## **ELMBRIDGE**
# **Registered Charity No. 1071550**
## **26th Annual General Meeting**
**1.30 Wednesday, 3 April 2024 Held at Claygate Village Hall**
After the AGM Gunter Kruze will give a talk on
## **Living with the Brits**
2
## **TWENTY SIXTH ANNUAL GENERAL MEETING**
## **OF ELMBRIDGE U3A, WEDNESDAY APRIL 3 2024**
## **AGENDA**
1. Apologies for absence – Chair
2. Adoption of the Minutes of the twenty fifth Annual General Meeting of Elmbridge U3A held on 5 April 2023 – Chair – **proposer and seconder**
3.
- Matters arising
4. Chair’s Address and Adoption of the Annual Report of the Committee for the year ended 31 December 2023 -Chair – **Proposer and Seconder**
5. Adoption of the examined accounts for the year ended 31 December 2023 (see pages 8 and 9) - Treasurer – **Proposer and Seconder**
6. Membership Fees for 2025 – Treasurer – **Proposer and Seconder**
7. Election of the Committee – Chair – **Proposer and Seconder**
## **The members who offer themselves for election are:**
|David Rodway|Meg James|
|---|---|
|Andrew Craig|Nikki Lindsey|
|Tony Wharton|Gillian Adams|
|Phillipa Allison|Mark Dowdney|
|Nigel Cudby|Barry Peters|
|Peter Andrew||
8. Appointment of the Independent Examiner – Treasurer – **Proposer and Seconder**
9. AOB
3
## **ELMBRIDGE U3A**
## **REGISTERED CHARITY NO. 1071550**
## **TRUSTEES REPORT FOR THE YEAR TO 31 DECEMBER 2023**
## **Legal and Administrative Information**
The Trustees and their Offices, (the committee), who served throughout 2023 are as follows:
|**Trustee Name**|**Office**|
|---|---|
|Nigel Cudby|Chair|
|David Rodway|Vice Chair and Webmaster|
|Meg James|Committee Secretary|
|Andrew Craig|Treasurer|
|Tony Wharton|Membership Secretary|
|Barry Peters|Groups Secretary|
|Nikki Lindsey|Speaker Secretary|
|Gillian Adams|Newsletter Editor|
|Mark Dowdney|Marketing and Public Relations|
|Phillipa Allison|Website Development|
|||
The registered address is:
The Sanctuary, 21 Matham Road, East Molesey, Surrey KT8 0SX
## **Agents and Advisers:**
**Bankers:** National Westminster Bank plc. 73 High Street, Walton-on-Thames,
Surrey KT12 1DW
**CCLA:** Charity Funds, One Angel Lane, London EC4R 3AB
## **Independent Examiner:**
Adrian Searle FCA ACMA CGMA Chartered Accountant
122 Thorkhill Road, Thames Ditton,
Surrey KT7 0UW
4
## **Structure and Governance**
The governing document is a Constitution dated 26 March 1998, as amended 21 March 2003, 2 April 2014 and 4 April 2018
## **Management**
We have had a very strong year underpinning our continued growth and expanding our offerings to our members; more groups, better communications and exciting developments. Our marketing campaign has created a greater awareness of the u3a which has consequently led to continued growth in our membership. This exceeded 1400 at the end of December 2023. In November we had another Group Leaders conference to celebrate the invaluable contribution from our amazing volunteers.
## **Performance and Objectives**
We have begun updating our documentation to provide improved clarity for our Group Leaders and members as well as ensuring we are compliant with the emerging requirements of third party venues utilised by our members. This will continue as we transfer to our new website which will, due to its more up to date design features, present Elmbridge u3a in a much better way and be a more beneficial asset to members and the public alike.
Many new groups have been established in the last twelve months creating even more activity choices. Elmbridge Friends now numbers 180 and is increasingly delivering to its members with events, whilst three new sub-groups have been formed in the first quarter of 2024.
We have concentrated on integrating new members into our u3a with Peter Andrew taking on the role of New Members Secretary and have focused on the perennial issue of full groups with a Committee Member taking on the role to coordinate information and address issues.
Early in the year, we formed an affiliation with The Riverhouse Barn Arts Centre which led to a number of exciting and successful initiatives for patrons of both organisations.
Looking forward to 2024/25 our plans include creating more opportunities together with The Riverhouse Barn Arts Centre, identifying other potentially beneficial affiliations, getting the new website firmly established as an attractive and welcoming communications channel for members as well as the public, and improving our support documentation to meet external requirements whilst better informing our Group Leaders.
Sadly one of the two Spelthorne U3A’s wound down in 2023 in part due to the inability to find members willing to participate in the organisation and committee. The Third Age Trust allocated £1500 of the residual funds to Elmbridge U3A, which appears as a donation in our Receipts and Payments Accounts. It is the intention of the committee to specifically allocate and use the sum for the future development of Elmbridge U3A.
## **Marketing and Public Relations**
Our recruitment campaigns and promotional activities to raise awareness of Elmbridge u3a bore spectacular fruit in 2023 and our membership reached 1,400 at the end of the year – a record. We plan to carry on this work in 2024 to try and ensure a steady flow of new members who can enjoy the many and varied groups we offer. A word of thanks is due to our 98 group leaders who are all volunteers and who give up their time and often allow their homes to be used for meetings so the rest of our large membership can indulge their passion for an activity, hobby, sport, or learning something new.
To raise Elmbridge u3a’s profile, we succeeded in placing a full-page article in the national Third Age Matters magazine last summer, illustrated by five photographs of members. The article described some of the outings of our very successful Adventurous Activities Group, including tree-top rope climbing and zip wires at Chessington’s Go Ape adventure park, paddle-boarding on The Thames, and fast car driving at Brooklands.
5
Following our success in 2022 of running a recruitment stall at the West End Village show on August Bank holiday, we repeated the exercise last year. Unfortunately the day was marred by torrential rain showers, but we still managed to sign up a dozen new members. As an experiment we also started a gift certificate scheme at Christmas which members could use to gift membership to a friend or relative, but it did not attract many buyers.
Early in the year we were delighted to create an affiliation with The Riverhouse Barn Arts Centre, the aim of which is to generate greater awareness of each organisation and to increase benefits to members of both. This was realised by, amongst others, our Photography Exhibition at the Barn in the summer which attracted over 200 visitors, the joint Philosophy Café which has proved hugely successful, and discounted tickets for u3a members for specific events at the Barn.
## **Monthly Speaker Sessions**
We have been very pleased to welcome a growing number of members to our varied programme of monthly talks at Claygate Village Hall. Where space allows, we also welcome visitors too but members will always take priority when there are capacity issues. Members are advised that to be sure of a place, early arrival is recommended. Where possible, we also record these talks for later transmission on the Elmbridge YouTube channel for members who are unable to attend on the day. This is not always possible due to intellectual copyright issues with some presentations.
The talks could not be run without the assistance of a core team of volunteers who provide both technical support and help in welcoming members on the door, arranging the seating and providing refreshments. We!d like to thank all of them for their continued assistance in making these meetings such enjoyable events and hope to welcome many more members in the year ahead.
Following many of the monthly talks, Pat Tilley has been running a Smartphone clinic offering 1:1 support on technical issues. This has been a welcomed by many members.
## **Membership**
The member profile during 2023 was more or less back to normal. The number of new members was 234 which is above the norm, only exceeded by one earlier year. Various promotion events have been held which have added new members and such events will continue into 2024.
Regarding renewals, at the time of reporting the amount of leavers was approx 10%. Late renewals are chased up over January and beyond, so the eventual total is expected to fall a bit. Normally, approx 10% of our members do not renew due to normal life events e.g. moving, health/mobility, insufficient time to participate. The renewals to date are above 85% of the 1274 members due for renewal.
New member meetings are re-established on a bi-monthly basis in a local hall. This helps new members settle in. These meetings are well attended and aimed at encouraging new members to take an active part in joining groups and giving new members a taste of the social u3a environment. They also provide an opportunity to spot future group leaders and helpers for the future.
## In Memoriam
Tom Appleton joined Elmbridge u3a in April 2006 and became a committee member and treasurer in June 2006. In 2008 he became both the Chair and treasurer and retained both roles until Andrew Craig took over as treasurer. Tom guided and grew Eu3a over the next five years until Janet Larcher took over as chair in 2013. During his time as Chair of Eu3a Tom also supported the growth of South East regional meetings of u3as and chaired these meetings. Tom was made an honorary member of Eu3a in November 2016. He was a highly respected and much loved member of our organisation. **Groups**
6
Group Leaders are the lifeblood of our organisation. They give freely of their time, expertise, enthusiasm and, often, their homes. We are extremely grateful to all of them. Our Group Leaders represent about 7% of Elmbridge u3a. We would love to have more of you. If you think you have an interest you could share with others, do talk with our Groups Secretary or another member of the Committee about it.
Total number of groups = 118 of which 7 are associated non-u3a groups. New groups formed = 16 Group closures = 10
Number of Group Leaders = 92 of which 18 lead 2 groups, 2 lead 3 groups and 4 lead 4 groups.
## **Groups by subject :**
## **Arts & Crafts, Music**
Choir, Classical Music, Eu3a Band, Flower Painting, Music and all that Jazz, Needlecraft, Photography (2) plus one associated group – Drawing & Painting. **Total = 9.**
## **Reading, Writing and Talking**
Book Reading (7), Current Affairs, Discussion, Play Reading (2), Writing Your Life Story. **Total = 12.**
## **Foreign Languages**
French (7), German (5), Italian (3), Spanish. **Total = 16.**
## **General Knowledge, Mathematics and Science**
Aviation, Biography of Famous People (2), Exploring Maths, Genealogy, Geopolitics (2), History of Art, Military History, Philosophy (2). **Total = 11.**
## **Special Interests, Life Skills**
Film Appreciation, Gardening, Plant Exchange, Rail Enthusiasts, Scoff, Travel Experience, Wine Appreciation (2). **Total = 8.**
## **Card, Board and other Games**
Backgammon, Bridge (9) plus one associated group – Guided Play, Card Club, Chess, Mahjong, Quiz (2), Rummikub (2), Scrabble (3). **Total = 20.**
## **Physical Activities**
Adventurous Activities, Circle Dancing, Croquet, Cycling, Folk Dancing, Golf (2), Line Dancing, Petanque/Boules (2), Pickleball (7), Table Tennis (5), Tennis, Walking (5), plus 5 associated groups – Bowls (3), Folk Dancing, Pilates. **Total = 33.**
## **Social Activities**
Adventurous Explorers, Di’s Days Out, Elmbridge Friends, Lunch Clubs (3), Social Walking (2), Theatre Trips. **Total = 9.**
## **TOTAL GROUPS AND ACTIVIT IES = 118.**
7
## **Financial Overview**
## **General Funds**
The Accounts show an excess of receipts over payments on General funds of £4,851 (2022: £324). There was significant increase in receipts of £5,739 (2022: £3,272), whereas payments only increased by £1,212 (2022: £3,536). The key points are:
- Membership income increased by £4,321 (2022: £1,602) reflecting the rise in membership and the increase in the membership fee for 2024 to £14.
- At 31 December 2023 we had received £17,076 relating to 2024 from 1220 members (2022: £12,725 from 1060 members).
- We benefitted this year from a receipt of £1,500 donation from the winding up of Spelthorne U3A.
- The increase in interest received reflects the rise in interest rates.
- Year on year there were increases in the Third Age costs of £523 (2022: £1,426). These costs are largely calculated in arrears so we can expect a significant increase in the payments to be made in 2024.
- The increase in the Elmbridge Newsletter, arises from the increase in membership numbers, postage and printing.
- The net costs of the monthly meetings reduced to £483 (2022: £855). Although attendance increased, the associated costs of the meetings were only marginally higher.
- Under the heading of Administration which includes general administration, IT and Paypal fees the costs reduced year on year. In 2022 costs included a new laptop.
## **Bank Balances and Membership fees**
At 31 December 2023 cash and bank balances were £38,267, of which £17,076 relates to 2024 membership fees in advance.
In looking at our membership fee for 2024, we must make a projection of our receipts and payments for both 2024 and 2025 anticipating the level of future cost increases. We are advised that The Third Age Trust has kept the per head affiliation fee at £4 but that the TAM subscription has been increased to £3.80 per head. We must also anticipate a further increase in other costs, particularly those of the Newsletter.
Based on the present bank balances we currently have sufficient funds to cover 2024 and 2025 at the present membership of £14, so no increase will be proposed at the AGM.
## **Ring-fenced activities**
On the Ring-fenced activities the excess of receipts over payments of £9,349. (2022: £2,686) relates to timing differences due to the receipt of amounts in advance for future activities and trips as well as to the late invoicing of costs.
8
|**ELMBRIDGE U3A**|||||||||
|---|---|---|---|---|---|---|---|---|
|**RECEIPTS AND PAYMENTS**|||||||||
|**for the year ended 31 December**||**2023**|||||||
||||||||||
|||**2023**||||**2022**|||
||||||||||
||Note|**General**|**Ring-**
**fenced**
**group**
**activities**|**Total**||**General**|**Ring-**
**fenced**
**group**
**activities**|**Total**|
|**RECEIPTS**|||||||||
||||||||||
|Membershipreceipts duringtheyear|1|20,164|-|20,164||15,843|-|15,843|
|Gift Aid Tax refund|2|2,955|-|2,955||2,724|-|2,724|
|Other income||-|-|-||-|-|-|
|Donations|3|1,538|-|1,538||746|-|746|
||||||||||
|Advances to assist groups: amount repaid
inyear|4|115|-|115||611|-|611|
||||||||||
|Miscellaneous|||||||||
|Deposit account interest||578|-|578||105|-|105|
|Monthlymeetings: income|5|1,301|-|1,301||883|-|883|
|||1,879|-|1,879||988|-|988|
||||||||||
|Cash collected byRing-fencedgroups|13|-|52,436|52,436||-|19,117|19,117|
||||||||||
|**Total Receipts**||**26,651**|**52,436**|**79,087**||**20,912**|**19,117**|**40,029**|
||||||||||
||||||||||
|**PAYMENTS**|||||||||
|Third Age Trust affiliation fee||(5,028)|-|(5,028)||(4,824)|-|(4,824)|
|Third Age Matters||(3,282)|-|(3,282)||(3,024)|-|(3,024)|
|Beacon costs||(1,266)|-|(1,266)||(1,205)|-|(1,205)|
|Third Age Trust costs|6|(9,576)|-|(9,576)||(9,053)|-|(9,053)|
||||||||||
|Elmbridge Newsletter|7|(7,465)|-|(7,465)||(6,297)|-|(6,297)|
||||||||||
|Elmbridge U3A activities|||||||||
|GroupLeaders' events|8|(672)|-|(672)||(600)|-|(600)|
|Monthlymeetings: Speakers and room hire|5|(1,784)|-|(1,784)||(1,738)|-|(1,738)|
|Publicity& Advertising|9|(323)|-|(323)||(309)|-|(309)|
|New members' meetings|10|(360)|-|(360)||(324)|-|(324)|
|||(3,139)|-|(3,139)||(2,971)|-|(2,971)|
||||||||||
|Administration|||||||||
|General administration expenses|11|(735)|-|(735)||(692)|-|(692)|
|IT related costs|12|(540)|-|(540)||(825)|-|(825)|
|Paypal fees||(230)|-|(230)||(223)|-|(223)|
|||(1,505)|-|(1,505)||(1,740)|-|(1,740)|
||||||||||
|Advances to assistgroupactivities|4|(115)|-|(115)||(527)|-|(527)|
||||||||||
|Payments on behalf of Ring-fencedgroups|13|-|(43,087)|(43,087)||-|(16,431)|(16,431)|
||||||||||
|**Total Payments**||**(21,800)**|**(43,087)**|**(64,887)**||**(20,588)**|**(16,431)**|**(37,019)**|
||||||||||
|**Excess of Receipts over**
**Payments**||**4,851**|**9,349**|**14,200**||**324**|**2,686**|**3,010**|
||||||||||
|**Opening bank balances 1 January**
**2023**||**33,416**|**7,379**|**40,795**||**33,092**|**4,693**|**37,785**|
||||||||||
|**Closing bank balances 31**
**December 2023**||**38,267**|**16,728**|**54,995**||**33,416**|**7,379**|**40,795**|
||||||||||
||||||||||
|_The notes attachedform an integralpart of _||_these accou_|_nts_||||||
||||||||||
9
|**ELMBRIDGE U3A**|||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
|**Statement of Assets and Liabilities**|||||||||||||
|**for the year at 31 December 2023**|||||||||||||
||~~pj~~|**At 31 December 2023**
~~pjyt~~||~~yttye~~|~~tye~~|~~tye~~|~~tye~~|**At 31 December 2022**
~~Tf~~|||||
||**General**
**funds excl**
**Advanced**
**membership**
~~pj~~|**Advanced**
**membership**
**(see note 1**
**below)**
~~pjyt~~|**General**
**Funds**
~~yt~~|**Ring-fenced**
**group**
**activities**
~~yttye~~|**Total**
~~tye~~|~~tye~~|**General**
**funds excl**
**Advanced**
**membership**
~~tye~~|**Advanced**
**membership**
**(see note 1**
**below)**
~~Tf~~|**General**
**funds**
~~Tf~~|**Ring-fenced**
**group**
**activities**|**Total**||
||**(£)**
~~pj~~|**(£)**
~~pjyt~~|~~yt~~|**(£)**
~~yttye~~|**(£)**
~~tye~~|~~tye~~|**(£)**
~~tye~~|**(£)**
~~Tf~~|~~Tf~~|**(£)**|**(£)**||
|**Funds**|~~pj~~
~~PEPPER~~|~~pjyt~~
~~PEPPER~~|~~yt~~
~~PEPPER~~|~~yttye~~
~~PEPPER~~|~~tye~~
~~PEPPER EEE~~|~~tye~~
~~EEE~~|~~tye~~
~~EEE~~|~~Tf~~
~~EEE~~|~~Tf~~
~~EEE~~|~~EEE~~|~~EEE~~||
||~~pj~~
~~PEPPER~~|~~pj yt~~
~~PEPPER~~|~~yt~~
~~PEPPER~~|~~yt tye~~
~~PEPPER~~|~~tye~~
~~PEPPER EEE~~|~~tye~~
~~EEE~~|~~tye~~
~~EEE~~|~~Tf~~
~~EEE~~|~~Tf~~
~~EEE~~|~~EEE~~|~~EEE~~||
|Balance brought forward at 1 January2023|20,691
~~PEPPER~~|12,725
~~PEPPER~~|33,416
~~PEPPER~~|7,379
~~PEPPER~~|40,795
~~PEPPER EEE~~|~~EEE~~|20,515
~~EEE~~|12,577
~~EEE~~|33,092
~~EEE~~|4,693
~~EEE~~|37,785
~~EEE~~||
||~~PEPPER~~|~~PEPPER~~|~~PEPPER~~|~~PEPPER~~|~~PEPPER EEE~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~||
|Excess of Receipts over Payments in theyear|4,851
~~PEPPER~~|-
~~PEPPER~~|4,851
~~PEPPER~~|9,349
~~PEPPER~~|14,200
~~PEPPER EEE~~|~~EEE~~|324
~~EEE~~|-
~~EEE~~|324
~~EEE~~|2,686
~~EEE~~|3,010
~~EEE~~||
|Change in advanced membership (note 1)|(4,351)
~~PEPPER~~|4,351
~~PEPPER~~|-
~~PEPPER~~|-
~~PEPPER~~|-
~~PEPPER EEE~~|~~EEE~~|(148)
~~EEE~~|148
~~EEE~~|-
~~EEE~~|-
~~EEE~~|-
~~EEE~~||
||~~PEPPER~~|~~PEPPER~~|~~PEPPER~~|~~PEPPER~~|~~PEPPER EEE~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~||
|**At 31 December 2023**|21,191
~~~~~|17,076
~~EEE~~|38,267
~~EEE~~|16,728
~~EEE~~|54,995
~~EEE~~||20,691
~~Ey~~|12,725
~~Ey~~|33,416
~~Ey~~|7,379
~~Ey~~|40,795
~~Ey~~||
||~~~~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~||~~Ey~~|~~Ey~~|~~Ey~~|~~Ey~~|~~Ey~~||
||~~~~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~||~~Ey~~|~~Ey~~|~~Ey~~|~~Ey~~|~~Ey~~||
|**Represented by Bank Balances**|~~~~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~||~~Ey~~|~~Ey~~|~~Ey~~|~~Ey~~|~~Ey~~||
||~~~~~|~~EEE~~|~~EEE~~|~~EEE~~|~~EEE~~||~~Ey~~|~~Ey~~|~~Ey~~
|~~Ey~~
~~te~~|~~Ey~~
~~te~~||
|Bank deposit account|||33,377
~~tty~~|5,500
~~tty~~|38,877
~~tty~~||||10,856
~~LE~~|-
~~LEte~~|10,856
~~LEte~~||
|Bank and PayPAL accounts|||4,890
~~tty~~|~~tty~~|4,890
~~tty~~||||22,560
~~LE~~|-
~~LEte~~|22,560
~~LEte~~||
|Ring-fencedgroupbank accounts|||~~tty~~|11,228
~~tty~~|11,228
~~tty~~||||-
~~LE~~|7,379
~~LEte~~|7,379
~~LEte~~||
||||~~tty~~|~~tty~~|-
~~tty~~||||~~LE~~|~~LEte~~|~~LEte~~||
||||~~tty~~|~~tty~~|-
~~tty~~||||~~LE~~|~~LEte~~|~~LEte~~||
|**TOTAL ASSETS**|||**38,267**
~~tty~~|**16,728**
~~tty~~|**54,995**
~~tty~~||||**33,416**
~~LE~~|**7,379**
~~LEte~~|**40,795**
~~LEte~~||
|||||||||||~~te~~|~~te~~||
|Note||||||||||~~te~~|~~te~~||
|1. Advanced membership: This is the Receipts in 2023 which relate to 2024 Membership|||||||||||||
||||||||||||||
||||||||||||||
||||||||||||||
|Signed by two trustees on behalf of all the
trustees
~~ee~~|~~ee~~||||~~ee~~|~~|~~|~~|~~||||~~|~~||
|~~ee~~|~~ee~~||||~~ee~~|~~|~~|~~|~~||||~~|~~||
|~~ee~~|13.3.24
~~ee~~||||~~ee~~|~~|~~|13.3.24
~~|~~||||~~|~~||
|~~ee~~|~~ee~~|~~ee~~|~~ee~~|~~ee~~|~~ee ~~|~~|~~|~~|~~|~~|~~|~~|~~|~~|~~|~~|~~||
||||||||||||||
10
## **ELMBRIDGE U3A Notes to RECEIPTS AND PAYMENTS for the year to 31 December 2023**
## **Accounting Policies**
The accounts are prepared in accordance with the Charities Act 2011.
These accounts show both the General and Ring-fenced Group Funds of Elmbridge U3A and are prepared on a receipts and payments basis so that these include:
- a. all membership fees and other receipts,
- b. all monies collected for Ring-Fenced activities and,
- c. all expenses and costs
received and paid in the year, irrespective of the period to which these relate.
The General Funds: This covers the activities carried out for general benefit of Elmbridge U3A.
Ring-fenced Group activities: all Group activities are self-funding and independent of the General Funds of Elmbridge U3A so there is no contribution to or from General Funds and all monies collected by a group activity are used by and held for the benefit of that group.
Receipts are sums paid by members towards group activities. Payments are the costs incurred by those groups in carrying out their activities, include such as admission fees, theatre tickets and coaches, equipment, hire of venues and music.
The Group activities include Di’s Jaunts, Theatre trips, Elmbridge Friends, Line dancing, Pickleball and the Elmbridge U3A Choir.
## **Overview**
Receipts exceeded payments both on General funds by £4,851 (2022: £324) and on the Ring-fenced activities by £9,349 (2022: £2,686).
## **Receipts and Payments: Notes**
## 1. Membership receipts:
- Our membership year runs from 1 January to 31 December. The bulk of our membership receipts are banked in the period October to December, in advance of the start of the new membership year and so those receipts are at the rate that applies for the new year.
- The increase in membership income in the year was £4,321 to £20,164 (2022: increase £1,602). This reflects the rise in the number of members and as well as the increase of the annual subscription from £12 to £14.
- Membership received in advance as 31 December 2023 relating to 2024 was £17,076. The equivalent at 31 December 2022 was £12,725.
2. The Gift Aid: The Gift Aid is claimed in arrears based on membership receipts in the previous 12 months to 31 December.
3. Donations: In 2023 we benefitted from a distribution of £1,500 from Spelthorne U3a, which was wound up during 2023. (In 2022 there was a one-off exceptional donation of £700). We are also grateful to several members who also made donations for the benefit of Elmbridge U3A in 2023 and 2022.
11
4. Advances to assist groups: The General Funds, from time to time, provide short term funds to groups to facilitate their establishment or development, with the advance being repaid over an agreed period by contributions from members of those groups.
## 5. Monthly Meetings:
- The receipts from meetings at Claygate Village Hall were £1,301 (2022: £883). Numbers attending the monthly talks appears to be on an upward trend.
- Monthly meeting costs, which include those of the speaker and the rental of Claygate Village Hall were £1,784. (2022: £1,738).
## 6. Third Age Trust Costs:
- The Third Trust charges an annual affiliation fee calculated on the actual number of members as at 31 March.
- The Third Age Matters is paid in May, based on the number of copies despatched in the year to the previous February.
- The Beacon licence is also membership based.
7. Newsletter: the cost of the printing and posting the tri-annual newsletter increased to £7,465 in 2023 from £6,297 in 2022.
8. A Group leaders’ event took place during the year (£672) (2022: £600).
9. Publicity and marketing spend included a successful stand at the West End summer fair.
10. Spend on new members meetings totalled £360 (2020: £324).
11. Administration costs increased marginally to £735 (2020: £692).
12. IT related costs: this covers the Dropbox subscription and Zoom licence costs. In 2022 a new PC was acquired.
## **Ring- fenced group activities**
13. The number and scale of group activities increased in 2023. The excess of income of £9,349. (2022: £2,686) relates to timing differences due to the receipt of amounts in advance for future activities and trips as well as to the late invoicing of costs.
12
## **ELMBRIDGE U3A Independent Examiner’s Report**
I report on the accounts for the year ended 31 December 2023
## **Respective responsibilities of trustees and examiner**
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under Section 144(2) of the Charities Act 2011 (the 2011 Act). An independent examination is required by the Charity Commission as the Receipts exceed £25,000.
It is my responsibility to:
- examine the accounts under Section 145 of the 2011 Act;
- follow the procedures laid down in the General Directions given by the Charity Commission under Section 145(5)(b) of the 2011 Act; and
- state whether particular matters have come to my attention.
## **Basis of independent examiner’s report**
My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a true and fair view and the report is limited to those matters set out in the statement below.
**Independent examiner’s statement** In connection with my examination, no matter has come to my attention: 1) which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with Section 130 of the 2011 Act; and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met; or 2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed: 13th March 2024
Adrian Searle FCA ACMA CGMA Chartered Accountant 122 Thorkhill Road,
Thames Ditton, Surrey KT7 0UW
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## **MINUTES OF THE 25th ANNUAL GENERAL MEETING OF ELMBRIDGE u3a**
Held at CVH 1.30 Wednesday 5[th] April 2023
## **Present:**
Nigel Cudby Chair David Rodway Vice Chair Andrew Craig Treasurer Meg James Committee Secretary Margaret Kyriakou Groups Secretary Nikki Lindsey Speaker Secretary Philippa Allison Web Development Gillian Adams Editor Mark Dowdney Publicity Peter Almond New Members Barry Peters +120 Members
The chair introduced the Committee to the members.
## **1. Apologies** Tony Wharton
## **2. Minutes**
Resolved that the Minutes of the 24rd Annual General Meeting of Elmbridge U3A held on 6[th] April 2022 be approved and signed by the Chair.
Proposed by: Sylvia Rodway Seconded by: Roger Day Passed: nem con
## **3. Matters arising**
There were no matters arising.
## **4. Chair’s Address on behalf of the Trustees (Committee)**
It is great to see so many of you here today, thank you for coming. 2022 was a good year for Elmbridge u3a.
- The year ended with our highest ever membership
- Our largest number of Groups
- Our first Group Leaders Conference since Covid
- A gradual rise in numbers attending the speaker sessions which has continued this year taking us back to pre-Covid levels
- The establishment of our Elmbridge Friends group and several other new groups
- Philippa Alison joined the committee to manage the transition to the newly proposed Website. She also sits on the TAT team developing the new system.
- We witnessed the amazing growth of Pickleball - we have the largest u3a Pickleball club and are now registered as a club with Pickleball England
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- A marketing campaign which successfully promoted Elmbridge u3a
- • We produced our first promotional video
None of this would have been possible without the dedication of our volunteers.
Apart from thanking my committee member colleagues for their incredible commitment to our u3a I would like to express our thanks to our technical team and our talk’s team – working largely behind the scenes they really do keep the show on the road. And also to all of our members.
As we move forward our plan is to
- Focus on new member integration
- Improve the waiting list situation
- Continue to grow
- Create even more opportunities and activities
- Engender an open and more inclusive u3a
Finally, I would like to thank Margaret Kyriakou who is stepping down from the role of Groups Secretary today. Margaret is continuing as a Groups Coordinator. And David Rodway who stepped down as acting Chair at the end of last year – a role he filled on top of his myriad of other activities. David will continue as Vice Chair and Webmaster. We extend a warm welcome to Barry Peters who is taking on the Groups Secretary role.
We constantly need volunteers - call me if you want to offer your services.
## **Adoption of the Annual Report of the Trustees (Committee) for the year ended 31 December 2021**
Proposed by: Nigel Scott Seconded by: Rosalind Stew Passed, nem con
## **5. Treasurers Address on the Examined Accounts for the year ended 31 December 2021**
Good afternoon ladies and gentlemen and thank you for joining us for our AGM. Printed Copies of the Annual report and accounts to 31 December 2022 have been put out for you although these have been previously made available on line. The general funds relate to the overall activities of Elmbridge U3A for the benefit of all members. The Ring fenced are funds held on behalf of certain groups such as the theatre and jaunts and whose activities have no impact on the finances of the General fund.
Our accounts are very simple, namely cash accounting, showing the monies paid into (receipts) and the monies paid out (payments) of our bank accounts
For example money received to renew your 2023 membership before the 31st of December 2022 is included in our 2022 receipts. Similarly expenses are shown as and when paid. In other words these are not related to the period to which those income or costs relate.
As an overview our Bank accounts in the General fund increased in the year by £324 to £33,416. The Bank balance sounds a large figure but of this £12,725 relates to 2023 renewals received by 31 December 2022.
Although the bank account increased by £324, our 2022 numbers include a one off receipt of £700.
Our principal source of income is our membership fees. Membership fees received were higher in 2022 by £1,602 largely due to an increase in membership in the year.
Of our Payments, those to the Third Age Trust account for nearly 50%. These payments are outside our
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control and are a function of membership numbers and the unit costs charged by the Third Age trust. In 2022 both of these increased.
For example the affiliation fee is based on the number of members as at 31 March each year. The Third Age Matters magazine is also based on the number of copies sent in the year.
The same principle applies to the Elmbridge Newsletter. Higher postage and printing charges, increased membership as well as more activities to report pushed up the cash spend.
A full programme at CVH meant higher receipts at the door, and a resumption of hire charges but lower Zoom costs.
Administration costs were higher as activities returned to normal levels.
Finally I would like to say we all owe a special vote of thanks to Adrian Searle for conducting an examination of the accounts and to all individuals, who behind the scenes make Elmbridge U3A so successful and vibrant.
## **Adoption of the Financial Report for the end of year 31[st] December 2021**
Proposed by: Mark Davis Seconded by: Christine Purdy Passed: nem con
## **6. Membership Fees for 2024**
At the AGM we set the membership fee for the following year, in this case 2024.
Your committee has to look at our cash flow through to the December of the following year, so we have carefully looked at our numbers to December 2024. Inflation is running at over 10%, we and the Third Age Trust are confronted with increased costs such as postage and stationery.
As a result we are forecasting our payments will be significantly higher than receipts in 2023 and 2024. . To add to this we also need to attract new members, new groups and activities so we can continue to flourish.
Taking into account the pressures we face the committee is proposing that the membership fee for 2024 is increased by £2 to £14, in order to retain our financial position. I urge you to support this.
Proposed by: Marion Putland Seconded by: Chris Dyer Passed, nem con
## **7. Election of Committee**
The following members were offering themselves for election:
Nigel Cudby Peter Almond Meg James Andrew Craig Nikki Lindsey Gillian Adams Mark Dowdney David Rodway Tony Wharton Philippa Allison Barry Peters
The Chair asked that these members be elected.
Proposed by: David Hinton Seconded by: Stephen Black Passed, nem con
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## **8. Appointment of Independent Examiner**
Adrian Searle has indicated that he is happy to continue acting as Elmbridge U3A Independent Examiner for next year.
Proposed by: Sylvia Rodway Seconded by: John Larcher Passed, (nem con)
## **9. Any other business**
It was suggested that a flyer could be produced advertising Elmbridge u3a which could be given by members to friends. The Chair explained that we have flyers which we will have available at future Speaker Sessions and that a “Bring a Friend” coffee morning was being arranged which would serve a similar purpose.
**The Chair closed the meeting at 1.55**
**The next AGM will take place on Wednesday 3rd April 2024**