**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)**
**TAR**
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 and procedures adopted for the induction and training of trustees.
## **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.
4. u3a Risk forms are available to Leaders to conduct risk assessments at venues and to share information with members’
- We follow the guidelines provided by the Third Age Trust and are
- • The charity’s organisational structured and governed by the Third Age Trust. structure and any wider
**TAR**
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**
- Support existing Group Leaders in Whitby Whaler u3a educationally and administratively.
- • Produce identifiable benefits to third agers throughout the
- Whitby area by increasing and widening the provision of informal adult learning opportunities.
- • The provision of facilities for leisure-time and recreational activities with the object of improving the conditions of life for older people in the interests of their social welfare.
- • Develop new group activities.
- • Raise the profile of Whitby Whaler u3a movement in the local area and increase public awareness. This will change it for the better and enrich the lives of all its members in education, well-being and socially.
|**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**
- Policy on grant making.
- Contribution made by volunteers
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:
- The majority of our Activity Groups are led by our members.
- Members take a role in teaching the Activity Groups.
- Members offer their homes for the Activity Groups in some cases to keep costs to a minimum. This has not taken place because of Covid and likely to be much reduced once Government restrictions are permanently lifted.
- Members help in running the Monthly Meetings.
- The Activity Groups provide speakers or entertainment for some of the Monthly Meetings and Celebrations throughout the year.
**TAR**
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
August**2021- **July **2022**|
|---|---|
Section E
## Financial Review
|Review of the charity’s financial
position at the end of the period|Carried forward**£30622**Total income paid into the bank account
was**£28233**and 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)**
- the charity’s principal sources of funds (including any fundraising).
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
4. 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.
5. Convener /Leaders Meetings with lunch or Afternoon tea provided. (only one held this year)
6. 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** .
- **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
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:
- accounting records were not kept in accordance with section 130 of the Act or
- the accounts do not accord with the accounting records
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.
- _Please delete the words in the brackets if they do not apply._
**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