Roles of Committee Members - Winchcombe Area

General Rules for all Committee members.

Be aware of and follow the aims and principles of the Third Age Trust.
To safeguard the good name and values of Winchcombe Area U3A
To be aware of and to follow health and safety good practices
To ensure that Winchcombe Area U3A complies with its Constitution, Charity Law and any other relevant legislation or regulations.
To note that all Committee Members are Trustees, and are aware of the Charity Commission’s “Roles and Responsibilities of Trustees”
To make every effort to attend all committee meetings and to offer apologies if unable to do.
To be aware of the information contained in the induction pack, and to carry out efficiently their delegated roles.
To act in a manner to preserve order at all meetings
To support the chairman in representing Winchcombe Area U3A when invited by other bodies.
To undertake the necessary training or guidance appropriate to their role.
To support and encourage the membership and each other.

Chairman

To be aware of the Common Responsibilities for all Committee Members/Trustees

Chair all general and Committee meetings, have a casting vote in the event of a tie.
Ensure all housekeeping and safety notices are given out at all meetings.
Agree agenda prior to each Committee meeting with the Secretary
Give leadership and offer encouragement to both the committee and the membership.
Uphold the principles and aims of the Third Age trust
Represent the Winchcombe Area U3A in other forums
Prepare an Annual Report for members
To guide discussion in a positive manner, allowing different points of view to be expressed, encouraging participation.
To act as one of the signatories for the Bank accounts.
To ensure that copies of any correspondence received or sent is given to the Secretary for filing purposes.
To uphold the policies and procedures of the Winchcombe Area u3a, as agreed in committee.

Vice-Chairman

To be aware of the Common Responsibilities for all Committee Members/Trustees
To Deputise for the Chairman in his or her absence
Assist the Chairman in organising special events
Assume responsibility for welcoming & introduction of all new members at the monthly meetings.
To undertake additional responsibilities delegated to him or her by the Chairman or committee.

Secretary

To be aware of the Common Responsibilities for all Committee Members/Trustees
Receive & action all incoming communications on behalf of the Winchcombe Area U3A, copying or forwarding it to the appropriate committee members.
Ensure that all relevant communications from National Office or other sources are brought to the attention of members.
Act as liaison between the U3A Group, and all interested parties, particularly all dealings with the U3A’s national office.
Prepare agenda for committee meetings and send a copy to the Chairman for approval, before distributing it to the committees.
Prepare or receive and distribute minutes to Committee, ensuring that confidential matters are minuted separately, and that are action points are highlighted and to ensure a hard copy is approved at the next Committee meeting and is signed by the Chairman.
Prepare and distribute the information and paperwork required for the Annual General Meeting in accordance with the timetable set by the constitution to include.
- Notice of Meeting
- Nominations/elections to committee
- Any formal proposals or changes to the constitution
- Minutes of previous AGM
- Chairman’s report and Treasurer’s report with summary accounts
After Annual General Meeting, to update list of the officers and Committee Members with names, addresses, telephone numbers and E Mail addresses for circulation
Book venues for general and committee meetings.
Ensure committee and all group leaders are aware of the requirement to report all accidents, and maintain a record of these in accordance with the health and safety policy and incident forms.
Maintain files for correspondence and information received for safekeeping.
Liaise with Treasurer to ensure copy of appropriate insurances are held by Secretary and Treasurer.[1]
Act as one of the signatories for the bank accounts
Provide information for newsletter to Editor
Maintain an asset register of u3a property as required by the Financial Policy
Ensure that committee policies are reviewed by the due dates as set out for each policy.

Minute-Secretary (if employed at the request of the committee or Secretary)

To be aware of the Common Responsibilities for all Committee Members/Trustees
Take the minutes at Committee meetings & AGM, & send drafts to the .Chairman & Secretary for amendment & distribution by the Secretary
Present hard copy for approval & signature at next appropriate meeting.
To ensure the signed minutes are passed to the Secretary for filing

Membership Secretary

To be aware of the Common Responsibilities for all Committee Members/Trustees
To provide a contact point for new member applications and enquiries, providing up-to-date information on Winchcombe Area U3A
To receive and keep application forms for membership from the treasurer for both existing and new members.
Hold an up-to-date list of all members, names, addresses, telephone numbers and Email addresses, which should be kept in a secure place under data protection rules. This list can be circulated to members of the committee and appropriate group leaders, but not to general members, and ensure that data protection is followed. This list should be up-dated and information checked annually.
To report current membership status to the committee
Manage the attendance list for general meetings (members and visitors)
Obtain from Group Coordinator an up-to-date list of members in each group from time to time, to ensure that all group members are fully paid-up members of Winchcombe U3A subject to any policy relating to visitors which the committee might make. NOTE – All visitors to groups should be notified in advance, to the membership secretary so that the policy is adhered to.

Treasurer

Be aware of the Common Responsibilities for all Committee Members/Trustees.
Keep full, accurate and transparent accounting records showing:-
Transactions on a day-to-day basis
Receipts paid into the Bank Accounts
Authorised accounts paid e.g. hall bookings, speakers’ fees etc. and keeping all receipts relating to these.
The current financial position.
Comply with all Charity Commission requirements and the Financial Policy of Winchcombe u3a
Complete all Annual Returns from Government sources and Charity Commission promptly, and forward to National Office.
Report current financial position and any significant transactions at monthly Committee Meetings.
Prepare an annual statement of accounts, both Charity and Social, for independent examination and presentation at the AGM.
To ensure any recommendations from the examiner are considered by the Committee/Trustees
In conjunction with the Chairman to prepare an annual budget forecast, and to monitor it carefully. To make recommendation to the committee and to the membership for annual subscription to cover anticipated expenditure, and to allow for an appropriate reserve and replacement of equipment.
To prepare an Annual Report for presentation to the members at the AGM by the Secretary in accordance with the timetable set by the constitution.
To identify any financial risk facing the U3A and recommend appropriate action.
To receive all membership subscriptions to Winchcombe U3A, passing any application forms to the Membership Secretary.
To arrange payment of the Capitation Fee to the Third Age Trust.
To advise the Committee Members/Trustees on the financial implications of any proposed strategy and/or perusal of policy objectives.
To ensure that monies held by the Winchcombe U3A are invested to the greatest benefit of the organisation, according to its aims and objectives, subject to the constraints of law and ethical investment practices.
To ensure that a satisfactory system is in place for the management of any property and/or assets subject to the terms of the constitution.
To answer financial questions from members as quickly as possible.
To deal with applications for funding from Local Authorities, Lottery, grants etc. if applicable.
To ensure that grants and funds received for specific purposes are placed in restricted funds and appropriately spent.
Re-imburse committee members agreed and itemised expenses supported by appropriate receipts.
Act as the main contact and signatory for any bank accounts held by Winchcombe Area U3A, amending bank signatories after the Annual General Meeting or as required.
Maintain files of correspondence and information received. Hold the chequebooks, statements, receipts, invoices and sundry papers.
To give help and advice to Group Leaders relating to group expenses to ensure that the group is adequately financed and does not become a burden on the Winchcombe U3A accounts. [Note that each group is required to be self-financing, and should maintain a record of all income and expenditure, providing this to the Treasurer for inclusion in the annual accounts, or as requested from time to time].
To ensure that no personal benefit accrues to any individual member, and that any surplus or asset held by the group on dissolution is returned to Winchcombe Area U3A

Group Coordinator

To be aware of the Common Responsibilities for all Committee Members/Trustees
Act as a link between the Committee and each study/activity group, keeping Committee and members informed and following committee guidelines
To ensure as far as possible that all groups comply with Winchcombe Area U3A Constitution, Charity Law and any other relevant legislation or regulations.
To encourage and promote the formation of new groups and be the contact for any problems that might arising in running a group
To be available and converse with U3A members and be aware of the interest for new groups.
To arrange initial meeting for a new group, giving guidance, and if helpful seeking advice from experienced group leaders. Assist the new group in appointing a leader and arranging day, time and venue for the new group meetings.
To support established groups and start additional groups where some are oversubscribed.
To ensure that all new and existing group leaders have copies of relevant guidance and Policy documents, (particularly in relation to health and safety) or are made aware of them by reference to the website.
To keep records up-to-date of groups’ leaders’ names, addresses and telephone numbers, venues, times and frequency of meetings, and of group membership.
To encourage leaders to appoint a second in command – keeping a list of these for emergencies.
Produce an up-to-date diary of group activities for publication in the newsletter and announcements at general meetings, as determined by Committee.
When required by the committee, organise Group Leader Meetings in order to exchange information and ideas.
To provide support to Group Leaders, putting them in touch with other group leaders with a similar subject, and encouraging the use of the Third Age Trust resource centre.
Ensure that all group leaders keep adequate accounts and are following the guidance in the role of a Group leader.
To publicise information about new and existing groups via the monthly meeting, newsletter etc.

Programme (Speaker) Co-ordinator

To be aware of the Common Responsibilities for all Committee Members/Trustees
Well in advance, arrange an annual programme of speakers for the monthly meetings. To ensure that the speakers cover a wide variety of topics, which are of general interest to all members.

Make initial contact with the speakers to confirm date and topic. Give an approximate time for talk allowing time for any questions. Check if any equipment will be required, particularly if this involves visual screening equipment.
Ensure that any fee or expenses are within the budget set by the committee, and approved by them in advance.

[NOTE, under national rules a member of any U3A may not charge a fee for speaking].

Write or email confirming all the details agreed, and keep the committee informed.
All details should be confirmed with the speaker by phone a few days before the meeting. At the same time enquiry should be made to ascertain those personal details needed to introduce the speaker to the meeting.
Ensure that if a cheque is required, it is available from the Treasurer on the day.
On the day, be ready to meet the speaker and introduce to Chairperson. Check they have all they need including refreshments.
Ensure that a Vote of Thanks is given.
Have contingency for non-arrival of speaker.
Keep a list of suggested speakers obtained from other U3As, members, outside recommendations, and own knowledge.
Keep a list of previous speakers to avoid repetition.
Keep a record of groups acting each month who are preparing refreshments at monthly meetings, and liaise with relevant group leaders in advance, to ensure there is adequate staffing of tea and coffee facilities, at the conclusion of all monthly meetings and the AGM.

Newsletter Editor

To be aware of the Common Responsibilities for all Committee Members/Trustees
Ensure all sources of information are aware of deadlines for publication.

Act to receive information from all sources, for inclusion in the newsletter.
Compile newsletter and arrange printing ready for general meeting.
To be aware of and to respect data protection policies and protocols about the publication of photographs and personal details of members.
[NOTE the Newsletter should never contain contact details in any part being displayed outside the meetings].

Safeguarding Officer

To monitor the working of the Safeguarding Policy adopted by the Committee to ensure that it complies with requirements laid down by the national office of the u3a Trust, and all applicable laws relating to safeguarding of members.

Every 12 months to confirm to the Committee that the policy still complies with those requirements.

At the end of each 3rd year after the adoption of the policy, to cause the Committee to review, and if so maintain, amend, or rewrite the policy, as circumstances dictate.

The Safeguarding Officer will,

Receive complaints relating to the welfare of members under the Safeguarding Policy, from members, group leaders or Committee members of the u3a.
Promptly bring those complaints before the Officers of the Committee to assess the nature and extent of the safeguarding complaint, for any decision to be taken under the Policy.
Make a detailed record of the nature of the nature and detail of any complaint using the form SAP/1. (A copy of that form is maintained by the Secretary and is on the website)
Record any decisions of the Committee concerning the complaint, and of any actions to be undertaken by the Executive Committee as part of that decision, also using form SAP/1.
Ensure that the details of the complaint, as far as possible remains confidential.
Shall keep all records relating to complaints securely for a minimum period of 2years, and shall not permit any other person to have access to them.
Shall only take any action in respect of a complainant, or person about who a complaint has been made, after consultation with and approval of the Committee, or the National Office of the u3a Trust, as may be appropriate, having regard to the risks posed by the complaint.
Will perform all and any additional functions relating to the welfare of members of Winchcombe Area u3a, as may be added to his or her responsibilities from time to time by the Committee, or which he or she considers necessary or appropriate, to promote the welfare and human rights of our members, which functions have previously been sanctioned by the Executive Committee.

Group Leader

Be aware of and follow the aims and principals of the Third Age Trust.
To safeguard the good name and values of Winchcombe Area U3A
To be aware of and follow health and safety policies and good practices, and to be aware of accident or incident reports forms, whenever needed
To ensure that as part of Winchcombe Area U3A the group complies with the Constitution, Charity Law and any other relevant legislation or regulations.
To be available and converse with U3A members about your particular group.
To keep records up-to-date of your group’s members’ names, addresses and telephone numbers and pass this information to the Co-ordinator or committee when requested.
To ensure that every member of the group is a fully paid-up member of Winchcombe Area U3A.

To appoint a second in command in case of emergency where possible.
To ensure that the group is adequately financed and does not become a burden on the main Winchcombe Area U3A accounts. Note that each group is required to be self-financing, and should maintain a record of all income and expenditure, providing this to the Treasurer for inclusion in the annual accounts, or as requested from time to time.
To ensure that no personal benefit accrues to any individual member, and that any surplus or asset held by the group on dissolution is returned to Winchcombe Area U3A.
To ensure that any balance of £30+ held by the group is passed to the Treasurer for deposit to the events account against future group activity.

Webmaster

The Webmaster's role includes the following activities:

Maintain website

ASAP or Weekly – Update web site with relevant information, uploading documents/photographs as required
Monthly – Add upcoming u3a events and check that past events are deleted or archived
Liaise with other Committee members and Group Leaders, to ensure that the website contains relevant and up-to-date information, including any changes to national or local policies, or committee decisions affecting the membership.
Update Newsletter page after publication.

General

Provide access and editing rights of the website to the U3A committee members and group leaders.
Manage the allocation and removal of both standard and forwarding (redirection) email addresses as necessary.
Liaise with the Beacon administrator in providing and maintaining the links to the Beacon system from our website. (new members and renewals)
Provide any necessary training or assistance to members using the system.
Manage members’ personal data in line with the Winchcombe U3A’s Privacy and Data Protection Policies.
Maintain contact with the website providers, currently U3A SiteWorks

Web Hosting

Set up generic emails for committee members
Co-ordinate the handover of generic emails annually or whenever there is a change in committee member.
Ensure that all invoices received from the web hosting service provider are paid in a timely fashion.
Liaise with the web hosting service provider to ensure that any issues relating to the hosting service are resolved.

[Note that the website is built using the Third Age Trust SiteWorks, so the basic format of the website is predetermined, and editing is quite simple, and does not require sophisticated computer skills].

Beacon Administrator

Beacon is the Membership Management System for all u3a’s. It ensures that our u3a complies with all legal requirements on Data Privacy.

Main Objective:

To ensure the smooth-running of “Beacon” for the benefit of all U3A Users.

Specific:

Support all authorised users with their access and use of the Beacon database
Generate new temporary passwords for system user
View the Audit Log regularly and react accordingly to any relevant entries eg. Members’ log on failures.
Create/delete System Users, Roles and Privileges.
Create/delete Offices and Post Holders.
Change System Settings where/when necessary.
Create/delete Membership Classes.
Set up new interest groups on the site
Encourage and offer training for group leaders to use Beacon to maintain their membership details and to contact their group
Monitor email delivery and ‘unblock’ emails when necessary
Point of contact for the national Beacon Team Committee

Committee

Attend monthly committee meetings
Undertake such duties as are assigned / requested by the Committee

General

Gain knowledge from Beacon User’s Guide, User’s Forum and Helpdesk to answer any problems proving difficult to overcome.
Consult Website and read Newsletters online to keep abreast of any topical information and developments

Trip Coordinator Role

To be aware of the Common Responsibilities for all Committee Members/Trustees

To research and plan outings for our u3a members.
To publicise outings on the newsletter, Beacon, and at monthly meetings, including, when possible, to oversee an outings’ stand at said meetings.
To liaise with the Treasurer regarding payments for trips.
To assist the Committee when required at events and socials and attend monthly Committee meetings.

Process / Tasks

Research suitable venues and visitor attractions for upcoming trips.
Contact Cresswells in Evesham for coach prices and dates.
Contact venues for group entrance fees and to arrange any tours/talks.
Complete booking forms in time and return to venue, with deposit if required. Inform Treasurer of deposit to be paid.
Calculate ticket price per member.
Publicise trips to membership and create a file for each trip with relevant information - Names, contacts, order numbers, and any cheques for that trip. Also, an envelope for a tip for our driver.
Liaise with the Treasurer regarding any BACS payments from members and hand over cheques received.
Reply to any queries via email and phone, record any cancellations.
Refunds - these depend on the amount of notice given. Where possible a refund is given in most cases. However, if notice is short, it depends if the place is taken up. Credit on a future trip may also be available.
Should a trip be short of numbers, contact neighbouring U3as. If still short, cancel trip ASAP and negotiate with Cresswells.
After every outing, get feedback on the visit and where possible get a member to write a short account for the newsletter with photographs.
The day after the outing Cresswells will send an invoice by email; forward this to the Treasurer for payment.
Keep the Committee informed of progress and upcoming events.
Keep a record of all places visited and collect data on all suitable venues by checking websites, tourist information centres etc.

November 2024