# **Trustees’ Annual Report for the period 1[st] January 2024 - 31[st] December 2024** ## **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 509. For the end of the previous year 2023-24, membership numbers stood at 452. We have therefore increased our membership by 13%. Whilst word of mouth remains one of the most important ways of informing the public about Derby u3a, we also had a one day publicity event in November 2024 in Derby’s main shopping centre. Information leaflets and posters were updated with our new website address and a QR code, which were handed out at this event. Information leaflets and posters have also been distributed to local libraries. It had been arranged to have a manned display stand at local libraries during the summer, but this was cut short after it became clear that there was very low footfall in these venues. ## **Groups** We currently have 42 active groups, all organised by volunteers. These range from Archaeology and History to Wildlife. This year saw five new groups established: Philosophy and Ethics, Painting for Beginners, two additional Pickleball groups, and Creative Lettering. The Cinema Group was reorganised with a different format. ## **Outings** Eight day outings by coach were arranged between February and November. These are offered to members at cost. They were to: Sheffield Millenium Gallery, Southwell Minster and The Workhouse, Clumber Park, Port Sunlight, Bridgewater RHS Garden, Worcester, Salford Quays and the Lowry Gallery, and Peterborough. In addition, the Gardens Group arranged a tour of Tissington Hall and Gardens in June which was open to all members. 1 ## **Events and initiatives** Following on from the Ideas Day we held in November 2023, and the subsequent report circulated to all members in January 2024, a number of new initiatives were introduced. These were: - Setting up a team to focus on publicity initiatives, and also a team to focus on researching new venues and activities. Members of the Committee were on the teams and were joined by some of our members. - A Suggestion Box and a “Happy to Chat” table at monthly meetings, along with a more visible “New Members” table. The “Happy to Chat” table, however, did not prove popular, and was removed later in the year to make more space for growing numbers attending the monthly meetings. - Three free training sessions on making computer-based presentations to skills throughout the spring and summer. Training on presentation skills is also on the website and is available when there is sufficient demand. - A survey of all members (with online and postal versions) as to the demand for venues in the suburbs for both social and interest group activities. There was a good response and this led to organisation of two pilot social group meetings in Mickleover and Allestree, which would take place in January 2025. In addition to those proposed at the Ideas Day, the following events and initiatives also took place: - A free talk on fraud prevention was given in September by the Regional Fraud Protect Officer of East Midlands Special Operations Unit to a collaboration of members of Derby u3a and the Central United Reformed Church congregation. - A team was set up to organise the Derby u3a’s 40[th] Anniversary celebrations during 2025. - A publicity event in November at a free venue in the Derbion shopping mall. - The long-standing tradition of 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. Monthly Meetings with a speaker on a topic of general interest were held every month, with the exception of December. ## **New Member Meetings** We held five 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, and we had many new members sign up through this process. ## **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. ## **Communications** We send out a monthly newsletter by email and by post to those who pay a small fee towards this service. 2 Along with many other u3as nationally, we completed a changeover of the website platform in July 2024. This has a more modern look and has been well-received. We maintain both private group and public Facebook pages. These have a growing audience. ## **Equipment** Most of our technical equipment at our main venues of the Central United Reformed Church and the Friends Meeting House has been upgraded during this year. ## **Revision of Constitution** A Special AGM was held on October 31[st] to make revisions to the Constitution. The major changes proposed were: - Changes to the number on the committee ie 12 elected and 3 co-opted - Change to committee service from 6 consecutive years to 9 consecutive years - Henceforward, General Meetings will be referred to as “Monthly Meetings” - The changes were approved and passed and the Charity Commission was notified. ## **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 Monthly Meetings who take money and register people at the door, provide refreshments, and welcome new members. - Helpers at New Member meetings - Helpers with technology issues - Accessibility Officer - Members of our publicity team, new activities team, and 40[th] Anniversary team. - Executive Committee members who carry out many of the main tasks of running Derby u3a, including treasurer, membership, groups coordination and room-booking, arranging outings and speakers, website, newsletter, and heading up teams. ## **Condolences** Sadly during the past year a few of our members have passed away. We offer sincere condolences to all those who have lost loved ones amongst their family and friends. ## **Summary** We have increased the learning and socialising opportunities for our members, as well as partnering with other organisations to help achieve their aims. Several new and successful initiatives have started this year, and we continue to develop our activities and number of members. 3 ## **Financial Review – See also: attached Statement of Accounts** ## **Social Account** To streamline accounting the Social Account was closed at the end of the year and the outings fund reserve held in it transferred to the savings account. When the Social Account was set up in 2015 the intention was for payments for social activities to be paid directly into it. In practise this was confusing for members, and most payments went into the Main Account. This money was then transferred into the Social Account for paying for outings and theatre tickets. Now we have a savings account, and money can be easily transferred back and forth between this account and the main account there was no need for the social account. ## **Business Savings Account** The Business Savings Account is used to hold the reserve fund, outings reserve, £3,000 of the special fund and general funds 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. We have had another successful year attracting over 100 new members that more than offset the loss of 50 on renewal. This increased our predicted income from membership fees by £1,200. The increase in membership in turn increased interest group, activity group and monthly meeting participation generating further income than expected. New groups were also formed, generating income and expenses. Our main expenditure is on venue hire, speaker fees for monthly meetings, and administration costs. During the year the committee has approved the expenditure of up to £5,000 to fund celebratory events to mark our 40[th] Anniversary in 2025. At the end of the year venue hire costs of £703.50 were still to be invoiced. These were paid in January 2025. ## **Donations and the Special Fund** We were fortunate to receive donations totalling £755 from Riviera Travel (from members booking holidays with them), This has been added to the special fund to purchase equipment for the use of Derby u3a groups and for publicity purposes. During the year a laptop for use at Friends Meeting House has been purchased. Other purchases include shuttlecocks, table tennis balls and pickleballs for activity groups, magazines and DVDs for interest groups, needle threaders. Room hire at the CURC for members to attend sessions to learn how to make presentations to groups using a computer has also been funded. At the close of 2024 the Special Fund stands at £3,438. ## **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. 4 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 2024 was set at £7,500 based on a rounded predicted expenditure of £14,000. For 2025 this has been increased to £8,000 to reflect our growing membership and increased costs as more groups are formed. ## **Banking** From October Virgin Money became part of Nationwide. So far there has been no impact on services and products. If it becomes necessary to change banks at a future date hopefully the process will be easier for the committee as the closure of the social account means our current account and linked savings account are now covered by one mandate rather than three. ## **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 October 2024. 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 15 u3a members appointed to the Executive Committee. 15 refers to 12 elected and 3 co-opted members. 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 nine 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: 5 ## **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 nine 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 nine 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 Age Trust** Derby u3a is a member of the Third Age Trust and has voting rights within that organisation. Members of Derby u3a may receive the Third Age Trust’s magazine, “u3amatters” if they wish. ## **Reference and administrative details** |Charityname|Derbyu3a| |---|---| |Other name the Charityuses|n/a| |Registered CharityNumber|1165445| |Charity’sprincipal address(Chair)|15,Saltburn Close,DerbyDE21 4GG| The following were appointed to the Executive Committee at the AGM on March 28[th] 2024, and all served for the full year from March 28[th] 2024 to March 27[th] 2025. Chair: Jackie Gill Vice-Chair: Richard Sherratt Secretary: Alison Pearcy Treasurer: Elaine Wright Committee members: Liz Lockwood, Andy TImms, Sue Swain, Debbie Wright 6 ## **Declaration** The Trustees declare that they have approved the Trustees’ Report above. Signed on behalf of the charity’s trustees: |Signatures||| |---|---|---| |Full name|Jacqueline Gill|Elaine Wright| |Position (eg Secretary,
Chair etc)|Chair|Treasurer| Date: 3 March 2025 7 Charity registration number: 1165445 Charity name: Derby u3a Statement of Accounts for the year ended 31 December 2024 Independent Examinerfs report to the Trustees of the Derby U3A l am reporting on the accounts of the Derby University of the Third Age Group for the year to 31 December 2024. Responsibilities of the Trustee5 and the Examiner The trustees are responsible for the preparation of the accounts. The trustees consider that the Charities Art 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= examine the accounts under section 145 of the Act- follow the procedures laid down in the general directions given by the Charity Commission under settion 145 of the Act- report on any particular matters that should be brought to attention of the trustees or the Charity Commission. Basis of the Independent Examinerfs report My examination was carried out in accordance with generdl directions and guidance issued by the Charity Commission. in particular the requirements of section 145 of the Charities Act 2011. An examination includes a review of the accounting records kept by the charity and a tomparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts. and seeking explanation from the trustees concerning any such matters, if necessary. Independent Examinerfs statement I have completed my examination. I confirni that no matters have come to my attention in the course of the examination which give me c3use to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Art or the accounts do not accord with the accounting record5. The comprehensive and accurate ￿CordS maintained by the Treasurer, Elaine Wright, are exemplary and show a clear path to the entries in the annual accounts. She has also kept me infornied of developments relating to the finances of the Group considered by the Committee. I have no concerns ￿gardIng these accounts and have not come across any matters in connertion with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Examiner: Peter Illsley Date- 13 February 2025 Addre5S: 15 Lea Drive Mickleover Derby* DE3 9HJ Derby u3a Registered charity: 1165445 Receipts and Payments Accounts Year Ending 31st December 2024 3111212024 3111212023 Receipts Membership Subscriptions Gift Aid Postage for Newsletter Interest Groups - Room Fees Activity Groups Monthly Meeting entry fees Promotion Grant Special fund 40th Celebrations LunGh Group Theatre Group Oulings Debit Card Rebate & Bank interest Oulings ¢ash Total 9.008.50 528.86 110.00 8,694.00 4,103.00 1,130.00 9,347.50 512.73 110.00 6,796.00 2,552.10 1.042.00 767.15 2.600.72 240.00 2,668.50 5,545.25 161_68 1,899.00 5,590.00 28.18 9.60 30,487.83 32.956.94 Notes to Rec￿pts l. Includes subs forfollowing year 2. includes postage ftlr ftjllowing year 3 Includes receipts for following year 3.622.50 20.(KI 1.502.00 3,453.00 30.00 455.00 Payments Refund overpaid membership fees Admin Gosts runninq Derby u3a(printinq,postaae.tell External meetinqs (Derbyshire netsvork) Meetinq Room Hire (new members,qroup 0rqanisers.¢￿lfflrtLee) Meetinq Expenses (new members,￿1￿up orqanisers.committeel Interest Groups- Venue Hire Interest Groups - Other Expenses Interest oroups - refund overpaid room fees Activrty Groups - Expenses Monthly meetinqs- Venue Hire Monthly meetinqs- Speaker fee Monthly meetinos - Expenses Pomotion Expenses (Venues & Put￿l¢tty materials) U3A Affiliation Fee U3A Third Aqe Matters Special Fund Social Groups- Venue Hire 40th Celebrations Lunch Group Theatre Group Outinqs Total 75.00 833.24 35.00 434.00 27.16 9,072.00 316.05 30.00 3,973.55 600.00 520.00 89.50 239.60 1,708.00 1,071.60 636.90 16.80 240.00 240.00 2.655.50 5,487.25 28.301.15 84.00 612.86 465.00 318.65 8,457.25 308.88 2.00 2,297.40 600.00 710.00 118.43 7.65 1,544.00 950.67 814.03 1,732.50 5,443.70 24,467.02 Notes to Payments q. Includes due previous year 2. Includes due previous year 3. Includes due ptpvious y8ar 4. Includes payment forfollowing ye8r 5.Includes payment forfollowing y8ar 6.Includes payment lorfollowing year 6.49 23.00 368.00 16.80 240.(XP 1.361.00 556.00 290.00 Surplus or Idèficitl for year Balan￿S brought forward Balan¢es in hand at Year End 4,655.79 23,519.25 28,175.04 6,020.81 17,498.44 23,519.25 Derby u3a Registsred charity: 1165445 Statement of assets and liabilities at the end of the period Year 2024 Year 2023 Assets Cash in Hand Activty Groups Cash in Hand Treasurer Cash in Hand Outings Virgin Money:Current Account Virgin Money:Savings Account Virgin Money Social Account (closed inGludes speGial fund includes membernhip subs for following year includes postage for following year includes re￿IPtS for follo￿ng year (Theattp) includes outings reSe￿e 123.85 39.04 0.00 11,334.68 16,677.47 0.00 3,438.03 3, 602. 50 20.00 178.00 831.91 28,175.04 33.15 34.55 15.90 12,477.60 10,021.76 936.29 3, 303. 78 3,453.00 30.00 165.00 758.01 23.519.25 Receipts due: Interest Group room fees 22.00 Liabilities: Interest Groups, committee & new members Venue Hire 703.50 416.00 Compiled by: Elaine Wright Examined by: )25 Date Peter Illsley Address: 15 Lea Drive Mickleover Derby DE3 9HJ