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2023-07-31-accounts

Trustees’ Annual Report for the period

From 1[st] August 2022 To 31[st] July 2023

Charity name: Whitby Whaler u3a

Charity registration number: 1031689

Objectives and Activities

SORP reference
Summary of the purposes of
the charity as set out in its
governing document		 Para 1.17 The advancement of education and, in
particular, the education of older people and
those retired from full time work who are in
their Third Age (being the period of time after
the first age of childhood dependence and
the second age of full- time employment
and/or parental responsibility) residing in
Whitby and its surrounding locality, and for
those not in full-time employment.
We provide 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.
Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.		 Para 1.17 and
1.19		 We give our members the opportunity to
attend around 40 different interest groups
covering a wide range of activities - exercise
classes, walking groups, various arts and
crafts, music groups, recreational games
such as dominoes, mahjong and canasta,
discussion and philosophy groups, history
talks and monthly lectures. These groups
are proposed, formed and led by our
members and usually meet on a regular
weekly, fortnightly or monthly basis at
various venues around Whitby.
We also hold a monthly coffee morning
which gives members an opportunity to
socialise and sign up for a variety of ad-hoc
events such as theatre trips, concert outings
and days out to visit various historic sites of
interest and gardens.
A monthly newsletter is e-mailed to our
members and a paper version made
available at various town locations.
Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit		 Para 1.18 New Trustees attend training sessions run
by the parent Third Age Trust organisation
outlining the roles and responsibilities of a
trustee and the role of the Charity
commission.

Additional information (optional) You may choose to include further statements where relevant about:

SORP reference
Policy on grant making Para 1.38 N/A
Policy on social investment
including program related
investment		 Para 1.38 N/A
Contribution made by
volunteers		 Para 1.38 The ethos of the u3a organisation is that of
self-help and life-long learning, with
members freely sharing their skills and
knowledge with others. Most of our groups
are led by volunteers from within our
membership, and all committee members
are volunteers. A small number of classes
which require additional expertise not
available from within our membership are
conducted by paid tutors.
Other N/A

Achievements and Performance

SORP reference
Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.		 Para 1.20 During the year we have regularly provided
around 40 different interest groups and
offered a wide range of outings, trips etc at
low cost to around 600 members, enriching
their lives in education, well-being and
socially.
We aim to be welcoming and inclusive to
anybody within the criteria set out in our
constitution, and work to raise our profile
throughout the local area – both in the town
itself and the outlying rural areas – and
increase awareness of what we can offer,
especially to those at risk of becoming
socially isolated after retirement.
We have participated in a number of events
within the wider community such as
Remembrance Day wreath laying, the local
church Christmas tree festival and having a
stall at a community fun day. On occasions
through the year our four music groups have
performed for the entertainment not only of
our own members and for other u3as, but
also in community settings such as care
homes and for the wider public at events
such as a Christmas lights switch on. Our
‘Third Age Stagers’ amateur dramatic group
put on two sell-out shows over several nights
for both members and the wider public.
Additional information (optional)
You may choose to include further statements		 Additional information (optional)
You may choose to include further statements		 where relevant about:
Achievements against
objectives set		 Para 1.41
Performance of fundraising
activities against objectives
set		 Para 1.41 N/A
Investment performance
against objectives		 Para 1.41 N/A
Other

Financial Review

Financial Review
Review of the charity’s
financial position at the end
of the period		 Para 1.21 During the financial year 2022-23 the charity
saw a total income of £31,244.04 made up
almost entirely of members class fees and
annual membership subscriptions.
Total expenditure was £36,272,77, around
80% of which was for venue hire and tutor
costs for the classes. This means that over
the year the charity has suffered a financial
deficit of £5,028.73, higher than the previous
years deficit of £910.10
Statement explaining the
policy for holding reserves
stating why they are held		 Para 1.22 As recommended by the national Third Age
Trust umbrella organisation to which we are
affiliated, we aim to hold sufficient reserves
to meet expected expenditure for 6-12
months.
Amount of reserves held Para 1.22 At the end of the Financial Year cash
reserves were £34,683.06
Reasons for holding zero
reserves		 Para 1.22 N/A
Details of fund materially in
deficit		 Para 1.24 We hire outside venues for most of our
activities and have seen charges for these
venues increase considerably over the last
year, mainly because of the sharp increases
in heating and electricity costs which venues
have had to pass on. This has been
identified as the main reason for the deficit
this year, and the committee intend to review
actions to address the issue for future years.
Our policy is to cover our costs whilst
keeping the annual membership and class
fees as affordable as possible for our
members, many of whom are on limited
income. Our constitution allows the annual
membership fee to be changed only with
approval of our members at an AGM, but the
committee does have the discretion to adjust
class fees at any point during the year if they
feel it necessary for the financial security of
the organisation.
Explanation of any
uncertainties about the
charity continuing as a going
concern		 Para 1.23

Additional information (optional) You may choose to include further statements where relevant about:

The charity’s principal
sources of funds (including
any fundraising)		 Para 1.47 Nearly all income comes from our annual
membership fee (£12 per annum for 2022-
23) and the fees we charge members for
attendance at each class – typically £1 per
session, unless a paid tutor or speaker is
used when it is increased to £3 to cover the
additional cost.
Investment policy and
objectives including any
social investment policy
adopted		 Para 1.46
A description of the principal
risks facing the charity		 Para 1.46 There are currently no major risk
considerations and management plans are
in place but areas which could become a
concern are;
1. Financial; these are monitored and
controlled within the committee thus
minimising the risk of fraud or error.
Income and expenditure is reviewed at
each monthly committee meeting
providing an opportunity to address any
potential areas of concern in a timely
manner.
2. Governance: Each trustee has specific
responsibilities within the committee, so
they feel an integral part of the u3a. The
major potential concern in this area
would be the lack of volunteers coming
forward to fill committee member
positions – in particular the key officer
roles of Chair, Secretary and Treasurer -
as and when existing trustees step down
in the future.
3. Compliance: Appropriate Annual
Accounts are reported to the Charity
Commission
4.U3a Risk Assessment forms covering a
variety of risk scenarios are available to
Group convenors to conduct appropriate
risk assessments at venues and
elsewhere and to share the information
with members
Other

Structure, Governance and Management

Description of charity’s
trusts:
Type of governing document
(trust deed, royal charter)		 Para 1.25 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.
How is the charity
constituted?
(e.g unincorporated
association, CIO)		 Para 1.25 A member of the Third Age Trust as an
unincorporated Association.
Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees		 Para 1.25 For the majority of the year the Executive
Committee consisted of 3 Officers and 5
committee members, with several
committee members stepping down during
the year. Our constitution requires a
minimum of 5 and maximum of 12 members
on the Executive committee, with Officer
positions being Chair, Secretary and
Treasurer. Officers and Committee
Members are elected annually by members
at the AGM and may serve for a maximum
of three years in a specific role, with the
exception of the Treasurer, 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 committee 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.
Additional information (optional)
You may choose to include further statements		 where relevant about:
Policies and procedures
adopted for the induction and
training of trustees		 Para 1.51 1. Charity commission’s Charity Trustee –
What’s involved (CC3a)
2. u3a Trustee Code of Conduct (England
and Wales) guidance document
3. u3a Trustee Induction online workshop
4. The current financial position as set out
in the latest accounts
5. Specific roles and responsibilities
6. Future plan and objectives
The charity’s organisational
structure and any wider
network with which the
charity works		 Para 1.51 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.
These 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 and meets on
a monthly basis.
We are associated with the Yorkshire and
Humber regional u3a and are also part of
the East Coast Network, which loosely links
us with five other u3as in our local region for
the exchange of ideas and initiatives.
Relationship with any related
parties		 Para 1.51 On occasion we have engaged with other
organisations for the promotion of our
objectives – for example by having a stall at
local community events
Other

Reference and Administrative details

Charity name WHITBY WHALER u3a
Other name the charity uses
Registered charity number 1031689
Charity’s principal address (main contact address is c/o the secretary)
20 Windsor Terrace
WHITBY
YO21 1ET

Names of the charity trustees who manage the charity

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16		 Trustee name Office (if any) Dates acted if not for whole
**year **		 Name of person (or body) entitled
to appoint trustee (ifany)
Mr Michael Menier Chair 1/8/22 – 15/10/22
Mrs Anne Jackson Chair 15/10/22 – 31/7/23
Mrs Clair Stones Secretary 1/8/22 – 15/10/22
Ms Sandra
Goodship		 Secretary 15/10/22 – 31/7/23
Mrs Janice Shade Treasurer
Mrs Maureen Agar Asst Treasurer
Mrs Cynthia
Richardson		 Health and Safety
Mrs Wendy Price Curriculum
Organiser
Mrs Sheila Sloan Newsletter Editor
Mrs Maureen
Metcalfe		 Membership
Secretary
Mr Julian Plested 1/8/22 – 10/11/22
Angela Walton 15/10/22 – 4/1/23

– Corporate trustees names of the directors at the date the report was approved

Director name

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity

Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects

Details of arrangements for safe custody and segregation of such assets from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser

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

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

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) Date

Charity Name No (if any) No (if any)
Whitby Whaler u3a 1031689
Receipts andpayments accounts CC16a
For the period
from
~~ee~~		 1st August 2022
Period start date
~~ee~~		 To
~~ee~~		 31st July 2023
Period end date
Section A Receipts and payments
Unrestricted
funds		 Restricted
funds		 Endowment
funds		 Total funds Last year
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Membership 7,404 - - 7,404 -
Class Fees 22,438 - - 22,438 -
Cofee Mornings 170 - - 170 -
Social Events 71 - - 71 -
Gift aid 843 - - 843 -
Donations 21 - - 21 -
- - - - -
- - - - -
Sub total(Gross income for
AR)		 AR)30,947 - - 30,947 -
A2 Asset and investment sales,
(see table).
Bank Interest
297
-
-
297
-
-
-
-
-
Sub total 297
-
-
297
-
Total receipts
31,244
-
-
31,244
-
~~——————~~
A3 Payments
Venue hire 23,419 - - 23,419 -
Class Activities 6,785 - - 6,785 -
Merchandise 57 - - 57 -
Bank Charges 238 - - 238 -
Third Age Matters Magazine 80 - - 80 -
Affiliation Fees 2,516 - - 2,516 -
Management and Administration 2,511 - - 2,511 -
Beacon(MembershipDatabase) 629 - - 629 -
Brand Centre costs 38 - - 38 -
**Sub total ** 36,273 - - 36,273 -
A4 Asset and investment
purchases, (see table)
-
-
-
-
-
-
-
-
Sub total -
-
-
-
-
Total payments
36,273
-
-
36,273
-
~~——————~~
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end		 - 5,029
-
-
- 5,029
~~===~~		 - 5,029
-
-
- 5,029		 -
- -
- -
-		 -
- -
- -
-		 - - 5,029
-
- -
-
-
- -
-
-
- - 5,029
-
~~==>>~~

CCXX R1 accounts (SS)

23/05/2024

1

Section B Statement of assets and liabilities at 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
B1 Cash funds
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B5 Liabilities
B3 Investment assets		 Signature
Details
Details
HSBC Current Account
Epworth Cash Plus Fund
Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
Details		 Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
13,823
-
10,860
-
-
-
24,683
-
Agreement Error
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		 Endowment
funds
to nearest £
-
-
-
-
OK
Endowment
funds
to nearest £
-
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of
approval

CCXX R2 accounts (SS)

23/05/2024

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 ~~a~~ On accounts for the year 31/07/2023 Charity no 1031689 ended (if any)

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 / 07 / 2023 .

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: 15.08.2023 Signed: Name: GEOFFREY MICHAEL SCHOLEY ~~ee~~ Relevant professional Institute of Chartered Accountants in England and Wales F.C.A qualification(s) or body (if any): ~~ee~~ 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