the public
benefit in relation to these
objects (include within this
section the statutory
declaration that trustees have
had regard to the guidance
issued by the Charity
Commission on public benefit)
AR		 The Main Activities
Monthly Meetings
Every month we hold a Coffee morning for members to meet and
socialise, have the opportunity to sign up for leisure activities and
read/hear about current and future events organised by the committee.
In addition, we may also have entertainment from one of our own activity
groups such as Singing group, Recorders, Ukulele or Dancing either at the
Coffee mornings or at arranged social gatherings. Members also have the
opportunity to socialise and possibly meet new friends.
This was disrupted during the year because of government guidelines and
Covid restrictions but various events were organised for all members on
ZOOM . An active drive has taken place to resume group meetings in a
variety of venues as well as in some cases provide online access to the
meetings e.g. Travels from the Armchair, Philosophy, Discussion, History
and Monthly Lectures.
Activity Groups
Members form interest groups covering as wide a range of topics &
interests as desired. Members organise their own activities & offer their
skills, knowledge & experience for the benefit of fellow members.
53 educational and leisure activity groups met regularly pre Covid to explore
their areas of interest; mental, physical or artistic to the benefit of our
members. Some of these groups involve trips to the theatre, various historic
and artistic venues and walking trips between ½ and one day. There have
been many successful study or social day/evening trips organised by
various groups, including guided tours by experts covering gardening,
theatre, classical music, history, and general subjects. A list of these,
together with contact details, is available on our website.
Unfortunately our planned New Members Day, when there is an
opportunity for members to meet each other and propose new
groups was again unable to take place this year but we had a
number of new members joining during restrictions.
Faced with the challenge of Covid and lockdown and a return to
face to face meetings as a committee we worked hard to return to
our previous group meetings. This was particularly hard as our

TAR

previous venue did not open and we had to hold groups in a variety of new venues in the town.

The Curriculum Coordinator, who is a trustee and committee member, keeps a record of unfulfilled requests for specific groups & helps to facilitate the setting up of new groups. Unfortunately our usual Group leader/Convenor meetings were not held during the year which made communications difficult at times. Advice is given on venues & together with the Treasurer, on the financial arrangements for the group. A Weekenders Group has continued to thrive under the new title TOAST and has a growing membership offering a wide variety of activity from local theatre trips to Sunday lunches; from walks to see the snowdrops in Guisborough to seeing the Christmas lights in York.

Communication with members

We try to keep members fully informed of all our activities by sending out information emails through the Beacon system and maintaining a Web site for those of our members who are ‘on-line’ (currently 77% of our 611). We published a monthly newsletter, sent via email and available at Coffee Morning Meetings and various locations around the town, including Whitby Library. During the time public places were closed and coupled with the cost of postage being expensive we relied on other members to hand deliver to neighbours in their locality. We have updated our website to make it user friendly and continued to grow our Facebook page. We also provide a half page column once a month in the local newspaper, The Whitby Gazette

Public Benefit

Our charity is welcoming and inclusive to anybody within the criteria set out in our constitution. There are no qualifications needed and we endeavour to keep the membership fee as low as possible and provide as many facilities such as the monthly meeting, newsletter, and the Third Age Trust magazine available to members. A number of these are available online and members are kept informed.

The activity groups are made up of our members. Knowledge is exchanged as a process of learning and groups are particularly conducive to forming friendships which is part of our objectives. The number of members during the year shows the interest in our charity and we have every belief that numbers will increase once full restrictions are lifted, even if they take some time to return to pre Covid numbers. There is now a light at the end of the tunnel, and we can look forwards to learning new skills, developing new interests, and making new friends.

TAR

August 2021- July 2022

4

Plans for 2021 - 2022 proved very difficult to implement: We have expanded our presence in the community with articles published in local newspapers/publications and Third Age Trust magazines as well as opening up ZOOM groups to the wider community. The latter has been withdrawn in some cases. Membership management details with reference to new Data Protection requirements has been assessed and upgraded when we continue to be part of the national u3a Beacon system.

The trustees have ensured that everything our charity has done has Statement confirming whether the trustees have had regard to the helped (or intended to help) to achieve the purposes for which it is guidance issued by the Charity set up, and to no other purpose. Commission on public benefit. The trustees have regard to the guidance issued by the Charity Commission on public benefit. Membership is open to all in their third age, which is defined not by a particular age but by a period in life in which full time employment has ceased. Members promote the values of lifelong learning & the positive attributes of belonging to u3a, particularly at a time in life when social contact may have decreased.

Additional details of objectives and activities (Optional information)

Grants

Grants are given to existing groups towards purchasing equipment e.g. sound system, music stands, costumes for the 3rd Stagers drama group etc. Grants may be given to new groups to help them to ‘start up’. It is anticipated that Grants /Subsidies will probably be necessary once groups in person resume owing to increased room hire charges (our previous venue at St John Ambulance Hall was long term closed and was not available) and the hesitation of some members to resume group meetings.

Volunteers

All Activity Groups, administration and support activities are run by volunteers from the overall membership. For example:

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August 2021- July 2022

5

Section D

Achievements and Performance

Summary of the main
achievements of the charity
during the year
TAR		 Membership during the year was increased from 380 to 611 members,
a considerable number of previous members have not renewed their
membership though there have been a significant number of new
members as well as new members moving into the area.
(i) Built on implementation of internet-based Membership to
improve our efficiency in handling membership and related areas
such as:
•
Emailing our members through Beacon
•
Gift Aid awareness when enrolling
•
Distribution of the Third Age Trust publications, Third Age Matters and
Sources online as well as National and Regional workshops and courses
•
Ability to use Bacs transfer when enrolling as well as Convenor/Group
Leaders paying group fees online
•
Activity Group membership lists
•
The web site has been continually updated. Social media, Facebook
developed through a volunteer administrator.
(ii) Identifying new members on Beacon has allowed us to
•
identify and ensure they are aware of the opportunities we offer
enabling them to maximise their membership benefits within Whitby
Whaler u3a.
•
Identify members who have not paid their subscriptions and enquire
their reasons when possible.
(iii) Wider presence in the local Community and extended Community
• Continued development through media and social media sites by
publicity and Facebook administrator volunteers
•
Increased participation and attendances at local shows (eg Whitby
Regatta, Egton Agricultural Show)which had beencancelled in
2020-21 because of Covid restrictions and returned 2021-2022 but
with limitations.
•
There was an opportunity to develop and build on the exercise
classes we already hold with Walking Netball and Walking Cricket,
but this has not been possible but future wellbeing groups are
proposed are proposed for 2022-23 including New Age Kurling.
6
August2021- July 2022

Section E

Financial Review

Review of the charity’s financial
position at the end of the period		 Carried forward£30622Total income paid into the bank account
was£28233and expenditure from the bank was£29143
leaving a bank yearend balance of£29712.
Statement explaining the policy
for holding reserves stating why
they are held		 The policy on reserves of Whitby Whaler u3a is to maintain
between 6-and 12-months annual expenditure in reserve as
advised by the national u3a.
Amount of reserves held £10563
Reasons for holding zero
reserves		 n/a
Details of fund materially in
deficit		 n/a
Explanation of any uncertainties
about the charity continuing as a
going concern		 None

Section F

Optional

Further financial review details (Optional information)

Our principle source of funds is our members’ subscriptions and class fees

Main areas of expenditure are:

  1. Our biggest area of expenditure is Room Hire £19295 i.e. 65% of expenditure. This will rise as our central venue is not available, the need to hire more venues as well as the expected increase in the cost of living.

  2. Monthly Meetings 3. Paying for the direct mail of national Third Age Trust magazine, free to some u3a members

  3. Providing a monthly newsletter which lists activities and contact details, free for all u3a members. This also acts as publicity as it is available in public places around Whitby.

  4. Convener /Leaders Meetings with lunch or Afternoon tea provided. (only one held this year)

  5. Cost of members attending conferences and other official national and regional meetings of the u3a.

TAR

August 2021- July 2022

7

Section G

Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)
Full name(s)
Position (eg Secretary, Chair, etc		 Michael Menier
Mr Michael Menier Mrs Clair Stones
Chairman Secretary

Date

03/05/2023

August 2021- July 2022

8

TAR

WHITBY WHALER u3a 1031689
Receipts and payments accounts CC16a
Period start date
For the period
from
01/08/2021		 To Period end date
31/07/2022
Section A Receipts and payments Section A Receipts and payments
A1 Receipts Unrestricted
funds
to the nearest £
6,648
20,562
747
90
150
15
-
-

28,212
21
-
21
28,233
19,295
4,980
160
2,376
424
594
1,085
109
120
29,143
-
-
-
29,143
- 910
-
30,622
29,712		 Restricted
funds
to the nearest £
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-		 Endowment
funds
to the nearest £		 Total funds
to the nearest £
6,648
20,562
747
90
150
15
-
-
28,212
21
-
21
28,233
19,295
4,980
160
2,376
424
594
1,085
109
120
29,143
-
-
-
29,143
- 910		 Last year
to the nearest £
Membership 6,648 -
-
-
-
-
-
-
-
-		 -
Class Fees 20,562 -
Gift Aid 747 -
Donations/Coffee 90 -
Grant from Trust 150 -
Merchandise 15 -
- -
- -
Sub total(Gross income for
AR)
28,212		 -
A2 Asset and investment sales,
(see table).
Bank Interest 21 -
-
-
- -
Sub total 21 -
Total receipts
A3 Payments
- -

Room Hire		 19,295 -
-
-
-
-
-
-
-
-
-		 -
Class Activities4980 4,980 -
Merchandise 160 -
Affiliation Fees 2,376 -
Management & Administration 424 -
Beacon 594 -
Coaches 1,085 -
Bank Charges 109 -
Licence x2 120 -
**Sub total ** 29,143 -
A4 Asset and investment
purchases (see table)
, - -
-
-
-
**Sub total ** - -
Total payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end
- -
- 910
-		 -
- -
-		 -
30,622		 -
30,622 -
29,712
-		 29,712 -

CCXX R1 accounts (SS)

27/03/2023

1

Section B Statement of assets and liabilities at the end of the period

Categories
Signed by one or two trustees on
behalf of all the trustees
B5 Liabilities
B3 Investment assets
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B1 Cash funds		 Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
HSBC Current Account
Epworth Cash Plus Fund
Details
Details
Details
Signature		 Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
19,149
-
10,563
-
-
-
29,712
-
OK
OK
Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
-
-
-
-
-
-
-
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
-
-
-
-
-
-
-
-
-
Fund to which
liability relates
Amount due
(optional)
-
-
-
-
-
Print Name
Clair Stones		 Endowment
funds
to nearest £
-
-
-
-
OK
Endowment
funds
to nearest £
-
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of
approval
Clair Stones 20/04/2023

CCXX R2 accounts (SS)

27/03/2023

2

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ Charity Name WHITBY WHALER u3a members of On accounts for the year 31/07/2022 Charity no 1031689 ended (if any) Set out on pages (remember to include the page numbers of additional sheets)

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 / 07 / 2022 .

I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent

examiner's statement

I have completed my examination. I confirm that no material matters have come to my attention ( ~~other than that disclosed below~~ *) in connection with the examination which gives me cause to believe that in, any material respect:

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Date: 18.08.2022 Signed: Name: GEOFFREY MICHAEL SCHOLEY Relevant professional Institute of Chartered Accountants in England and Wales F.C.A qualification(s) or body (if any): Address: 9 WHITE POINT COURT WHITBY YO21 3UR

October 2018

IER

1

Section B

Disclosure

Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

Give here brief details of any items that the examiner wishes to disclose .

October 2018

IER

2