����������������������� ## **TRUSTEES REPORT 2021 - 2022** On 15[th ] June 2007 the Up Holland & District u3a was registered as a Charity and is administered by Trustees who are also the members of the Management Committee. The u3a is subject to the Charities Act and associated regulations, and the Trustees are accountable to the Charity Commission, as well as Members, for the administration of the u3a. **The Trustees (Management Committee) for the year 2021 – 2022** are: |**Chair**|Viv Newman|**Secretary**|Beth Turton| |---|---|---|---| |**Treasurer**|Alan Hough|**Assistant Treasurer**|Linda Oakes| |**Membership Secretary**|Jan Johnson|**Asst. Membership Secretary**|Barb Beesley| |**Beacon Administrator**|Kevin Griffin||| |**Group Co-ordinator**|Dave Willcock|**Speaker Secretary**|Hazel Pemberton| The Objects and Activities of the u3a are set out and governed by the amended Constitution, as approved at the SGM held on 14[th] April 2021 adopted by the membership at the AGM held on 15[ th] June 2021. ## **OBJECTS** The charitable purpose of the u3a is: The advancement of education, and in particular the education of older people and those who are retired from full time work, by all means including associated activities conducive to learning and personal development in Up Holland and its surrounding locality. ## **ACTIVITIES** ## **General** Up Holland & District u3a was started in 2005 by a small group of enthusiasts. During the year from 1[st] April 2021 to 31[st] March 2022 membership numbers have decreased and at the end of March stands at 739. The affairs of the u3a are administered by the management committee which meets regularly. The committee also meets with group leaders every six months. Up Holland & District u3a is affiliated to the Third Age Trust, the provider of Third Age Matters magazine, insurances, resources and advice. We are associated with other u3as in Lancashire, Merseyside and other areas through the NW Region of u3a. The NW Region exists to provide contacts and information flow and to arrange study days for group leaders and members of the various u3as within the region. Trustees Report 2021/2022 **Charity Number: 1119682** 1 The Beacon Management System enables us to manage our membership information, financial systems and group records as well as providing secure record storage. Members are issued with a plastic bar-coded membership card which is scanned at coffee mornings and speaker meetings and speeds up entry to the hall. Attendance numbers can also be monitored. Some larger groups are now using the scanner. We have actively sought ideas about keeping our u3a vibrant and increased the opportunities to inform members about our u3a and how it is managed. A shop display, two information points and heritage walk were organised to celebrate the first national u3a day and a tree was planted as part of our delayed 15[th] birthday celebration. Throughout the period of this report Up Holland and District u3a has operated in line with changing government guidance. In September, as restrictions were relaxed, coffee mornings and speaker meetings resumed. As a precaution against overcrowding coffee mornings were initially run as three sessions and members were required to book into a session; after gauging attendance at each session, this was reduced to two bookable sessions. Members wishing to attend speaker meetings were also required to book. ## **Interest Groups** Most group meetings were able to resume, again with appropriate precautions, others have continued to use Zoom. Despite restrictions being eased, a planned Christmas show had to be cancelled when one of the participants tested positive. Organised visits and outings have restarted with appropriate Covid measures. Groups which required more physical proximity, such as Come Dancing, did not resume within the reporting year. ## **RESOURCES** The committee had agreed that the membership fee should be halved for the year beginning April 2021.The membership fee for the year, together with reduced expenditure on monthly speaker meetings, has proved to be adequate to meet the u3a running expenses. ## **FINANCIAL RESOURCES** At the end of our 17[th] year, Up Holland & District u3a is again in a reasonable financial position. As a result, the Trustees have decided to keep the membership fee for 2022/2023 at £10 pa, with an additional admin. fee of £2.50 for all new members. Existing members who do not renew before the 31[st ] May will also be charged this admin. fee as they will be deemed to be a new member. Members who can show current membership of another U3A are charged a reduced fee. Note that the accounts have been prepared on a ‘receipts and payments’ basis, and therefore any surplus/deficit on the group accounts arises solely from the timing of receipts and payments. Capital expenditure within the general accounts is fully written off in the year of purchase. Trustees Report 2021/2022 **Charity Number: 1119682** Balances in the General Account and the Investment Funds are healthy, as the Annual Accounts show. The principal source of income this year is from subscriptions. The main items of expenditure are Capitation Fees payable to the Third Age Trust, licences, insurances, printing and postage for ‘Third Age Matters’ and voting papers and the cost of speakers at monthly meetings etc. together with the purchase of Zoom licenses. Future expenditure is forecast to rise with an increase in the Third Age Trust membership subscription fee and Beacon administration charges being under review. Financial reserves are however slightly higher than our current policy guidelines, and the effect of any potential changes will continue to be monitored by the Trustees during 2022/2023. Money surplus to immediate requirements is invested in the Charities Official Investment Fund (COIF) where interest is paid without deduction of tax. In common with most investments, the returns of interest have again remained low but stable. ## **THE FUTURE** During the year and despite best efforts, some groups have closed, some are reaching capacity and there is a need to start a second or third group for the same interest. Members who can form or lead a group are always supported and offered assistance by members of the Management Committee. The committee will arrange meetings for prospective group leaders and has agreed to provide start-up funds for new groups, as appropriate. The funds are repaid when the group becomes financially viable. Group leaders are the engine of the u3a and their vital role, is critical. Other members who ensure the smooth running of our u3a in many ways, are also important for our success. It is recognised that volunteering is vital for the operation of our u3a and has its own rewards. The Trustees have approved the Trustees report as above Signed on behalf of the Charity’s Trustees ## _V A Newman_ Date: 20 April 2022 Chair Trustees Report 2021/2022 **Charity Number: 1119682** UPHOLLAND AND DISTRicf U3A Registered Charity No . 1119682 Financial Statement for the Year l April 2021 to 31 March 2022 UPHOLLAND AND DisfRICT U3A ACCOUNTS 202112022 31103D021 CURRENT 7778.57 - GROUPS 17720.79 - 11954.50- CHARMES INVESTMEI￿ FUND 10439.38 10434.94. TOTAL 32213.93 30173.05 A I•OiIGH AH SEU¢EfARY E TURTON £. .y¥m 44 X7JX6 UPHOLLAND AND DisTricf U3A Accoupifs 2021n022 444¥ Gmt Ald Troe JOThg9 C•Jp5 -2 .IEO.L .9199 .IA&93 -149117 SM￿r¥ .77LCQ JLN) -7& -IT2L12 4LIX) .J5& livlaunth Copyrilhl u&c 2tL 1104Mlaty led•5fel o.(0 Dropjthl 114QA 56.61 TiblE I 41.91 1%.9• ?79.57 UPHOIIAPID AND DisfRKT U3A ACCOUPIt5 202112022 YEAft To Jiiojrth 2Ji4& .24JA+ OAh) 41>JXI -337 2)4.75 17rA79 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examlnerfs report on the accounts S•ction A Ind•p•ndént Examinar s R•port UFMXLAND AND DISTRICT U3A 111W2 (rf any) 1&2 2011 I retxxt kn resp*S (rf my examinath)n ol ts T￿￿t'S (xrt Mler setkn 145 of 2011 Act *KI in ¢xrt my eXaThW￿ I Ml(x 1495Xb) A Independent the Acl (x JAMES GERALD SMITH Relevant wofosslonal qualifi￿1¢1￿￿) or body ' (rf any)- R￿IRED BANKER Addr•ss: FLAT 4. 249 WIGAN ROAD. STANDISH. WIGAN WN12RF ER (ktoljor 2018 ection B Disclosure CW c(rylete rf ex￿ ne￿ts kn h￿hI￿ht matters of concem CC32. examiners). Ive h•r• brlef d•talls al ny ItOffl8 thal the xamln•r T*lshes lo IER Oth>b•r 2018 ## **MINUTES OF THE 16TH ANNUAL GENERAL MEETING OF** ## **UP HOLLAND & DISTRICT U3A** ## **HELD AT 10.00 AM ON 21 JUNE 2022 AT ST TERESA’S CHURCH HALL, UP HOLLAND.** |**Purpose:**|**17th Annual General Meeting**|**17th Annual General Meeting**|**17th Annual General Meeting**| |---|---|---|---| |**Date & Time:**|**21 June 2022 at 10.00 am**||| |**Meeting Place:**|**St Teresa’s**|**Minutes by:**|**Beth Turton**| |**Distribution:**|**All current members of Up Holland u3a.**||| |**Date Issued:**||**Approved for Issue:**|**Viv Newman**| |**Committee Members present:**|||| |Viv Newman|Chair|Alan Hough|Treasurer| |Beth Turton|Secretary|Jan Johnson|Membership Secretary| |Kevin Griffin|Beacon Administrator|Hazel Pemberton|Speaker Secretary| |Linda Oakes|Ass’t Treasurer||| Plus 75 members of Up Holland & District U3A ## **1. Welcome** The Chair welcomed everyone to the meeting, and thanked them for their attendance. The system of voting was explained as, although we are now able to meet in person, we have continued the use of online and postal voting. This allows all our 701 members to participate. Members were given the opportunity to submit any questions prior to voting – none were received. 185 votes have been received therefore all decisions are quorate. ## **2. Minutes of the 16[th] Annual General Meeting held on 15 June 2021** The minutes, which had previously been circulated, were approved as a true record and signed by the Chair. **(FOR: 178, ABSTENTIONS: 7, AGAINST: 0)** ## **3. Matters arising from the minutes of the AGM held on 15 June 2021** There were no matters arising ## **4. Trustees Report & Chair’s Remarks** The Trustee’s Report had been circulated to all members prior to the meeting and it is pleasing to see that all groups have now resumed and u3a activities are fully operational again. The Trustees Report was **ACCEPTED** and **APPROVED (FOR: 181, ABSTENTIONS: 4 AGAINST: 0)** ## **5. The Accounts for the year ended 31[st] March 2021** The accounts and the examiner’s report had been circulated to all members prior to the meeting. The Treasurer reported that u3a finances were again in a healthy position though the current account balance was lower than in previous years as a result of the reduced membership fee last year. We now have online banking for both the current account and the group account. 35% of members now pay their subscription via BACS which is easier for many members and much safer for the Treasurer. The Treasurer thanked the Group Leaders and Membership Team for their support during the year. A question was raised about the planned use of the surplus of funds raised for the planting of our copse in the 40[th] Anniversary Woodland. This has been earmarked for the planting of trees in our local area. The Chair explained that this would not be done until September/October. The Accounts were **ACCEPTED** and **APPROVED. (FOR: 174, ABSTENTIONS: 11, AGAINST: 0)** ## **6. Independent Examiner’s Report** The Independent Examiner was not present but confirmed that the accounts had been compiled accurately and efficiently by the Treasurer and Secretary and had been inspected, approved and signed by the Examiner. The Report was **ACCEPTED** and **APPROVED. (FOR: 174, ABSTENTIONS 11, AGAINST: 0)** ## **7. Appointment of Fellowship of Up Holland u3a** Fellowship of Up Holland u3a may be awarded to members who have contributed their time and efforts ‘above and beyond the call of duty’. This year the award was presented to **Mike Crickett** who received free life membership, a framed certificate of Fellowship and a Fellowship membership card. ## **8. Election of Honorary Officers to the Management Committee:** As there were fewer nominations than posts available the following were elected as Honorary Officers. **(FOR: 182 ABSTENTIONS: 3, AGAINST: 0)** |Officers.**(FOR: 182 ABSTENTIONS: 3, AGAINST: 0)**|Officers.**(FOR: 182 ABSTENTIONS: 3, AGAINST: 0)**|Officers.**(FOR: 182 ABSTENTIONS: 3, AGAINST: 0)**|Officers.**(FOR: 182 ABSTENTIONS: 3, AGAINST: 0)**| |---|---|---|---| |**Honorary Officers Elected to the Management Committee 2022/2023**|||| |**Viv Newman**|**Chair**|**Alan Hough**|**Treasurer**| |**Beth Turton**|**Secretary**|**Vice Chair**|**Julian Finch**| ## **9. Election of Members of the Management Committee** As there were fewer nominations than posts available the following were elected as members of the Management Committee. **(FOR: 182, ABSTENTIONS: 3, AGAINST: 0)** |**Voting Members elected to the**|**Voting Members elected to the**|**Management Committee 2022/2023**|**Management Committee 2022/2023**| |---|---|---|---| |**Kevin Griffin**|**Beacon Administrator**|**Linda Oakes**|**Assistant Treasurer**| |**Janet Johnson**|**Membership Secretary**|**Hazel Pemberton**|**Ass’t Membership Secretary**| The Chair explained that Barb Beesley had stood down from the committee this year having served nine years. Barb has worked tirelessly over this period for the benefit of our u3a and we know she will continue to do so. The Chair formally thanked Barb for her commitment and service. ## **10. Appointment of Independent Examiner:** This year’s Independent Examiner, Gerald Smith, has agreed to act as Independent Examiner again next year. This was **ACCEPTED** by the voting members prior to the meeting. ## **(FOR: 181, ABSTENTIONS: 4, AGAINST: 0)** ## **11. Date of the Annual General Meeting 2023** **Tuesday 20[th] June 2023** ## **12. Any Other Business** None raised. Meeting closed at 10.25 am ## **Signed:** V. Newman **Chair**