MINUTES OF THE ANNUAL GENERAL MEETING
HELD ON FRIDAY 20TH JUNE 2025
BROOK HOUSE, BARNSLEY ROAD, WAKEFIELD
Present: There were 70 members present and entitled to vote. Apologies were received from 7 members listed below.
The meeting opened at 10.10
Paul Scott opened the meeting and welcomed the members.
1.Apologies: Val Carter, Charlotte Stringer, Joan Field, Richard Potts, Susan Abbott, Mary Wells, Chris Parkes
2. To Approve the Minutes of the previous AGM held on 24th May 2024
Minutes approved and accepted by a majority
3. Chair’s Report
I would like to take a moment to pay tribute to Beth Rudkin who sadly passed away recently. Beth was a member of Barnsley U3A, but was one of the most accomplished and knowledgeable group leaders in Wakefield u3a. Beth’s knowledge of her subjects was comprehensive, but Beth had the knack of making it interesting and accessible to her group members. It is no surprise that her groups were well attended. Beth will be much missed.
18 months ago our treasurer, Michael Manders, was instructed to begin the process of closing Wakefield and District u3a. Members of the committee had reached the end of their tenure and no new committee members came forward. In a last attempt to save the u3a a meeting was held at Agbrigg community centre for anyone interested in being on the committee. They were able to speak to existing committee members to find out what was involved. From this event 6 people stepped forward to serve on the committee. Together with the 5 remaining members they formed a new committee. The first time for many years there had been a full committee.
Since then we have grown to almost 500 members and had almost 100 new members over the past year, opened 8 new groups and are now financially sound, allowing us to keep the membership fee and room rents at the same price as they are now.
With a full committee we are able to share the work load and get to those matters that we were simply unable to do, due to lack of time or the weight of the work load.
A great deal of thanks must go to this committee, who have worked in a spirit of cooperation and with hard work to get the u3a up to date and in a good place. Our vice chair, Barbara Morris, has run the social events team, the theatre group and worked with our Treasurer to update policies and forms. Val Carter is our New Members secretary and has made new members very welcome. Mike Bywater has updated the website and it is now up to date and live. Michael Manders, our Treasurer, has made sure there is a sound fiscal basis for any expenditure and has kept us compliant with the Charities Commission and HMRC’s requirements. Through his stewardship we have reduced almost half the deficit between room rents and income.
Our Beacon Administrator, Katherine Genn, has Beacon running like a dream and has, with Hilary Fowler, provided Beacon training for any group leader needing it. Rob Fowell and Barry Johnson have been our Group Liaison Officers, and are the point of contact for group leaders. Jenny Stephens is the new Editor of the Newsletter and has taken responsibility for refreshments at the coffee mornings. Jane Bradley has taken on the unenviable job as the committee’s Secretary, with all the attendant headaches that brings.
We have recruited over 92 members this year. Because there were so many Val Carter and Barbara Morris formed a new members Group, meeting monthly, so that any questions and guidance needed were dealt with as they navigated their way into the u3a. A new members table was set up at coffee mornings so new members could feel more comfortable attending the coffee mornings until they got to know existing members. This proved very popular. Of the 92 new members 67 have joined a group – some more than one group. The remaining members joined for the more social side of our u3a.
We have asked existing members to carry out roles in the u3a. Hilary Fowler has agreed to be our Group Development Officer, helping new groups to establish, find venues and learn about Beacon. Hilary has also been providing 1 to 1 tuition for any group leader who has asked for it. Janet Wilkinson has taken on the role of ‘meet and greet’ for anyone attending the coffee morning.
During the course of this year, and one of the reasons Hilary was asked to be our Group Development Officer, is that 7 or 8 new groups have been established. Chess, jive, guitar for beginners, astronomy, creative writing and a new book group to name a few. We would hope that we are able to form and establish more groups.
Two Group Leader Mornings were held, and the response from the group leaders was very positive, and over 95% of group leaders attended one or both mornings. This has helped to bring the u3a closer together and given group leaders the opportunity to ask questions, air any concerns and to let the committee know what they wanted. Delivering the group leader packs in a more timely and efficient fashion was one. Another outcome was Beacon training for group leaders. They have been so successful that they are in the calendar for next year.
Each year Age UK organise Silver Sunday, on the 1st Sunday in October, where all the agencies that work with the Third Age are available to the public in the Ridings. Wakefield and District u3a had a stand on the day, which gave us a public profile. We will be attending again in October 2025.
The Social Events Team has been very active, arranging theatre visits, gin tasting etc. One of the events they have just undertaken is a Fish and Chip lunch at Queens Drive. We welcome Susan Sutcliffe and Lynn Mackenzie to the Social Events team.
Currently we are undertaking a review of venues available in the Wakefield area, to find new venues in other parts of the district where we do not have a presence.
We are now members of the South Yorkshire syndicate along with u3as from Sheffield, Rotherham, Doncaster and Barnsley. Brian Cave, our council member for YAHR, felt this was the best fit. Although small, we operate in a similar way. It’s a support system to discuss mutual concerns and problems, and to share best practice.
This concludes the Chair’s report.
5. Treasurer's Report
Michael Manders presented the Annual Accounts (previously circulated to members)
The bottom line is that we have a surplus of £1,906.76, which is a good result considering the rising costs of venue hire and everything else.
It has been a fantastic year with 90 plus new members joining. Thanks to a continually active and focused management committee.
The Number Two account shows a loss of £1.40, but we were waiting for £49 for an event, which was unpaid because the member was in hospital. This has now been paid.
Gross income increased by £5235.00 while rent contributions rose by £1927.00. The difference in contributions to venue hire remains at £1995.00, which we are looking at closely and hoping to find ways to reduce the discrepancy.
Higher expenditure items includes print costs for Group Leader packs and renewal and application forms. It also includes food for various meetings, a sum of £448.00.
Miscellaneous expenses included £290 for a projector/warranty. A refund of the Philosophers group rent was due to the sad passing of the group leader. Extra printing was £329. Catering for the Group leader events was paid, along with travel expenses for group leaders claiming travel allowance.
I conclude by thanking the committee and all members of the Wakefield u3a for the help and support I have received. That makes my life easier.
Thanks to Brian Lister, our auditor, who does a very professional job. Official thanks will be sent. I confirm he is happy to do the audit next year.
Paul Scott moved that the accounts be accepted as a true record of the year’s fiscal account.
Passed by a majority of members and adopted.
5. Re-election and election of new Committee Members
Chairman – Paul Scott
Proposer Lin Hall Seconder – Roz Scott
Vice Chair – Mac McKechnie
Proposer Gerard Caygill Seconder – Chris Parkes
Treasurer
Proposer – Hilary Fowler Seconder – Tricia Fay
Secretary – Jane Bradley
Proposer – Colleen Bimrose Seconder – Elizabeth Smith
Val Carter
Proposer – Marilyn Monaghan Seconder – Elaine Turton
Barbara Morris
Proposer – Janet Wilkinson Seconder – Sue Gaynor
Robert Fowell
Proposer – Janet Wilkinson Seconder – Anne Curnin
Katherine Genn
Proposer – Alison Bennett Seconder – Marian Tate
Mike Bywater
Proposer – Marian Tate Seconder – Alison Bennett
The positions were uncontested, and it was proposed that the committee members be accepted by the meeting. The vote was carried by all present, and the new committee elected.
6. Adoption of a new Policy
It is recommended by both u3a National and Yorkshire and Humber Region that all u3as have a Complaints and Discipline Policy. Wakefield and District u3a will prepare, write and publish a Complaints and Discipline Policy for the u3a in 2025/26.
This policy will be published for ratification by the membership electronically.
Proposed by Paul Scott, Chair. Seconded by a majority of the members present.
To regularise the Treasurer’s position in line with Section 7 of the constitution
To amend Section 16: Officers and trustees sub sections 2,7,8
These sections allow a member of the committee to hold several offices on the committee for a period totalling no more than 9 years.
Section 8 of the constitution limits the Treasurer’s tenure to 3 years.
To regularise the Treasurer’s position and to bring it in line with Section 7 of the constitution it is proposed that the Treasurer may serve up to 9 years, as is allowed for other member of the committee.
Proposed by Paul Scott. Seconded by a majority of members present.
Amendment to the quora needed for AGM and SGM
As the membership grows, we need to adjust the number of members that is needed to make an AGM or SGM quorate.
The quora needed to make a meeting quorate will be set at 5% of the total membership.
Proposed by Paul Scott. Seconded by a majority of members present.
7. Vote of thanks to:
Retiring committee members
Janet Oliver. Paul thanked Janet for her contribution, her wisdom and ideas.
Barry Johnson. Paul thanked Barry for his contribution over the past year.
Jenny Stephens. Paul thanked Jenny for her help over the past year. Passing on her knowledge of the Secretary role, helping with tea and coffee at Coffee Mornings, and taking on the Newsletter. Jenny will continue in the role of Newsletter Editor.
Honorary Auditor. Paul thanked Brian Lister for his work, and will send a letter of thanks.
Paul also thanked the members for their contributions over the year.
8. Paul Scott closed The Annual General Meeting at 10.40.