2023-12-31-accounts - Derby U3A

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Trustees’ Annual Report for the period 1[st] January 2023 - 31[st] December 2023

Charity name: Derby u3a

Charity registration number: 1165445

Objectives and Activities

The objective in our Constitution states that it is for “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.”

When planning our activities for the year, the Executive Committee have considered the Charity Commission’s guidance for public benefit.

Derby u3a is committed to increasing its membership and range of activities for the public benefit of those who are retired or semi-retired from full-time work. It achieves this by the voluntary support of its members who help run the organisation and all its group activities.

Achievements and Performance

Membership and Publicity

Membership numbers at the end of this period have increased to 452. At the end of the previous year 2022-23, membership numbers stood at 396. We have therefore increased our membership by 14%. Whilst word of mouth remains one of the most

important ways of informing people about Derby u3a, we have had stalls at three local events this year to increase public awareness (Chaddesden Big One, Oakfest and Parkinson’s Disease Health Event).

We designed and printed new information leaflets and posters, which were handed out at these events. Information leaflets and posters have also been distributed to local libraries and many have been taken by NHS professionals who visited our stalls. We also produced new pull-up banners which have the new logo on them.

Groups

We currently have 42 active groups, all organised by volunteers, to help maintain the well-being of our members. These groups cover a range of interests and activities:

educational (e.g. Archaeology, Psychology, Geology)
creative (e.g. Painting and Sketching, Creative Crafts)
music and arts( e.g. Ukulele, Music Appreciation, Art Appreciation)
physical and sports (e.g. Bowls, Table Tennis, Pickleball)
social (e.g. Cinema, Theatre)

Most of our groups are now back to face to face after the Covid pandemic, but a few have remained on Zoom. This year saw six new groups established: Swimming, Walks by Public Transport, Pickleball, Motorcycling, Classic Rock, and Real Ale. The Lunch Group, which had been dormant during Covid, was also revived. We attempted to start a general Zoom group for those who are unable to get to face to face meetings, but there was not enough interest to continue with this.

In October, we introduced Derby u3a badges for members who were meeting in public (e.g. theatre, cinema, swimming) to easily identify one another.

Outings

Seven day outings by coach were arranged between March and November. These are offered to members at cost. They were to: Derngate, Northampton; Chester; RHS Harlow Carr; Renishaw Hall; Yorkshire Sculpture Park and the National Mining Museum; Wolverhampton Art Gallery and Boscobel House; Manchester Museum – Golden Mummies Exhibition.

Events

We partnered with “Everyone Active” to provide a free swimming event in February, and another with “We are Padel” in May to introduce members to the sport.

We also partnered with the Muscle Research Group from Derby and Nottingham Universities for a presentation on their research and an opportunity to take part in future research.

A free talk on “Internet Security” was given to members in September.

An “Ideas Day” was held in November to give members the opportunity to suggest ways in which Derby u3a could be improved. A programme to institute many of the ideas put forward will run throughout 2024.

A Christmas Buffet was organised for the end of November, at which members brought their own food contributions and were entertained by the Ukulele and Singing Groups.

General Meetings with a speaker on a topic of general interest were held every month, with that in December being by Zoom.

New Member Meetings

We held six New Member meetings throughout the year. These are an opportunity for new and prospective members to find out more about the u3a and our activities.

Accessibility Officer

A new voluntary post of Accessibility Officer was introduced to help members access our group activities.

Communications

We send out a monthly newsletter by email and by post to those who pay a small fee towards this service. We also maintain an up-to-date website and Facebook pages – both private group and public.

Policies and procedures

The following policies and procedures were revised during this year:

Financial policy
Interest Groups policy
Safeguarding policy
Data Protocol policy
Complaints Procedure
Paying for organised outings procedure

The following new policies were initiated this year:

Accessibility policy (formerly Disabled Members policy)
Disciplinary procedure (for Trustees)
Equality, Diversion and Inclusion policy
Health and Safety policy

Volunteers

Derby u3a is run entirely by volunteers. We would like to take this opportunity to offer our thanks and appreciation to all those who have helped this year:

Group Organisers
Helpers at General Meetings who take money and register people at the door, provide refreshments and welcome new members.
Helpers at New Member meetings
Helpers with Facebook and IT issues
Accessibility Officer
Helpers at publicity events
Executive Committee members who carry out many of the main tasks of running Derby u3a, including membership, groups coordination and room-booking, treasurer, website and newsletter.

Summary

We have increased the learning and socialising opportunities for our members, as well as partnering with other organisations to help achieve their aims.

Financial Review – See also: attached Statement of Accounts

Donations and the Special Fund

We were fortunate to receive a donation of £2000 from the Foresters Friendly Society at the beginning of the year. This, together with one from Riviera Travel (from members booking holidays with them) has been added to the special fund to purchase equipment for the use of Derby u3a groups and for publicity purposes.

Other monies in the special fund have been used for the purchase of a mobile phone for use by the Chair for u3a calls and enquiries, a voice amplifier for use at general meetings, and Derby u3a pin badges for those who meet in public places such as cinema, theatre, sports venues etc, so that members are easily recognisable to each other, particularly new attendees. At the close of 2023 the Special Fund stands at £3,307.78.

Social Account

It is pleasing to see activity in the Social Account as outings and theatre visits continue to be enjoyed by our members.

Business Savings Account

In November a Business Savings Account was opened to hold the reserve and £3,000 of the Special Fund until required.

Main Account

Income and Expenditure

Our main income derives from membership fees paid annually, Gift Aid and room fees collected to offset the cost of venue hire. When setting a budget, the following must be borne in mind:

membership levels that directly affect membership income
level of interest group, activity group and general meeting participation that brings in room fees to offset venue hire fees,
levels of other income e.g. Gift Aid and donations

Expenditure is on venue hire, speaker fees for general meetings, and administration costs. When setting a budget, the following must be borne in mind:

Venue hires charges increasing due to inflation and rising fuel costs, and the formation of new groups
Possible increase in speaker fees for general meetings
Possible increase in administration costs due to increased membership and inflation.

Budget

A predicted income budget of £14,390 was set against a predicted expenditure of £13,298, allowing a margin of approximately £1,000 for contingencies. As a result of promotion events, over the year, we gained more new members than we lost during the renewal process. Although a total of 50 members either resigned or failed to renew their membership, this has been offset by the rise in new members. We welcomed 97 new members in 2023. This increased our predicted membership income from £6,500 to £7892.50.

The increase in membership in turn increased interest group, activity group and general meeting participation generating further income than expected. New groups were also formed, generating income and expenses.

As we had a healthy surplus in our accounts the Committee decided that those attending interest group meetings at CURC (Central United Reformed Church), Friends Meeting House, Chester Green Community Centre, and All Saints Church, Mickleover could attend free of charge in November.

Activity Groups whose organisers pay for facilities at Springwood Leisure Centre and collect monies from members to cover costs already enjoy free sessions with surplus takings, so they were not included in the November offer.

Although it appears we made a surplus of £5,400 in 2023, it must be remembered this is artificially high because the accounts included unexpected donations, higher than anticipated membership fees, renewal membership fees for this year and there were still venue fees of £416 for 2023 to be paid.

Reserves Policy

The special fund, intended for capital expenditure and publicity and social funds for social activities that are entirely self-funding, are excluded from the reserve figure calculation.

Our policy is to hold enough in reserve to allow the organisation to cover regular outstanding expenses for a period of six months in the event of failure. The reserve for 2023 was set at £7,000 based on a rounded predicted expenditure of £14,000. For 2024 this has been increased to £7,500 based on a rounded predicted expenditure of £15,000.

Banking

October saw the closure of the Derby Branch of Virgin Money. This means cheques and cash are paid into the account using Post Office Services. Having considered the pros and cons of changing bank, particularly the complex administration involved in opening a new bank account, it has been decided to remain with the Virgin Money bank in the short term. If difficulties occur due to us not having a local branch, then we may have to change bank. We would like to thank members for making payments online wherever possible.

Examination of Accounts

We would like to record our thanks to Peter Illsley for examining our accounts and for his help and advice throughout the year.

Structure, governance and management

Derby u3a, founded in 1985, is an independently funded unincorporated members’ association belonging to the wider national association overseen by the Third Age Trust (TAT). TAT provides a recommended structure, advice and guidance and various licences and insurances. Derby u3a was registered as a charity in 2016 and operates under a Constitution last amended in 2021.

The governing body of Derby u3a is the Executive Committee, which is responsible for the strategy and policies of the u3a, and dealing with the administration, management and control of the affairs and property of Derby u3a.

There must be at least 5 and not more than 12 u3a members appointed to the Executive Committee.

The officers are: Chair, not more than two Vice-Chairs, Treasurer and Secretary. An individual may only serve in one Officer role at a time.

Appointment of members of the Executive Committee

At the Annual General Meeting the non-Officer members of the Executive Committee shall all retire and members shall elect from amongst the membership individuals to serve as Committee members. The term of office is one year, from the Annual General Meeting at which he/she is appointed until the next Annual General Meeting. A retiring Executive Committee member may be re-appointed provided he/she remains a member of the u3a. A person may not serve more than six consecutive terms as a member of the Executive Committee.

Appointment of Officers

At the Annual General Meeting of The u3a, the serving Officers shall retire from office and the members shall elect from amongst the membership individuals to serve as the Officers. A retiring Officer may be re-appointed provided he/she remains a member of the u3a and subject to the limits on periods of service set out below:

Chairman, Vice Chairman/men and Secretary - terms of office and limit on

period of service. The term of office is one year, from the Annual General Meeting at which he/she is appointed until the next Annual General Meeting. An individual may serve not more than three consecutive terms in any of these offices. For the avoidance of doubt, an individual can serve in more than one Officer role during their six year consecutive Executive Committee service limit.

Treasurer - terms of office and limit on period of service

The term of office is one year, from the Annual General Meeting at which he/she is appointed until the next Annual General Meeting. An individual may serve not more than six consecutive terms in this office. For the avoidance of doubt, a Treasurer serving less than the maximum consecutive terms can serve in other roles during their six year consecutive Executive Committee service limit.

Networks

Derbyshire Network

Derby u3a is part of the Derbyshire Network of u3as and attends their meetings, mainly by Zoom. We have reciprocal arrangements with Alfreton & District, Burton on Trent, Ilkeston, Long Eaton & District, Melbourne Area, and Ripley & District whereby members of Derby u3a can attend three of their groups without having to join as members, and vice versa.

Third Ag• TTht Derby u3a is a member of the Third Age Trust and has voting rights within that organisation. Members of Derby u38 may receive the Third Age Trust's magazine, Yhird Age Matters" rf they wish. Reference and Administrative details Charity name Other name the charity uses Re istered charity Tyjmber Charitys principal address Derby u3a nla 1165445 15 Saltburn Close. Derby DE214GG The following were appointed to the Executive Committee at the AGM on March 30th 2023, and all served for the full year from March 30th 2023 to March 28th 2024: Chair: Jackie Gill Vice-chair. Liz Lockwood Secretary. Alison Pearcy Treasurer. Elaine Wright Committee members: Andy Timms and Sue Swain Debbie Wright was co-opted as Minutes Secretary at an Executive Committee meeting on lTr April 202& Declaration The twstees declare that they have approved the trustees, report above. Signed on behalf of the CharitS trnslees Signature(s) Full name(s) Positw)n (eg Secretary. Chair, etc) Ja(4ueline Gill Char Elaine Wrigm Treasurer Date 26° Febrnary 2024

Charity registration number. 1165445 Charity name: Derby u3a Statement of Accounts for the year ended 31 December 2023

Independent Examinerf5 report to the Trustees of the Derby University of the Third Age Group l am reporting on the accounts of the Derby University of the Third Age Group fvr the year to 31 December 2023. Re5pon5ibilities of the Trustees and the Examiner The trustees are responsible for the preparation of the accounts. The trustees consider that the Charities Act 2011 does not require there to be an audit of these accounts and they have chosen instead to submit them for independent examination. The examinerfs responsibilities are to= exarraine the accounts under section 145 of the Act- follow the produreS laid down in the general directions given by the Charity Commission under section 145 of the Act- report on any particular matters that should be brought to attention of the trustee5 or the Charity Commission. Basis of the Independent Examinerfs report My examination was carried out in accordance wtth general directions and guidance issued by the Charity Commission. in particular the requirements of settion 145 of the Charities Act 2011. An examination include5 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 explanation fmm the trustees concerninE any such matters. rf necessary. However, the prOdureS undertaken do not provide all the evidence that would be required in an audit. Independent Examinerf$ statement I have completed my examination. I confirni that no matters have come to my attention in the course of the examination wh5ch 6ive me cause to believe that in. any material respert= accountins records We not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records. The trustees decided in 2021 to prepare accounts on 3 eipts and payments basis, rather than the income and expenditure basis used previously. l am satisfied that the current fomi of the accounts is in line with the template for receipts and payments accounts prescribed by the Charity Commission. Notes detailing transactions included in these accounts that relate to other years and payments still due that relate to 2023 ensure that a complete view of the fjroup's finance5 15 Still provided. I have no coneems and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. l am grateful to the Treasurer. Elaine Wright. for the clear and accurate records presented to me. l also thank her and the Committee for keeping me informed of developments relating to the finances of the Group. Examiner: Peter Illsley Date-. 13 February 2024 Address.. 15 Lea Drive Mickleover Derby, DE3 9PU

Derby u3a Registered charity: 1165445 Rèceipts and Payments Accounts Year Ending 31st December 2023 This Year 3111212023 Last Year 3111212022 Main Funds Receipts Membership Subscriptions Gift Atd Postage for Newsletter Interest Groups - Room Fees Activwty Groups Monthly Meeting entry fees Promotion Grant Special fund Bank Interest Total 9,347.50 512.73 110.00 6,796.00 2,552.10 1.042.00 7,606.00 440.08 120.00 5,932.02 1,484.75 825.00 150.00 160.86 2,600.72 21.76 22.982.81 16.718.71 Notes to Recwpts l. Includes subs for following year 2. includes poslage for following year 3. Includes due previous year 3.453.00 30.00 2,082.00 30.00 15.00 Payments Admin costs running Derby u3a(printing,postage,tel} Extemal meetings (Derbyshire netsvork} Meeting Room Hire (new m)berS,9TouP oan1$.()MTh1Ilee) Meeting Expenses (new members,group organr5er5.¢*mmTrttee) Interest Groups - Venue Hire Inte$t Groups - Other Expenses Interest groups - refund overpaid room fees Activity Groups - Expenses Monthly meetings - Venue Hire Monthly meetings- Speaker fee Monthly meetings - Expenses Refund overpaid membership fees Promotion Grant Pomotion Expenses (Venues & Publicty materials) U3A Affiliation Fee U3A Third Age Matters Special Fund Total 612.86 517.95 37.00 132.00 11.84 5,796.25 242.68 24.00 1,347.85 385.00 602.61 112.49 23.00 150.00 302.65 1,320.00 745.56 560.46 12.311.34 465.00 318.65 8,457.25 308.88 2.00 2,297.40 600.00 710.00 118.43 84.00 7.65 1,544.00 950.67 814.03 17,290.82 Notes to Payments 4. InGludes due previous year 5. InGlud8s due previous year 6. InGludes payment fornextyear 556.00 10.00 12.00 Surplu¥ or (deficit) for year 5,691.99 4.407.37 Balances brought forward 16.875.07 12,467.70 Balances in hand at Year End 22,567.06 16.875.07

Derby u3a Registered charity: 1165445 This Year Last Year 3111212022 3111 W2023 Social Funds ReGeipts 40th Anniversary Tea Theatre Group Outings Debrt Card Virgin Money Rebate Cash Total 1,121.80 700.00 3,051.20 3.37 3.20 4.879.57 1,899.00 5.590.00 6.42 9.60 7,505.02 Notes to Recwpts 7.Includes lpts forn8Xtyear 455.00 528.00 Payments 40th Anniversary Tea Theatre Group OLrtings Total 1,121.80 700.00 3,052.62 4,874.42 1,732.50 5.443.70 7,176.20 Notes to Payments 2. Includes payment fornext year 290.00 528.00 Surplus or (d•fi¢ttl for year 328.82 5.15 Balances brought forward 623.37 618.22 Balance8 In hand at Year End 952.19 623.37 Summary Total Income- Main and Social Total Expenses - Main and Social Total Assets - Main and Social 30,487.83 24,467.02 23,519.25 21,598.28 17,185.76 17,498.44 Compiled by.. Date l31,]202+ Elaine Wright Examined by.. Date Peter Illsley

Derby u3a Registered charity" 1165445 Statement of assets and liabilities at the end of the period Year 2023 Year 2022 Main Funds Assets Float (General meetings) Cash in Hand Activity Groups Ga&h in Hand Treasurer Virgin money.cuent Account Virgin Money:Savings includes special fund includes membership subs for following year includes postage for following year 10.00 52.95 0.24 16.811.88 33.15 34.55 12.477.60 10.021.76 3,303. 78 3,453.00 30.00 22.567.06 1,521.09 2, 082.00 30.00 16,875.07 Receipts due Liabilities Ilnterest Groups. committe¢ & members Vue Hire 416.00 556.00 Social Funds Assets Cash in Hand Outings Virgin Money includes 1p1S for following year lThe8tre) 15.90 936.29 165.00 952.19 6.30 617.07 623.37 Receipts due Liabilities Compiled by: Date fj zoL¥ Elaine INright Examined by: Date 131- 12-4 Peter Illsley

Charity registration number. 1165445 Charity name: Derby u3a Statement of Accounts for the year ended 31 December 2023