Minutes for the 10th Annual General Meeting Held in the
Southwell Leisure Centre
At 10 am on 2nd August 2016
1. Apologies
Apologies were received from Christine Jakeman
2. Chairman’s Opening Remarks
The Chairman welcomed the members to the meeting, mentioning the necessity of 20% membership in attendance, which appeared to be the case, and the general Health and Safety Rules.
3. Minutes of the AGM held on 7th August 2014.
The Minutes of the meeting held last year had been displayed on the Southwell U3A Website for a year, and the Chairman asked for proposals that these were a true record. There being no questions from the floor, these were accepted unanimously and signed as a true record. Proposed by Roger Bennett and seconded by Lynn Dorling. .
4. To Receive and Adopt the Statement of Accounts for 2014/15
Tony Key gave a general report to the meeting a summary of which is as follows.
Financially, 2015/16 was another steady year for our U3A, with an increase in our membership reflecting through the accounts. The decrease in receipts is due to the fact that no Gift Aid claim was made in 15/16. Overall, income exceeded expenditure so our reserves continue to exceed the amount required under TAT recommendations and our reserves policy.
Expenditure was largely in line with last year; any increases reflecting the increase in our membership. There has been a reduction in our Newsline costs as more members receive Newsline by email and despite Chris Bentley’s best efforts, we cannot persuade all our speakers to accept payment for their services.
The difference in spending on capital and equipment was largely down to upgrading computer hardware and software used by U3A officers in 14/15.
Given our healthy position, the committee does not propose any change in membership fees.
We are indebted to Graham Ball for once again acting as the independent examiner for our accounts. Graham commented on the number of cheques that were issued last year without any supporting evidence. This is something that all of us who receive and expend money on U3A activity need to be more rigorous over.
Graham was also concerned about lack of visibility of cash transactions in the accounts. This is an issue that mainly affects the groups and is something that we need to tackle. A process to include these transactions was started in 2014 and needs to be followed through with the aim of including group cash transactions in this year’s accounts. We are actively working on this and there will be a group leaders meeting on 26 September to discuss processes.
This is necessary because we are registered charity and as such, we have to comply with the accounting requirements of the 2011 Charities Act. That means we must be able to account for all the income we receive and all the expenditure we incur. This applies not only to the 3 treasurers; but to everyone who handles money in the course of U3A activity.
And in any event it is only right and proper that our accounts fully reflect how we have dealt with your money and the public money we receive.
Tony Key
There being no further points the adoption of the Statement of Accounts was proposed by Peter James and seconded by Hilary Clough, and accepted unanimously by the members present.
5. To Appoint an Independent Examiner of Accounts
The Chairman stated that we were unable to deal with this point as we are actively seeking nominations for the post of Examiner. The Chairman asked the meeting that if they knew of anybody that would be willing to volunteer to undertake this post would they contact either her or the Treasurer. Both the Chairman and Treasurer emphasized that if no-one was forthcoming we would by necessity have to employ an independent examiner which obviously would cost us money.
6. To Receive and Adopt the Annual Report
The Chairman then gave her Annual Report to the members.
It hardly seems possible that 12 months have elapsed and Peter retired as chairman. He left our U3A in a very strong position with all the policies for the efficient running of it. And I thank him most sincerely for making my life easier from the bureaucratic point of view. I have been able to refer to the policy documents when in doubt.
I am blessed with a very cohesive and hard working committee to whom I am indebted for their help and input. Unfortunately before the year end we lost our Vice Chairman, Mary Perry who has moved down to Wells.
Our aim as a committee, this year has been to improve
Our trips or outings have increased so that there is a trip somewhere most months. Our Trips committee is to be commended and greatly appreciated for all their efforts. It is not easy arranging coach loads of people to be at the same place at the same time, let alone the time and energy put into researching, planning and booking large numbers of people.
Our current membership is 730 which includes 93 new members & 67 lapsed. There is a gradual slowing of net increase in current members. The 67 who are no longer members includes 10 known to have died although there were several others who resigned because of serious ill health who may have died subsequently. This slowing of numbers means that the dropping of the catchment area has had no detrimental effect, and indeed, may have contributed to the diversity of our members. It also means that we have no need for concern about our numbers becoming too large.
Our interest groups continue to flourish with us now having 82 groups. We are very fortunate to have Group Leaders with so many diverse interests, with subjects as diverse as Rocking and Rollers, Crochet and Philosophy.
Newsline has become much more colourful as our expenditure on printing has dropped owing to the number of people having it emailed to them. I must thank the team who put it together, especially Vivien Scorer who collates the calendar.
We need to acknowledge the teams of people who are the vital part of our monthly meeting. Welcomers and refreshment providers are all essential to the smooth running of our monthly meeting. At this point I must also pay tribute to the staff of the Leisure Centre who works so hard to set the hall up and clear it afterwards and their incredible helpfulness to us.
One of the most important teams at our monthly meeting are our “Techies” who put together our PA system every month, hauling large speakers round the hall and ensuring that all is well with whatever ‘gizmo’ our speaker may turn up with.
At the risk of sounding complacent I think our U3A is in very good shape for our new academic year. Thank you.
Lesley Elkington
The adoption of the Annual Report was proposed by Lynn Dorling and seconded by Roger Bennett and accepted unanimously by the members.
7. To Elect the Officers and Committee of the Association
The nominees for the officers and committee had been published in Newsline for the members’ information and as there were no contesters the Chairman asked for proposers. Jackie Pitcher proposed the motion which was seconded by Celia Dunkley and the members voted unanimously to appoint the Officers and Committee.
8. Vote of Thanks
The Chairman then placed on record a vote of thanks to. Mary Perry for all her hard work over the years both as Groups Coordinator and Vice Chairman
Roger Bennett then called for a vote of thanks for the whole committee over the past year to which all members agreed with a round of applause.
Southwell Leisure Centre
At 10 am on 2nd August 2016
1. Apologies
Apologies were received from Christine Jakeman
2. Chairman’s Opening Remarks
The Chairman welcomed the members to the meeting, mentioning the necessity of 20% membership in attendance, which appeared to be the case, and the general Health and Safety Rules.
3. Minutes of the AGM held on 7th August 2014.
The Minutes of the meeting held last year had been displayed on the Southwell U3A Website for a year, and the Chairman asked for proposals that these were a true record. There being no questions from the floor, these were accepted unanimously and signed as a true record. Proposed by Roger Bennett and seconded by Lynn Dorling. .
4. To Receive and Adopt the Statement of Accounts for 2014/15
Tony Key gave a general report to the meeting a summary of which is as follows.
Financially, 2015/16 was another steady year for our U3A, with an increase in our membership reflecting through the accounts. The decrease in receipts is due to the fact that no Gift Aid claim was made in 15/16. Overall, income exceeded expenditure so our reserves continue to exceed the amount required under TAT recommendations and our reserves policy.
Expenditure was largely in line with last year; any increases reflecting the increase in our membership. There has been a reduction in our Newsline costs as more members receive Newsline by email and despite Chris Bentley’s best efforts, we cannot persuade all our speakers to accept payment for their services.
The difference in spending on capital and equipment was largely down to upgrading computer hardware and software used by U3A officers in 14/15.
Given our healthy position, the committee does not propose any change in membership fees.
We are indebted to Graham Ball for once again acting as the independent examiner for our accounts. Graham commented on the number of cheques that were issued last year without any supporting evidence. This is something that all of us who receive and expend money on U3A activity need to be more rigorous over.
Graham was also concerned about lack of visibility of cash transactions in the accounts. This is an issue that mainly affects the groups and is something that we need to tackle. A process to include these transactions was started in 2014 and needs to be followed through with the aim of including group cash transactions in this year’s accounts. We are actively working on this and there will be a group leaders meeting on 26 September to discuss processes.
This is necessary because we are registered charity and as such, we have to comply with the accounting requirements of the 2011 Charities Act. That means we must be able to account for all the income we receive and all the expenditure we incur. This applies not only to the 3 treasurers; but to everyone who handles money in the course of U3A activity.
And in any event it is only right and proper that our accounts fully reflect how we have dealt with your money and the public money we receive.
Tony Key
There being no further points the adoption of the Statement of Accounts was proposed by Peter James and seconded by Hilary Clough, and accepted unanimously by the members present.
5. To Appoint an Independent Examiner of Accounts
The Chairman stated that we were unable to deal with this point as we are actively seeking nominations for the post of Examiner. The Chairman asked the meeting that if they knew of anybody that would be willing to volunteer to undertake this post would they contact either her or the Treasurer. Both the Chairman and Treasurer emphasized that if no-one was forthcoming we would by necessity have to employ an independent examiner which obviously would cost us money.
6. To Receive and Adopt the Annual Report
The Chairman then gave her Annual Report to the members.
It hardly seems possible that 12 months have elapsed and Peter retired as chairman. He left our U3A in a very strong position with all the policies for the efficient running of it. And I thank him most sincerely for making my life easier from the bureaucratic point of view. I have been able to refer to the policy documents when in doubt.
I am blessed with a very cohesive and hard working committee to whom I am indebted for their help and input. Unfortunately before the year end we lost our Vice Chairman, Mary Perry who has moved down to Wells.
Our aim as a committee, this year has been to improve
- our experiences at the monthly meeting,
- to introduce workshops which may appeal more to people who don’t like the crush of monthly meetings
- and also to offer social events to give members opportunities to meet and mix more freely with other members.
Our trips or outings have increased so that there is a trip somewhere most months. Our Trips committee is to be commended and greatly appreciated for all their efforts. It is not easy arranging coach loads of people to be at the same place at the same time, let alone the time and energy put into researching, planning and booking large numbers of people.
Our current membership is 730 which includes 93 new members & 67 lapsed. There is a gradual slowing of net increase in current members. The 67 who are no longer members includes 10 known to have died although there were several others who resigned because of serious ill health who may have died subsequently. This slowing of numbers means that the dropping of the catchment area has had no detrimental effect, and indeed, may have contributed to the diversity of our members. It also means that we have no need for concern about our numbers becoming too large.
Our interest groups continue to flourish with us now having 82 groups. We are very fortunate to have Group Leaders with so many diverse interests, with subjects as diverse as Rocking and Rollers, Crochet and Philosophy.
Newsline has become much more colourful as our expenditure on printing has dropped owing to the number of people having it emailed to them. I must thank the team who put it together, especially Vivien Scorer who collates the calendar.
We need to acknowledge the teams of people who are the vital part of our monthly meeting. Welcomers and refreshment providers are all essential to the smooth running of our monthly meeting. At this point I must also pay tribute to the staff of the Leisure Centre who works so hard to set the hall up and clear it afterwards and their incredible helpfulness to us.
One of the most important teams at our monthly meeting are our “Techies” who put together our PA system every month, hauling large speakers round the hall and ensuring that all is well with whatever ‘gizmo’ our speaker may turn up with.
At the risk of sounding complacent I think our U3A is in very good shape for our new academic year. Thank you.
Lesley Elkington
The adoption of the Annual Report was proposed by Lynn Dorling and seconded by Roger Bennett and accepted unanimously by the members.
7. To Elect the Officers and Committee of the Association
The nominees for the officers and committee had been published in Newsline for the members’ information and as there were no contesters the Chairman asked for proposers. Jackie Pitcher proposed the motion which was seconded by Celia Dunkley and the members voted unanimously to appoint the Officers and Committee.
8. Vote of Thanks
The Chairman then placed on record a vote of thanks to. Mary Perry for all her hard work over the years both as Groups Coordinator and Vice Chairman
Roger Bennett then called for a vote of thanks for the whole committee over the past year to which all members agreed with a round of applause.
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