Trustees’ Annual Report for the period
From 01/08/2023 (Period Start Date) To 31/07/2024 (Period end date)
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. |
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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 50 different interest groups and offered a wide range of outings, trips etc at low cost to around 675 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. Our annual Social, held at the Pavilion Spa, this year had a 1940’s theme and many members attended in appropriate dress. Our |
amateur dramatic group, the 3rd Age Stagers, had two productions during the year, a pantomime (‘Aladdin’) and a spring review, both over several sold-out nights and very well received. Coach outings took place to a number of places of interest including Beverly, Durham, Cragside House, Knaresborough, Harrogate and York, and there were also trips to theatre shows and classical concerts. We have participated in a several events within the wider community such as Remembrance Day wreath laying, the local church Christmas tree festival and having a stall at a ‘Mental Health and Wellbeing’ event organised by the local Rotary Club. 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. In June our Whaler Band and Ukelele Orchestra both performed at the inaugural National u3A Festival held at York University.
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 | |
| Investment performance against objectives |
Para 1.41 | |
| 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 2023-24 the charity saw a total income of £32,830.34 made up almost entirely of members class fees and annual membership subscriptions. Total expenditure was £34,780.50, around 85% 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 £1,950.16 – less than the previous years deficit of £5,028.73. |
| 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 £22,732.90 |
| 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 few years, 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 deficits both this and last year. The committee have reviewed actions to address the issue for future years given our policy of aiming 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. The committee propose to recommend an increase in our annual membership from £12 to £20 at the AGM taking place in October 2024 with the aim of addressing the deficit but retaining class fees at their current affordable level. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | We are currently struggling to find members willing to step up to shadow the key offices of Chair, Treasurer and Secretary required by our constitution, so that they can take on the roles when the incumbent officers need to step down. |
| Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
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 2023- 24) 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: |
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|---|---|---|
| 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. 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. |
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| 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 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Anne Jackson | Chair | 01/08/2023 – 14/10/2023 | ||
| Trevor Barrowcliffe | Chair | 14/10/2023 – 31/07/2024 | ||
| Janice Shade | Treasurer | 01/08/2023 - 31/07/2024 | ||
| Sandra Goodship | Secretary | 01/08/2023 - 31/07/2024 | ||
| Maureen Agar | Social Treasurer | 01/08/2023 - 31/07/2024 | ||
| Wendy Price | Curriculum Organiser |
01/08/2023 - 31/07/2024 | ||
| Cynthia Richardson |
Accessibility, Health and Safety |
01/08/2023 - 31/07/2024 | ||
| Rick Harwood | Committee Member | 01/08/2023 - 31/07/2024 | ||
| Mike Hodgson | Committee Member | 01/08/2023 - 31/07/2024 | ||
| Sheila Sloan | Committee Member | 01/08/2023 - 31/07/2024 | ||
– 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) Sandra Goodship
Full name(s) SANDRA JANE GOODSHIP
Position (eg Secretary, Secretary Chair, etc)
Date
24[th] May 2025
Whitby Whaler u3a 1031689 Receipts and payments accounts CC16a For the period 8/1/2023 7/31/2024 To from ~~ee ee~~ Section A Receipts and payments Unrestricted Restricted Endowment Total funds Last year funds funds funds to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £ A1 Receipts
| Unrestricted funds |
Restricted funds |
Endowment funds |
Total funds | Last year | ||||||
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| to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | ||||||
| A1 Receiptsptsts | ||||||||||
| MembershipSubscriptions | 8,104 | - | - | 8,104 | 7,404 | |||||
| Class Fees | 23,660 | - | - | 23,660 | 22,438 | |||||
| Coffee Morning | 366 | - | - | 366 | 241 | |||||
| Gift Aid | - | - | - | - | 843 | |||||
| Merchandise | 52 | - | - | 52 | - | |||||
| Donations | 84 | - | - | 84 | 21 | |||||
| Bank Interest | 564 | - | - | 564 | 297 | |||||
| - | - | - | - | - | ||||||
| Sub total(Gross income for AR) | (Gross income for AR) | 32,830 | - | - | 32,830 | 31,244 | ||||
| - - - - - - - - - Sub total - - - - - Total receipts 32,830 - - 32,830 31,244 A2 Asset and investment sales, (see table). ~~——————~~ |
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| A3 Payments | ||||||||||
| Room Hire | 22,663 | - | - | 22,663 | 23,418 | |||||
| Class Activities | 6,856 | - | - | 6,856 | 6,785 | |||||
| Merchandise | - | - | - | - | 57 | |||||
| Coaches | 425 | - | - | 425 | - | |||||
| Bank charges | 262 | - | - | 262 | 238 | |||||
| Affiliation Fees. TAM, Brand Centre | 2,759 | - | - | 2,759 | 2,634 | |||||
| Management & Administration | 991 | - | - | 991 | 2,511 | |||||
| Beacon | 654 | - | - | 654 | 629 | |||||
| Printing | 170 | - | - | 170 | - | |||||
| **Sub total ** | 34,780 | - | - | 34,780 | 36,272 | |||||
| - - - - - - - - Sub total - - - - - Total payments 34,780 - - 34,780 36,272 A4 Asset and investment purchases, (see table) ~~—————~~ |
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| Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end **Cash funds this year end ** |
- 1,950 - - - 1,950 - 5,028 - - - - - 24,683 - - 24,683 - 22,733 - - 22,733 - 5,028 ~~=====~~ |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use Signed by one or two trustees on behalf of all the trustees |
Details HSBC Current Account ## Epworth Cash Plus Account Details Details Details Details Signature Sandra Goodship G Total cash funds (agree balances with receipts and payments account(s)) |
to nearest £ to nearest £ 11,308 - 11,424 - - - 22,732 - Agreement Error OK to nearest £ to nearest £ - - - - - - - - - - - - Cost (optional) - - - - - Cost (optional) - - - - - - - - - - - - - - Print Name O SANDRA GOODSHIP Unrestricted funds Restricted funds Unrestricted funds Restricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates Amount due (optional) |
to nearest £ Endowment funds |
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| Date of approval |
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| Sandra Goodship |
O SANDRA GOODSHIP |
5/13/2024 | |
(Reghstered Charity No. 1031689) Recelpts and Payments Account for l August 2023 and 31 July2024 2024 2024 2023 2023 Recelpts Membershlp subscrlptlons Class fees 8104.00 7404.00 23659.53 22438.40 Coffee Morning 366.21 240.90 32129.74 30083.30 Other Recelpts GiftAid Merchandlse 52.25 Donations 84.00 20.50 136.25 863.50 Epworth Account Bank Interest Total Recelpts 564.35 297.24 32830.34 31244.04 Less Payments Room Hlre 22663.18 23418.87 Class actlvltes Merchandlse 6856.29 6785.23 56.59 Coaches 425.00 Bank Charges 261.92 237.65 30206.39 30498.34 Support Costs TAM 143.04 80.05 Afflllatlon Fees 2616.00 2516.00 Managementand Admlnlstratlon Beacon 991.07 2511.13 654.00 629.00 Prlnting Brand Centre 170.00 38.25 Llcence ITAT} 4574.11 5774.43 Total Payments 34780.50 36272.77 SurpluslDellcrt for the year Cash Funds at 1st August 2023 Cash Funds at31stJuly2024 1950.16 5028.73 24683.06 29711.79 22732.90 24683.06 Represented b HSBC Current Account 11308.43 13822.94 Epworth Cash Plus Fund 11424.47 10860. 22732.9) 24683.06 Audited and found correct a In accordance wlth information supplied :_ G M Scholey FCA .. Date........