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← Christchurch University Of The Third Age

2024-07-31-accounts

CHRISTCHURCH u3a ANNUAL GENERAL MEETING (AGM)

INDEX

Pages 10 - 15 > Policy Documents

Pages 17 - 19 > Financial Report

No spare copies of this booklet will be available at the meeting, so please bring your own copied sent to you

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CHRISTCHURCH u3a ANNUAL GENERAL MEETING (AGM)

MONDAY 11[TH] NOVEMBER 2023

The meeting will start at 2 PM

Christchurch Baptist Church

1 Beaconsfield Road

Christchurch

BH23 1QT

Charity No: 1091197

AGENDA

The meeting will be followed by a performance by the u3a Ukulele Group.

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Free tea, coffee and biscuits will be available at the conclusion of the event.

CHRISTCHURCH u3a - COMMITTEE MEMBERS

Trustees Trustees
John Bell Chair
KathleenSmith Treasurer
SueFillery Secretary
Eileen Lancaster Membership Secretary andWebmaster
John Fairbairn New Members ContactandVice Chair
PaulaWatton Publicity Coordinator
Jackie Sherman Group Coordinator
Ian Peterkin Programme Coordinator
ElaineTrayler EpicentreManager
Non-Trustees
RosemaryMcCulloch MagazineEditor
Sue Crosoer Venues Coordinator
Phil Erwin Assistant Treasurer
SaraHowell-Davis Examinerof theAccounts
Vacant Posts
* *
Trustees Trustees
John Bell Chair
KathleenSmith Treasurer
SueFillery Secretary
Eileen Lancaster Membership Secretary andWebmaster
John Fairbairn New Members ContactandVice Chair
PaulaWatton Publicity Coordinator
Jackie Sherman Group Coordinator
Ian Peterkin Programme Coordinator
ElaineTrayler EpicentreManager
Non-Trustees
RosemaryMcCulloch MagazineEditor
Sue Crosoer Venues Coordinator
Phil Erwin Assistant Treasurer
SaraHowell-Davis Examinerof theAccounts
Vacant Posts
* *

** New committee members are always welcome

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Christchurch u3a Annual General Meeting

Minutes of the Annual General Meeting held at Christchurch Baptist Church on Monday 13 November 2023

Present: A list of those members present is attached to a hard copy of these minutes. John Bell thanked everyone for attending the meeting and confirmed the meeting was quorate.

  1. Apologies for Absence were received from: Lin Booth, Marion Curry, Vivian Goodwin, Laila Lacey, Paula Pakemon, Zina Roworth

  2. Minutes of the previous Annual General Meeting held on 14 November 2022 .

The Minutes were accepted and signed as a true record

Proposer: Jennet Lambert. Seconded: Margaret Thomas.

  1. Matters Arising. There were no matters arising.

  2. Chair’s Report. John Bell said Christchurch u3a is committed to providing the best possible experience for members through the delivery of a diverse range of activities. In these difficult post Covid times the impact of social isolation is understood so the programme has been extended to include activities in the evenings and at weekends. The term length has also been extended by two weeks to provide more value and opportunity for members.

JB was pleased to report that despite the many challenges of the past few years Christchurch u3a is now in a stable financial position. He is confident the future of Christchurch u3a is secure with many years of successful operation in the future.

Since the last AGM there have been several changes to the committee. Mary Fyfe stood down as Assistant Programme Co-ordinator, Sarah Howell-Davis stood down as Project Manager Web Migration, Janice Miller stood down as Vintage Brass Representative. Also after several years of dedicated service Helen Heatley has vacated the Programme Coordinator role, John Childs has decided to hand over the mantle of Auditor, Ron Watson has stepped down from the Active New Editor role and Chris Powell has relinquished the Webmaster role. JB thanked all departing members for their outstanding contribution to Christchurch u3a.

JB said it was important to remember that Life President, Norman Richards, passed away this year shortly after reaching the age of 100. Best wishes are extended to his family.

JB welcomed new Committee members,: Jackie Sherman, Group Coordinator Rosemary McCulloch, Publicity team taking on responsibility for Active News Ian Peterkin, Programme Coordinator Martin Prince, Publicity team

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JB thanked all Group Leader and deputies, past and present, for their tireless work to deliver an exceptional programme. It is recognised that a considerable amount of time and effort is invested in running Groups that bring pleasure, friendship, health benefits and learning to members.

JB recognised the vital contribution of the many volunteers who work in the background supporting the office function, catering, helping with repairs and other group activities.

In addition to the volunteers JB thanked all members, past and present, for joining and committing to u3a.

JB said it would be remiss not to mention the difficult decision to remove the free membership benefit for Group Leaders and Committee members. The decision was made to bring Christchurch u3a into line with the overall ethos of u3a, which is recognition should not be linked to financial benefit, and to ensure that all members contribute to the financial success of the organisation. Over the next few months it is planned to evaluate how the contribution made by all volunteers is recognised. Identifying a suitable recognition process is a challenging topic for all organisations.

Finally, the main challenges are to continue to develop the range and scope of the Programme and to implement a strategy for managing the financial reserves.

Members willing to start a new Group to further develop the range of activities and invigorate the Programme are constantly being sort.

On behalf of the Committee JB wished everyone a very happy and fulfilling year.

  1. Approval of updated Constitution. The Christchurch u3a Constitution, which was last reviewed on 12 January 2015, has been updated to bring it in line with the governing authority Third Age Trust’s (TAT) recommended constitution. The TAT draft constitution template is used as the basis for the updated Christchurch Constitution which is on the Christchurch u3a website pending approval and adoption by members at the AGM. An amendment was proposed to the updated Constitution to change clause 12.2.b from “one fifth of the total membership” to “5% of the total membership”.

Proposer: Mary Fyfe. Seconded: Ernie Ball The updated Christchurch u3a Constitution was approved and adopted unanimously.

6. Financial Report. Kathleen Smith reported the financial year had ended with the accounts being in a better position than predicted. Membership numbers, having recovered from the covid years, are at 900.

KS’s first task as the new Treasurer was to bring the accounts into the 21[st] century. All accounts are now online. Sub-accounts have been opened for the Travel, Theatre and Social Events Groups. Members are encouraged to make payments by BACs to reduce the workload of Group Leaders.

A card reader is available at the Epicentre office for membership payments.

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In the forthcoming year KS will analyse the finances to produce a more meaningful monitoring and reporting process especially with regard to venues and costs.

KS said the CCLA reserves are showing interest rates down.

In accordance with national u3a guidelines and in line with the majority of UK u3as, Group Leaders and Committee members subscription fees were introduced for the year 23/24.

When reviewing the end of year Accounts it is important to understand that all financial transactions during the financial year are represented. To get a clearer understanding of the year’s financial performance the cash flow for the current year, 22/23, includes subscriptions for 21/22 pulled through from the previous accounting period.

6. The Accounts

The Accounts, audited by John Childs, were approved and accepted.

Proposer: Pat Parker. Seconded: Margaret Thomas The Accounts and Financial Report were accepted unanimously.

JB thanked John Childs for his years of dedicated service as Examiner of the Accounts and asked for a volunteer to take on the role.

7. Election of Management Committee

The committee members were introduced:

John Bell Chair. John Fairbairn Vice-Chairman and New Members Contact Sue Fillery Business Secretary Kathleen Smith Treasurer Eileen Lancaster Membership Secretary Ian Peterkin Programme Co-ordinator Jackie Sherman Group Co-ordinator Paula Watton Publicity Organiser Elaine Trayler Office Manager

Also introduced: Judy Hall, Venues Secretary Rosemary McCulloch, Publicity Assistant Martin Prince, Publicity team

Proposed: Pat Parker. Seconded: Margaret Thomas The election of the committee members was accepted.

8. Propositions Received None received.

9. Any Other Business

The Rotary Club thanked John Bell for his interesting talk at their recent meeting. John Bell thanked everyone for attending and the Ukuele Group for providing the entertainment after the AGM.

CHAIR’S REPORT

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Christchurch u3a continues to be committed to providing the best possible experience to our members through the delivery of a wide and diverse range of activities. Your committee are extremely grateful to the many individuals who willingly invest their time and effort with the objective of bringing pleasure, friendship and learning experiences to our community. As a committee we fully understand the impact of social isolation and we continuously strive to refresh our programme to meet the needs of our members.

As we look forward, we can see that the range of group activities is becoming more varied with greater emphasis on delivering opportunities to enable our members to engage in a more diverse range of social activities. There are many new initiatives; an example being the Out of Hours Group is offering an innovative range of activities enabling daytime, evening, and weekend social activities.

Despite many pressures, I am pleased to report that Christchurch u3a is in a stable financial position. It’s an unfortunate fact of life that our costs continue to rise; however, with careful fiscal management, coupled with sustained membership levels, we are confident that our future is secure and that we can look forward to many years of creative and successful operation.

Our budget for FY 24/25 was set in Feb 2024 based on the predicted FY 23/24 performance plus an allowance for inflation and planned capital expenditure. We continue to look for opportunities to reduce our operating costs; however, our priority is on delivering value to our members. Ultimately, financial stability is dependent on achieving sustainable membership and this year, like previous years, we have achieved significant success in maintaining our membership numbers.

From the accounts you will be aware that we have built up substantial reserves which are a testament to effective financial management. We acknowledge that these reserves are higher than that required to meet the Third Age Trust (TAT) statutory requirements. It’s important to emphasise that these reserves now provide us with the long-term financial security to enable us to explore future options for the development of Christchurch u3a. Our strategy for managing the reserves is contained within the Reserves Policy which can be found on the website.

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Looking to the current financial year (24/25) we made the decision to reduce the membership fee by £10 which will be absorbed, in part, by our reserves. In addition, we made the decision to continue with the delivery of a 34-week programme with the aim of delivering more value and opportunity to our members. In February 2025 we will undertake a comprehensive review to set the budget (activities, term length and membership costs) for financial year 25/26. The outcomes of this review will be driven by the prevailing cost drivers and the level of membership.

You will all be aware that Christchurch u3a is an organisation run by the members for the benefit of members. Over the next 12 months several Committee posts are due to be refreshed and it important that we establish an effective and deliverable succession plan. Over the past 18 months it has proved to be increasingly challenging to identify members who are prepared to step up into committee roles. However, we are constantly on the lookout for new members to take up a committee or support role. It’s important to realise that our future is only secure if we can establish a reliable flow of members to take up committee roles.

You have a committee who are individually, and collectively, dedicated to making Christchurch u3a both a success and a rewarding experience for all our members. It’s important to remember that, like all our supporters, we are volunteers who give up our time without the expectation of reward to improve the quality of life for all our members. Our reward is derived from the certain knowledge that we are improving people’s lives and enhancing both their, and our own, life experiences. They are all self-motivated and will always rise to the challenge regardless of the circumstances.

On behalf of us all I would like to extend a warm welcome to Sue Crosoer and Phil Erwin both of whom have volunteered to join your committee. Sue has agreed to take on the Venues Coordinator Role and Phil has agreed to become Assistant Treasurer. Also, I would like to extend my sincere thanks to Judy Hall who is stepping down as Venues Coordinator after almost 7 years in the role. Judy has made a huge contribution to the success of Christchurch u3a, and her legacy will live on. Finally, I would like to thank Martin Prince who stepped down from a publicity support role.

I would also like to take this opportunity to extend my thanks to all our Group Leaders, and their deputies, who have worked tirelessly to deliver an exceptional programme. Their enthusiastic support and dedicated commitment are the lifeblood of Christchurch u3a and

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without their support the value of the programme would be diminished. We fully recognise, and acknowledge, that these individuals invest a considerable amount of time and effort into running groups that bring pleasure, friendship, health benefits and learning to our members and without doubt into improving their life experiences. We are always on the lookout for members who would be willing to start a new group in order that we can further develop the range of activities as well as provide increased availability for existing ones. A good example of this is the Reading Group which has migrated from one to four, well attended groups, meeting in the Library, at a pub and at a home. This was achieved because three extra members volunteering to set up new groups. As a result, we have another 30 people attending Reading Groups. I would also like to recognise the vital contribution of all u3a volunteers who work in the background supporting our office function, catering, helping with repairs and other group activities.

Since its inception Christchurch u3a has developed its internal procedures and processes based on the policy directives defined by the Third Age Trust (TAT). Some two years ago the Trustees initiated an internal review of our Governance requirements which resulted in some changes. Last year we updated our Constitution and several key governance policies. This year we have turned our attention to the policies that drive our internal processes and procedure. We have now completed this process and the relevant communications extracts are attached to this report. Finally, I would like to recognise the contribution made by Rosemary McCulloch for her innovative work on the new Active News on-line format. This has significantly improved our communication to our members.

On behalf of the committee, I would like to wish you all a very happy and fulfilling year as a member of Christchurch u3a.

John Bell

Chair Christchurch u3a

Christchurch u3a Policy Update

Since its inception Christchurch u3a has developed its internal procedures and processes based on the policy directives held on the Third Age Trust (TAT) website. The TAT is our governing body and we have always strived to keep track of policy changes. Some two years ago the Trustees initiated an internal review of our Governance requirements which has resulted in

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some changes. Based on this process we have updated our Constitution to bring it in line with the TAT recommended standard and we have implemented new policies for Financial Control and Reserves Strategy.

This year we have turned our attention to the policies that drive our internal processes and procedure. Having reviewed the current TAT guidance it has become clear that it is now best practice for us to create our own set of Christchurch u3a policies. The purpose of this email is to advise all members that we have now completed this process and the resulting policies are on the website under the “All Members” area. It’s important to stress that, with one exception (detailed below), these new policies merely legitimise what we already do; however, having gone through the process we have also identified a few issues that need to be addressed from a compliancy perspective.

The policies are located on the Christchurch u3a website. They can be accessed by following this path: 1 - open the Christchurch u3a website at Christchurch u3a.org.uk; 2- select “Membership”; 3- select “Members Page” (you will need your u3a number for this step; 4 - select “All Members”; Select “Christchurch u3a Policies”; from here you can view the policies.

As a result of the review the following policies have been implemented:

Over the next few weeks, we will be initiating some actions to ensure that the Christchurch u3a Committee, our Groups and our members are aware of the impact of this set of policies. We are aware that some members do not have access to email or the website so in this case we will communicate with them by mail. A file containing a copy of all policies will be available in the Epicentre.

In the meantime, we would encourage all members to have a look at the policies and make yourself aware of any that are directly related to your ability to make full use of your Christchurch u3a membership.

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John Bell

Chair Christchurch u3a

CHRISTCHURCH u3a SAFEGUARDING

GUIDANCE

Introduction

As part of our on-going Governance Policy Review, we have established that Christchurch u3a needs to implement a Safeguarding Policy in order to meet

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the Third Age Trust (TAT) requirements. Unlike many of the other recently updated policies Safeguarding is a new policy and the purpose of this email is to brief members on why it is required.

Within Christchurch u3a we are a mutually supporting organisation where members are committed to working together to deliver shared benefit to the community. Generally, this mutual support is sufficient to ensure that our members can safely participate in u3a activities and that members are not at risk. However, if any safeguarding issues arise Christchurch u3a needs to be able to respond. More importantly, because our members live in the wider community, we need to ensure that we are sufficiently vigilant to identify any safeguarding issues that impact on them.

In essence “Safeguarding” is about all of us, regardless of our role, looking after each other and, if required, alerting the Christchurch u3a Committee of any concerns. Fundamentally, we all have a responsibility for looking after each other’s wellbeing.

Scope

“Safeguarding” refers to measures designed to protect the health, wellbeing and human rights of our members. The TAT guidelines direct that safeguarding is everyone’s responsibility, and members are encouraged to report any safeguarding concerns to the safeguarding point of contact. For the purpose of this policy the Safeguarding Point of Contact will be the Group Coordinator or if not available the Chair. If neither of these are available then please contact any member of the Committee.

Definitions

The two key legal definitions are:

Adult at risk

Any person aged 18+ who has need for care and support, is experiencing, or is at risk of abuse or neglect, and because of those needs is unable to protect themselves against the abuse or neglect, or risk of it.

Abuse

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is the “violation of a person’s human and civil rights by any other person(s). It may be a single or repeated act(s), physical, verbal, psychological, sexual, institutional, discriminatory, or financial, an act of neglect or failure to act”.

Examples of safeguarding issues

There are many signs and indicators that may suggest abuse or neglect including:

u3a Committee Responsibilities

All trustees are collectively responsible to take reasonable steps to protect anyone who meets u3a from harm. If a safeguarding issue is identified the Chair will form a team to review the issue. The actual response will depend on the circumstances; however, generally Trustees must report safeguarding concerns promptly to the relevant external safeguarding authorities, such as the Police and Social Services. Trustees should support those involved in safeguarding incidents but should not lead safeguarding investigations. At all times the Trustees will operate with absolute confidentiality with the objective of honouring and protecting the rights of individuals. The required processes are defined in the Safeguarding Policy.

u3a Members Responsibilities

u3a members need to be aware that safeguarding, in its broadest sense, is about looking out for signs of abuse or neglect and if they have any concerns about an individual to confidentially alert the Safeguarding Point of Contact. Members are in the best position to identify any safeguarding issues; however, they should not attempt to address the problem because there is a rigorous process that needs to be followed by the Trustees.

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The policy is in place to provide the vehicle for progressing Safeguarding issues; however, members just need to continue to stay alert to the needs and vulnerabilities of each other.

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u3a lea laug Christchurch u3a . MEMBER CODE OF CONDUCT Purpose Scope M•mb•r Cod• of Conduct 15

AGM 23-24 Treasurer's Report

Following on from a successful 22/23 financial year, some changes have been introduced. The Epicentre now has a Card reader for joining members which is working very well. We are encouraging our members to pay by BACS or similar online payments as this reduces the workload considerably for all concerned.

There are now eight accounts which track all transactions more easily for some specific groups or accounts. They are all under the Christchurch u3a umbrella and any outgoings are dealt with by the bank signatories.

Current Payments and income Social and Fundraising Donations, surplus from any group OutofHours group Accounting, quiz, raffles, outings Social Events group Accounting Holidays, outings Subscriptions Membership subscriptions Theatre group Accounting Theatre trips Travel group Accounting Day coach trips/visits U3a Choir Accounting Music costs, concerts

The membership fee for Group Leaders was introduced in accordance with National u3a guidelines and this increased our revenue substantially although there was also an increase in new members and rejoining members also.

AII of the CCLA reserves performed well and increased by 7.25% to £53874.67. Our independent examiner has raised some minor observations during the audit. These will be implemented.

It was noted at the beginning of the year that as our reserves are very healthy, it was agreed to reduce the Membership Subscription from £55 to £45. This decision is supported by the budgeting model.

Venue costs rose dramatically by 31% due to energy costs. I do not expect to see any reductions in hire costs from any of the venues in the foreseeable future.

Current FY subscriptions
Gift Aid
Sundries, Donations,Transfers
SubTotal
Less Expenditure
Current a/c Surplus year 23/24		 We are in a good position
fnancially and I look forward
to working with everyone at
Christchurch u3a to make
this happen for the
forthcoming year.
Kathleen Smith, Treasurer
u3a
£49,714.20
£6,798.73
£3,791.20
£60,304.13
(£57,345.3
4)
£2,958.79

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Independent examiner's report to the trustees of Christchurch u3a

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(Charity No 1091197)

I report to the trustees on my examination of the accounts of Christchurch u3a for the year ended July 2024.

Responsibilities and basis of report

As the charity trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act').

I report in respect of my examination of the accounts carried out under section 145 of the 2011 Ac and in carrying out my examination I have followed all the applicable Directions given by the Charit 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 in connection with the examination giving me cause to believe that in any material respect:

  1. accounting records were not kept in accordance with section 130 of the Act; or

  2. the accounts do not accord with those records.

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

Signed: Name: M. Howe 4.-DAV IES

Date: LA S© Se pkienbor 2024

Notes Page

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Christchurch u3a Committee Nomination Form 2024/25

The Committee is responsible for the organisation and running of Christchurch u3a, so it is important that we have a strong committee. Committee members are elected for a period of one year at the Annual General Meeting. Committee members are the Trustees of the Christchurch

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u3a charity & will be required to be registered with the Charity Commission. Each committee member is asked to take responsibility for one aspect of u3a’s work. Committee meetings are held approximately every eight weeks, amounting to about six per year.

Please use the form below to nominate any member you know who is willing to serve on the Committee. Alternatively, if you would like to join the Committee, please ask other members to propose and second your nomination.

Nomination forms should be sent to the Secretary by Thursday 7 November 2024. Extra nomination forms are available in the Epicentre.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . ✂

We nominate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Membership Number .. . . . . . . . . . . . to serve on the 2024/25 Christchurch u3a Committee.

Home tel no. . . . . . . . . . . . . . . . . .

E-mail address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. .

Signed by nominee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Proposed by . . . . . . . . . . . . . . . . . . . . . . . . . Membership no . . . . . . . . . . . Seconded by . . . . . . . . . . . . . . . . . . . . . . . . . Membership no . . . . . . . . . . .

Please return this completed form by 7 November 2024 to the Secretary, at The Epicentre, Druitt Hall Approach, 27A High Street, Christchurch. BH23 1AB.

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u3a Christchurch Accounts 01/08/2022- 31/07/2023

DP

25182.88
Nat West Social Events
Nat West Subscription Account for 23/24
31034.58
Nat West Theatre Account
Nat West Travel Account
Total of bank balances
Summary C/A Receipts
Subscriptions,
Refunds/Donations
————SSOSCS~S—SSSC“‘“‘S*éCCSCSC“C‘C(#NC‘id’
A/cTranfers
Total
Lee ese
Summary C/A Outgoings
[Maintenance &Equipment
——S~—SCSC“~~‘“~~~~sBCSSYC#CCCC‘«O
[Group Leaderexpenses ———S—S~S—SSSC“‘“‘*~éwSACY@’C™CON™#C#C#C#C‘#CO
EpicentreCosts
250.62,
ActiveNews—SSOS—~C—~—SSSSSCSCS~SSSCSdSCSSCt‘“CS~~~«
B'S
AGMBooklets
SSCSSSCS
SCSSCSC~«9CC
ugaNewsSCSC~—~SSSC‘“‘(SCSC‘é
TAY CCSCC*«C
Total
CCLA accounts balances as at 31 Jul 2023
Reserve Fund 02C
Social and Fundraising account 03C
Total

Independent examiner’s report to the trustees of Christchurch u3a (Charity No 1091197)

| report to the trustees on my examination of the accounts of Christchurch u3a for the year ended 31 July 2024.

Responsibilities and basis of report

As the charity trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).

| report in respect of my examination of the accounts carried out under section 145 of the 2011 oo and in carrying out my examination | have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

| have completed my examination. | confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in accordance with section 130 of the Act; or

  1. the accounts do not accord with those records.

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

P

Name: SARAH M, Howese-DAVIES

Date: 2! St Se Harlor Boal