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← Watford Park u3a

2023-10-31-accounts

WATFORD PARK UNIVERSITY OF THE THIRD AGE (WPu3a)

ANNUAL REPORTS AND ACCOUNTS FOR THE YEAR ENDED

31 OCTOBER 2023

Registered Charity Number 1123484

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CONTENTS

Page(s)

Trustees’ Report 3 – 4
Treasurer’s Report 5 – 6
Figure 1: Independent Examiner’s Report 7
Figure 2: Summary of Income and Expenditure 8
Figure 3: Simplifed Income & Expenditure Accounts
(Main Funds) 9
Figure 4: Simplifed Income & Expenditure Accounts
(Event Funds) 10
Figure 5: Asset Register 11

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Trustees’ Report

Year ending 31 October 2023

Registered Charity No. 1123484

The Trustees present their report and accounts for the year to 31st October 2023.

Structure, governance and management

The charity is controlled by Trustees, who serve for three years on election at our AGM. They meet as an Executive Committee each month.

The Executive Committee and Trustees at 31st October 2023 were:

In April Penelope Howard resigned as Secretary; Jerry England volunteered to take on the role whilst we searched for a replacement which we were unable to do. Heather Parry (Membership Secretary) and Zoe Mowbray (Interest Group Co-ordinator) had both come to the end of their terms of office but were pleased to continue to undertake the roles given we had no other nominees. We are grateful to them as without their generosity, we would have struggled to maintain a viable u3a.

Achievements and performance

It has been a year of consolidation and growth. Communication with our members continued via our monthly emailed and printed Newsletter. We are particularly indebted to our current editor for the very high quality of the product.

We have re-started theatre trips and visits, incorporating a wide range of new locations albeit it has always been a committee member who has led the initiative. We’ve been on canal trips; visited museums, gardens and churches; had training on First Aid; been on London walks; attended concerts; shared meals and have even been back to the theatre.

One delightful surprise was the kind offer of a member to organise a short holiday to Cheshire which proved very popular and successful: we are most grateful to him for his work on this venture. In addition, the Garden Group organised several trips and we should like to thank the committee for their hard work. Understandably, the leaders of the group now wish to stand down and sadly, since no-one else is willing to take over from them, the group will now close. We are hopeful, however, that garden visits will be included in the overall programme of events thus continuing to provide our members with variety.

Each month we continued to offer a speaker meeting on a diverse range of topics. Several attempts to offer hybrid meetings were made but due to a lack of control of the equipment in the meeting venue, this has proved impossible to deliver appropriately. The number of attendees to monthly meetings has slowly climbed. We saw the return of Charlie Hayworth on English surnames and the talk on “Nancy Wake, a truly remarkable spy” delivered our highest number of attendees to date. We are most grateful to our Speaker Secretary for the high quality and variety of speakers that she has arranged, to our refreshment team and to those members who support “sign in” each month.

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Membership

Membership started the year at 458 and closed at 407 members. As well as “word of mouth” recruitment, we recruited several new members from a local retirement village and have plans for other recruitment activities for 2024. We are most grateful to our Membership Secretary who has continued to undertake the role despite her term of office coming to an end and we should like to thank her for all her hard work over the past year.

Although we have no qualitative data on the reasons for this, the continuing lack of volunteers to step up as committee members, Chair, and Secretary, has cast doubts on the long-term viability of the u3a. Some members have been joining other local u3as as well as ours which might be seen as underlining this concern. This doubt is extremely disappointing as members are keen to participate in visits and trips and our interest groups continue to thrive overall.

Despite repeated appeals during the year for volunteers to join the EC, it seems likely that next year we will start with an even smaller number of members than this year. At the time of writing, we have no nominations for Chair or Secretary. Our Constitution does not require us to have a Chair though the pressure this will put on to remaining committee members is such that, if the situation remains unchanged, we may have to consider a different model for the u3a – possibly one with fewer trips and activities outside the monthly meeting and interest group activities. This consideration is ongoing.

Interest Groups

Last year I reported that whilst some new groups were established, others had ceased such that overall we had fewer groups than when the year started. This holds true for 2023. There is a worrying lack of members coming forward to lead groups – either existing or new – and this will need to change if we are to continue as a healthy u3a in the future.

A Members’ group show, in which groups of members showcase their musical and other skills, was held in November 2023 and we should like to express our appreciation for the hard work of the entire team. This was a wonderfully varied show with a large number of members participating.

We are most grateful to our Interest Group Co-ordinator who has continued to undertake the role despite her term of office as a Trustee coming to an end and we should like to thank her for all her hard work over the past year.

Policy Development

All policies due to be reviewed were reviewed.

Financial review.

It has been a stable year with no exceptional items and no capital investment this year. The accounts remain in a healthy financial position as set out in the Treasurer’s report. Fees were not increased in 2023 but an increase of £5 has been notified to members for 2024; this takes the fee to £20.

External

The u3a was represented in a number of local and national meetings including the TAT AGM.

Approved by the Trustees on 2 January 2024 and signed on their behalf.

Marion McCrindle ……............................…………………………… (Chair)

23 January 2024

Note: For security reasons we will not publish an actual signature on a public document

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Treasurer’s Report to the Annual General - Meeting, Financial Year 2022 23

Registered Charity No. 1123484

Introduction

I have pleasure in presenting the Financial Report for Watford Park u3a for the financial year from 1 November 2022 to 31 October 2023.

The accounts and the supporting data have been reviewed by the Independent Examiner, whose report is attached as Figure 1.

For the past few years, the Executive Committee has not increased the membership fee, as the charity had a surplus of funds which has been being managed down to a more sustainable level. We have now reached that level. However, in order to maintain a suitable level of ‘working capital’ for the future, it has been necessary to increase the membership fee to £20.00 pa for 2023-24.

In previous years both the Outings Group and the Theatre Group have also generated some surplus in their accounts, and some of this was transferred into the Main Fund during the year to support the overall running of the charity. In the case of the Theatre Group, in the absence of any volunteers to run it, it has now been closed down and all the remaining funds transferred into the Main Fund.

At the end of December 2023, the Garden Group will also be wound up, as the current organisers are stepping down and no volunteers have stepped forward to take it on. Any surplus funds in that account will be transferred into the Main Fund, once all the current events have been closed out.

Despite the demise of the Theatre and Garden Groups we have been able to run a significant number of events and trips for members during 2023, and are hopeful that this will continue to be the case in 2024. This is however very dependent on there being sufficient members who are involved in the organising of such events.

A new ‘Outings Group Committee’ has been formed, and there are a number of plans already in the pipeline. Going forward all events and trips (including to gardens and theatres) will be managed under this banner, and will be shown in the accounts under ‘Events’. Each event and trip will be managed separately, with the intent of breaking even.

Income & Expenditure

The overall income and expenditure for the year is as presented in Figure 2. The Annual Accounts and further breakdowns, along with comparisons with the previous financial year, are provided in Figure 3 for the Main Funds, and in Figure 4 for the Event Funds.

Main Funds (Figure 3)

The charity’s Main Funds include all of the general activities, membership fees and running costs, but exclude all income and expenditure for individual events (run by the Garden, Outings, and Theatre Groups), which are accounted for separately, under Event Funds.

In 2022-23 there is included in the Main Funds the income and expenditure for the Rock Bottom Concert and Christmas Dinner at the end of 2022. In future years, these and all other events will be accounted for under Events.

In general, both income and expenditure has been in line with expectations, but the following should be noted:

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Event Funds (Figure 4)

As noted in the Introduction the Theatre Group was closed down during the year, so Event Funds now only includes all income and expenditure for the other two ‘trips groups’ – Garden Group, and Outings Group, each of which is accounted for separately.

The Garden Group ran six trips during the year, as well as hosting two ‘winter talks’ for members, at St Luke’s. There is a final trip planned to Wisley in December 2023, following which the group will be disbanded. The trips were all well supported.

A total of seven ‘outings’ were arranged during the year, in addition to the 2022 Rock Bottom concert, and the Christmas Lunch. For 2023-24 there are already arrangements in place for a further six outings during November, December and January, and it is hoped that more will be arranged for the rest of the year.

My thanks go to all of the organisers of these events, who have made my life easy by managing all the arrangements (and money) in a very professional way.

Fixed Assets

Fixed Assets are shown in Figure 5. There have been no material changes to the charity’s assets during the year.

Jerry England Treasurer December 2023

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FIGURE I IV1>23. Page 7 of 11

Fi ure2 WPU3A SUMMARY OF INCOME & EXPENDITURE 2022123 (Bank Transactlons as at 31 Oct 23) MAIN FUNDS EVENT FUNDS GRAND TOTALS from 2 Surplus Advance Receipts Prepayments Accruals at year end Balance al Bank Petty Cash Tolal Funds 21r22 8099.75 5722.50 1100 CK)) 0.60 13752.85 40.(K) 13762.25 576.89 748.00 0.00 9.60 1334.49 0.00 1324.89 1732.05 0.00 0.00 0.00 1732.05 0.00 1732.05 1493.95 3802.89 748.00 0.00 9.60 4560.49 0.00 4560 49 11902.64 6470 50 1100.001 10.20 18283.34 40.00 18323.34 0.00 1493.95 0.00 1493.95 Activit YTD Advance receipt5 for 2023124 Receipts {ex¢l Advance above) Prepayments for 2023124 Payments (excl Prepaymenls above} Outstanding recharges Net movement for 2022123 4787.75 5040.32 0.00 112298.671 0.00 1635.851 592.00 12234.50 6373.18 22094.50 0.00 15742.001 16572.051 120839.10) 0.00 1255.40 0.00 12826.50 0.00 28467.68 O.(K) 15742.001 o.(x) 127411.151 0.00 1804.53 17614.25 33508.00 15742.001 139709.821 549.13 0.00 168.68 urrent Totsls Balance at Bank Accruals at year end {Note 11 Petty Cash Total Available Funds 11282.25 15.001 40.(L) 11317.25 1727.62 9479.95 1592.001 17644.101 0.00 0.00 1135.62 1835.85 1493.95 12701.52 o.(K) 18236.101 0.00 0.00 1493.95 4465.42 23983.77 18241.101 40.00 15782.67 NOTES: Check: CAF Account Balance 1. Pa￿ents anticiptated bul not yel paid. Induded lo calcuL4te aclual available funds. Event payments mostly relate to 2023-24. 23983.77 Page 8 of 11

FIGURE 3 SIMPLIFIED INCOME &EXPENDITURE ACCOUNTS Maln Funds (Bank Transa¢tion$ a5 at 31 Oct 231 2022-23 2021-22 SURPLUS Bank Advonce Reecipts Prepayments Total Surplus blf Petty Cash blf (Note 81 bifirom rovlou5 13,752.85 (Note 101 -5.752.50 13,344.37 INole 11 -395.00 8,099.75 40.Tr) 12,949.37 40.00 RECEIPTS Legacy Donabon Metnb8rship Fees1(xJrrent yearl Events Icurrent yearl Gift Ad Other Tolal Rec8lpts 2.500.00 695.50 990.00 INote 21 114.35 90.76 INote 31 4.390.61 6.290.(XJ 3.483.75 (Note 71 1,011.07 10,792.82 Monthly Mèetings (Note 41 Events Icurrent year) TAT charges AdministratK>n Cos15 (Note 51 Bank Charges (Note 61 Totsi Ex￿nditUr0 3,407.11 3.288.91 INote 71 1,584.(X) 4.054.17 63.85 2.333.08 1.100.00 INote 21 1.852.00 3.856.93 98.22 12,398.07 9.24023 SURPLUSIIDEFicrr) forth8 yaar -1,805.25 4.849ffj2 SURPLUSIDEFICIT crt (Note 121 6.494.50 099.76 Reconcilation to Bank Membership Fees In advance Other adwance receipts Prepayments outstandi￿ payrnentslrethatyes 4,787.75 0.00 3,094.50 2.658.00 (Nole 71 -100.00 0.60 (Nole 91 13,762.86 BALANCE AT BANK Petty Cash 11382.26 40.00 NOTES 1 Bank balan¢e In¢l￿ed £210.IJ) hdd behaifof Ihe Pro¢tS¢al GardenSng Gtoup 2 Chri5trnas Lunch Dec 21 3 Indudes refund of fees fOll￿ry winding up of Hert5 Network of u3as 4 Monlhly Meetings costs include cost of speakers and hall hlr& 5 Adtnini51ration Costs indude new51etter5 (printing and p05tagel, 50fiware, TAM Magaane sub5. ZLK)m licence5, and other amini5trative expenses 6 Bank charges I[￿l￿eS monthly account tharg98, thequ8 d8WSit charg88, and direct det￿l prI￿￿sIng f888 7 Rock BottoTll Concert Z2 Nov 22 and Chn5trDas Lunch 5 Dec 22 8 Forteas, coffee5 etc at monthly rneeting5. Reststed foi 202fv21 g Bank charge Icheques in Sep 221 for 2021122 rnembership fees, Pa￿le 7 Nov 22. 10 Bank balanGe In¢l￿e5.[1ngfen¢erf lega¢y donatson of £2500. 12 Incl￿e5 £2500.00 legacy th)nation made in 2021-22 Page 9 of 11

FIGURE 4 SIMPLIFIED INCOME &EXPENDITURE ACCOUNTS (Bank TTrnsactlon8 as at 31 Oct 231 Event Funds 2022.23 2021.22 SURPLUS Bank Advance Receipts Prepayments Totol Surplu$ bn Pety Cash blf brt from r•vlou$ or 4.SEO.49 -748 00 3.991.38 3,80Z89 3.991.38 Gard8n Group Outings GfOUP Theatre Group Tot•1 Rg¢elpt• 7.121.18 22.094 50 6.438.35 Q.fXJ 29216.18 EXPENDITURE Gar(Jen Group Outings Group Thoalre Group Total ExpgndSturo 6.562.45 20,839.10 6.626.84 27,401.88 8,Q6.84 8URPLUSIIDEFICITI lorth• yw .188.49 SURPLUSIIDEFICITJ CM 617.02 3.802.89 R¢concllatlon to 8ank AdVa￿e rec*pt8 Prepayment$ Outstanding paymenl5lr￿h81gQ8 BALANCE AT BANK Petty Cash 12,826.50 (Note 31 -5,742 00 (Note 31 748.tX) (Ncle 11 9.60 (Nole 21 4.S60.49 12,701.S2 NOTES 1 Garden Group Waddesdon Manor trip 1 Dec 22 2 Bank charge ltheques in Sep 221 for Polesden Lacey lrip. payable 7 Nov 22. 3 Garden Group Wisley trip 7 DeG 23. ￿￿$ other 2023-24 Events (Spie5 Walk 15 Nov 23. R￿k Bottorn 25 Nov 23. WH Lunch 29 Nov 23, Blue Ch￿k 11 Dec 23, Bri(& Lane 15 Dec 23, Guys & Dolls 18 Jan 241 Page 10 of 11

Figure 5

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WPU3A ASSET REGISTER
Version 17 Nov-23
Purchase Financial Item Cost Cost Depreciation Current Net Location of Asset
Date Year Category (yrs) Book Value
£ £
Items costing more than £250
Jul-12 2011/12 60 Chairs 616.80 A 5 0.00 St Lukes
Jul-12 2011/12 Rack for chairs 294.00 A 5 0.00 St Lukes
Aug-13 2012/13 Art Hanging Wires (65 long wire 573.58 A 5 0.00 Pump House Theatre/ SGL Painting
cables; 6 plastic cables, 110 misc Group (Heulwen Jones)
hooks, screws, etc for fixing)
Oct-15 2014/15 Canon Projector 2238.00 B 3 0.00 Tony Johnson
Apr-17 2016/17 Laptop & Remote Control 646.83 B 3 0.00 Christine Thatcher
Jul-21 2021/22 Laptop (Acer Swift 1) 399.00 B 3 0.00 Peter Hutchinson
Items costing between £100 and £249
Not known Chord Radio Microphone Set (base Not known C Expensed 0.00 Peter Hutchinson
station plus two microphones and
carrying case)
Feb-23 2022/23 Marketing Materials (four u3a branded 213.92 C Expensed 0.00 Marion McCrindle and Lucy Palmer
sashes, and four roller banners (part each)
Items costing between 0 and £99
Jan-16 2015/16 Projector Carrying Case 73.39 D Expensed 0.00 Tony Johnson
Jan-16 2015/16 HDMI Cable 14.99 D Expensed 0.00 Tony Johnson
Not known Shure PA Microphone and cable Not known D Expensed 0.00 Peter Hutchinson
Not known Four sound cables Not known D Expensed 0.00 Peter Hutchinson
Not known Two Freestanding Display Boards Not known D Expensed 0.00 Marion McCrindle
Apr-19 2018/19 Reserve Projector, plus lead and case 47.00 D Expensed 0.00 WPU3A Study Group Coordinator
(Zoe Mowbray)
Jul-21 2021/22 Laptop case, mouse, keyboard 20.73 D Expensed 0.00 Peter Hutchinson
Oct-21 2020/21 USB Adapter 8.99 D Expensed 0.00 Peter Hutchinson
Dec-21 2021/22 Soundcraft Spirit Folio Notepad Mixer 0.00 Gifted by St Lukes 0.00 Peter Hutchinson
May-22 2021/22 Behringer D1400P Passive DI Box 18.80 D Expensed 0.00 Peter Hutchinson
May-22 2021/22 Three audio cables 20.47 D Expensed 0.00 Peter Hutchinson
TOTAL CURRENT VALUE OF ASSETS 0.00
Cost Categories Item Value Depreciation Policy
A General items costing £250 or more Depreciate over 5 years
B IT items costing £250 or more Depreciate over 3 years
C Items costing between £100 and Write off in year of purchase
£249.99
D Items costing between 0 and £99.99 Write off in year of purchase
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