## **Trustees' Annual Report for the period** |**Trustees' Annual Report for theperiod**|**Trustees' Annual Report for theperiod**|**Trustees' Annual Report for theperiod**|**Trustees' Annual Report for theperiod**|**Trustees' Annual Report for theperiod**|**Trustees' Annual Report for theperiod**|**Trustees' Annual Report for theperiod**|**Trustees' Annual Report for theperiod**| |---|---|---|---|---|---|---|---| |**From **|Period start date|||**To**|Period end date||| ||Day
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2022||Day
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08|Year
2023| ## Section A Reference and administration details **Charity name** Ustinov College Graduate Common Room **Other names charity is known by** Ustinov GCR **Registered charity number (if any)** 1164865 **Charity's principal address** Ustinov GCR, Ustinov College, Sheraton House, Sheraton Park, Durham **Postcode DH1 4FL** ## **Names of the charity trustees who manage the charity** |1
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15|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||AnthonyJones|GCR President||Student Body| ||Ammar Alahmadi|GCR Treasurer|From October 2023|Student Body| ||Jamie Hunter|GCR Vice-President|From July2023|Student Body| ||CoryWinter|GCR Welfare Officer|From October 2023|Student Body| ||Adam Fletcher|Student Trustee||Student Body| ||Katherine Schofield|Student Trustee||Student Body| ||Thom Addinall-
Biddulph|Chair of Trustees||Appointments Committee| ||Ian MacDonald|External Trustee|From July2023|Appointments Committee| ||Rachel Barclay|External Trustee|From July2023|Appointments Committee| ||RayMumford|External Trustee||Appointments Committee| ||Evangelos
Vagenas-Nanos|Alumni Trustee|From July 2023|Appointments Committee| ||Nicholas Cresswell|Alunmi Trustee|Until November 2023|Appointments Committee| |||||| |||||| |||||| **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** **TAR** August **2023** 1 ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**| |---|---|---| |**Type of adviser**
**Name**
**Address**||| |**Accountant**|Bryan Howarth|Design Works, William Street, Felling, Tyne and Wear,
NE10 0JP| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |Anthony (GCR President)||| Anthony (GCR President) ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document Constitution and Standing Orders - (eg. trust deed, constitution) Unincorporated Association How the charity is constituted (eg. trust, association, company) Student Trustees and the GCR officers are elected at the Annual General Trustee selection methods Meeting at the beginning of summer by the wider membership in an (eg. appointed by, elected by) election process. The alumni and external trustees are both appointed by a simple majority vote of the Appointments Committee provided that the appointment of each Alumni Trustee is ratified by a two-thirds majority vote of a general meeting. - (eg. trust, association, company) ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. The current trustee board comprises five officer roles (President, Vice President, Chair, Welfare Officer, and Treasurer). Along with being members of the Trustee board, these officers also sit on the executive committee and head the general GCR committee, which governs the dayto-day activities of the GCR. The Trustee board also has space for up to three alumni trustees, of which two positions are filled. There is space for up to three external trustees, of which we currently have three. The Trustee board also has space for two student trustees, of which two positions are filled. The trustee board meets as needed or at least once per term. The trustee board also meets before the AGM of the GCR each year to approve the accounts before they are presented to the GCR body and ratified by a two-thirds majority. Trustees were recruited based on their knowledge and experience with Ustinov and/or Durham University. The Trustee Board's main objective is to ensure compliance with standing orders and the constitution. Both documents prioritise welfare support and enhance the overall student experience at Ustinov College. During the last year, Thom Addinall-Biddulph, external trustee, acted as the Chair of the Trustee Board. **TAR** August **2023** 2 ## **Section C Objectives and activities** The GCR's objectives are outlined as followed by the constitution: "3. The GCR's objects are the advancement of the education of Students at Ustinov College for the public benefit by: 3.1 promoting the interests and welfare of Students at Ustinov College during their course of study and representing, supporting and advising Students; 3.2 being the recognised representative channel between Students and Ustinov College and any other external bodies, including the DSU and **Summary of the objects of the** Team Durham; **charity set out in its** 3.3 providing social, cultural, sporting and recreational activities and **governing document** forums for discussions and debate for the personal development of its Students; 3.4 promoting intercultural understanding among Students, informed by the College motto Diversitate Valemus; and 3.5 promoting ecological awareness among Students, and encouraging sustainable and environmentally-friendly behaviour, with the aim of improving the environment in which Students live, both locally and globally." The GCR has been an inclusive hub of support and enrichment for postgraduate students, fostering fulfilling experiences throughout the academic journey. Among our most important activities are: Welfare Campaigns: The GCR has consistently championed the wellbeing of postgraduate students through targeted welfare campaigns. Social Engagement: Our GCR has orchestrated various engaging and inclusive social events, creating opportunities for meaningful interactions among postgraduate students. From themed parties to our weekly pub quiz, these events are aimed to foster connections and forge lasting friendships with the students. **Summary of the main** Cultural Enrichment: The GCR has facilitated enriching cultural **activities undertaken for the** experiences through events and external excursions. These endeavours **public benefit in relation to** have allowed postgraduate students to explore local landmarks, historical **these objects (include within** sites, and diverse cultural offerings. **this section the statutory declaration that trustees have** Supportive Community: The GCR has created a welcoming and inclusive **had regard to the guidance** community beyond academic pursuits. By organising support groups and **issued by the Charity** informal gatherings, postgraduate students have found a network that **Commission on public** encourages personal development, shared learning, and mutual **benefit)** encouragement. Advocacy and Representation: The GCR has actively advocated for the needs and concerns of postgraduate students, acting as a voice to ensure their perspectives are heard and their interests are addressed within the broader university context. In summary, the GCR’s initiatives encompass comprehensive activities to support postgraduate students' well-being, social connections, cultural enrichment, and professional growth. By fostering a supportive and inclusive environment and facilitating diverse experiences, the GCR plays a vital role in enhancing the overall student experience. **TAR** August **2023** 3 ## **Additional details of objectives and activities (Optional information)** In August/September 2023, we invested in the social space in the college, renamed ‘The Paddle’ as part of our activities to invest in the best facilities for our members and college more widely – these furnishing improvements have been retained on our asset list. You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. ## Section D Achievements and performance **TAR** August **2023** 4 Section D Achievements and erformance p This past year the GCR continued to commit to delivering events for our **Summary of the main** community. Redevelopment of the common room was undertaken in **achievements of the charity** September 2023, project managed by the President. The revamp **during the year** signalled a renewal and commitment to delivering a first-class environment and experience for all Ustinovians. Other significant milestones across various domains included: Exceptional Postgraduate Engagement: Our charity has successfully cultivated a vibrant and engaged postgraduate community, fostering intellectual and social interaction among scholars from diverse backgrounds and nationalities (Ustinov College is the largest and most diverse from Durham University). Our events, discussions, and collaborative initiatives have led to a thriving network that has been praised by both students and staff. Biggest GCR membership: With well over 200 students now members (as of March 2024), this year has been one of impactful and sustained work across many areas. The most important area is community. We continue to work hard as volunteers to bring together everyone studying at Ustinov. Cultural Enrichment: The GCR organized external trips to notable destinations. These excursions provided opportunities for cultural exploration, learning, and fostering bonds among students. Events: We are holding more events than ever and the Halloween Party, Summer Ball and Ustinov Day remain highlights, bringing together a record number of our students. Continued support for Clubs and Societies: We are proud to be home to a wide range of clubs and societies, both sporting and personal interests. The GCR’s commitment to teamwork and dedication paid off again as we secured the first-place position in the Premiership Volleyball League. Formal dinners: We are hosting formals at various colleges around the University again. We hosted the first ever Cathedral formal in January 2024 – a first in Durham and a fantastic evening was had by all our members who attended. Impactful Welfare Campaigns: Our welfare team, led by our welfare officer, has continued to run events centred on wellness and wellbeing. We have a weekly tea and biscuits event that provides a space for students to talk in a supportive environment. In summary, the GCR’s achievements continue to reflect a deep commitment to fostering a dynamic and inclusive community, promoting excellence in sports and academics, and actively contributing to positive change through impactful initiatives and events. We remain dedicated to furthering our mission and creating a lasting impact for years to come. **TAR** August **2023** 5 ## **Section E Financial review** **Brief statement of the charity’s policy on reserves** The charity’s reserves are maintained such that any complication with the GCR’s relationship with the university would not result in a deficit in the GCR’s accounts. This effectively results in a reserve of £70,000, assuming that any dispute would be quickly resolved. Similarly, this would allow the GCR to continue functioning were our income to substantially change within the period of one year. Reserves stand at £70,000, which is currently the required amount. **Details of any funds materially in deficit** Not applicable. ## **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. ## **Section F Other optional information** ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees** ## **Signature(s)** **Full name(s)** Anthony David Jones **Position (eg Secretary, Chair,** President **etc)** Thom Addinall-Biddulph Chair of Trustees **Date** 24th April 2024 **TAR** August **2023** 6 **----- Start of picture text -----**
USTINOV COLLEGE GRADUATE COMMON ROOM No (if any)
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 1/9/2022 31/7/2023
Section A Receipts and payments
Unrestricted Restricted Endowment Total funds Last year
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
UNIVERSITY GRANT 12,885 - - 12,885 14,220
INTEREST EARNED - - - -
GCR LEVIES 11,505 - 11,505 14,362
RECEIPTS FROM ACTIVITIES 8,634 - 8,634 17,309
TRANSITIONAL FUND - - - - -
OTHER INCOME - - - - 435
- - - - -
- - - - -
Sub total (Gross income for AR) 12,885 20,139 - 33,024 46,326
A2 Asset and investment sales,
- - - -
- - - - -
Sub total - - - - -
Total receipts 12,885 20,139 - 33,024 46,326
A3 Payments
CLUBS AND SOCIETIES 3,402 - - 3,402 904
COMMON ROOM 17,754 - - 17,754 2,563
ADMIN AND WELFARE 1,029 - - 1,029
TV AND RADIO - - - - -
LICENSING AND INSURANCE 2,389 - - 2,389 2,175
ACTIVITIES - 37,420 - 37,420 -
MERCHANDISE - - - 23,682
TRAVEL COSTS - - - - -
ACCOUNTANCY
DONATIONS
BANK CHARGES
OTHER EXPENSES - - - - 5,578
Sub total 24,573 37,420 - 61,994 34,902
A4 Asset and investment
- - - -
- - - -
Sub total - - - - -
Total payments 24,573 37,420 - 61,994 34,902
Net of receipts/(payments) - 11,688 - 17,281 - - 28,970 11,424
A5 Transfers between funds - - - - -
A6 Cash funds last year end 51,900 56,572 - 108,472 -
Cash funds this year end 40,212 39,291 - 79,502 11,424
**----- End of picture text -----**
24/04/2024 CCXX R1 accounts (SS) 1 |**Section B Statement of assets and liabilities at the end of the**

|**Section B Statement of assets and liabilities at the end of the**

|**period**|| |---|---|---|---| |**Categories**
Signed by one or two trustees on behalf
**B4 Assets retained for the**
**charity’s own use**
**Details**
**Details**
LOAN TO UNIVERSITY
**B2 Other monetary assets**
**B3 Investment assets**
**B5 Liabilities**
Signature
**B1 Cash funds**
CURRENT ACCOUNT
**Details**
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))|**Unrestricted**
**Restricted**
**to nearest £**
**to nearest £**
**40,212**
**39,291**
**-**
**-**
**-**
**-**
**40,212**
**39,291**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**1,500**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**Amount due**
**-**
**-**
**-**
**-**
**-**
Anthony Jones
Thom Addinall-Biddulph
Print Name||**Endowment**
**to nearest £**
**-**
**-**
**-**| ||||**-**| ||||OK| ||||**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**When due**
Date of
24/04/2024
**24/04/2024**| 24/04/2024 CCXX R2 accounts (SS) 2 ¥ (HARITY COMM￿1 Independent examiner's report on the accounts Section A Independent ExaMine￿S Report Report to the trusteesl members of USTINOV COLLEGE GRADUATE COMMON ROOM On accounts for the year ended ST 31 AUGUST 2023 Charity no {if any) 1164865 Set out on pages Respective The charity's trustees are responsible for the preparation of the accounts, responsibilities of The charity's trustees consider that an audit is not required for this year trustees and examiner under section 144 of the Charities Act 2011 Ilhe Charities Acll and that an independent examination is needed. It is my responsibilily to.. examine the accounts under section 145 of the Charities Act, lo follow the procedures laid dovm in the general Directions given by the Charity Comrnission (under section 145151(b) of the Charities Act. and to state whether particular mattels have come to my attention. Basis of independent My examinalion was carried out in accordance with general Directions given examiner's statement 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 Ihose records. It also includes consideration of any unusual items or disclosures in the accounts. and seeking explanations from the 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 lo those matters sel oul in the statement below. Independent In connection wth my examination. no matter has come lo my attention examiner's ststement 1. which gives me reasonable cause to believe that in, any material respecl. the requirements= to keep accounting rewrds in accordance with section 130 of the Charities Act. and to prepare accounts which accord with the accounting records and comply with the accounling requirements of the Charities 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: Date: 2410412024 Name: B.H. ACCOUNTANCY LTD Relevant professional qualification{sl or body: THE INSTITUTE OF CHARTERED ACCOUNTANTS IN ENGLAND AND WALES Address: 363 WEST ROAD. NEWCASTLE UPON TYNE. TYNE AND WEAR, NE15 7NL IER March 2012 Section B Disclosure Only complele if the examiner needs lo highlight material problems. Giv8 here brief detalls of any items that the examlnerwishes lo disclose. IER March 2012