Official Stuff


Committee Meeting Minutes

Mins Jan 2022
Mins July 2021Mins Aug 2021Mins Sept 2021Mins Oct 2021Mins Nov 2021Mins Dec 2021
Mins Jan 2021Mins Feb 2021Mins Mar 2021Mins Apr 2021Mins May 2021Mins Jun 2021
Mins July 2020Mins Aug 2020Mins Sept 2020Mins Oct 2020Mins Nov 2020Mins Dec 2020
Mins Jan 2020Mins Feb 2020Mins Mar 2020Mins Apr 2020Mins May 2020Mins June 2020

Minutes of the most recent meeting are provisional until approved at the subsequent meeting.

AGM Minutes

AGM Minutes 2018AGM Minutes 2019AGM Minutes 2020AGM Minutes 2021

The minutes of the most recent AGM will have to be approved at the next AGM.

SGM Minutes

SGM Minutes 2020

The Aim of Chepstow u3a

Is to promote lifelong learning by encouraging people in their Third Age to derive pleasure from pursuing old and new interests with other people in ways that exercise both mind and body.

The guiding principle in achieving this aim is through self-help shared learning, in a mutually supportive environment, where all members are on an equal footing.

Our Guiding Principles

  • We are a friendly, supportive community
  • Everyone is a volunteer
  • Every group is run by a member for the members
  • Member involvement is what makes the u3a work: joining groups, starting groups, joining the committee
  • u3a does not support any political party, religion or commercial interest
  • We are a sponsorship, raffle ticket sales and charity collection-free zone

See also our Aims and Principles

Code of Conduct

All members are required to comply with the Terms and Conditions of Membership

Chepstow u3a Constitution

Our new Constitution was passed at the Annual General Meeting on Tuesday 2nd March 2021. All those who voted were in favour of the proposal, none voted against. The revised Constitution has been sent to TAT and the Charity Commission.

Click onChepstow u3a Constitution 2021to see the Constitution.


Our Safeguarding Policy and Procedure is written to enable the Committee to act appropriately whenever possible or where instances, or allegations of, actual abuse or neglect comes to their attention.

Click on Safeguarding to see full details of the the policy, and our procedures.

Equality and Diversity

We are committed to providing life-enhancing and life-changing opportunities where people who are no longer in full-time emplyment come together and learn together, not for qualifications but for its own reward, the sheer joy of discovery. Members share their qualifications and life experiences; the learners teach and the teachers learn, and there is no distinction between them. We recognise that some people are particularly likely to experience discrimination and harassment and are committed to making sure the group is as inclusive and welcoming as possible.

We are committed to treating all people equally and with respect, irrespective of their age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. We aim to design our activities, services and decision making processes specifically to encourage and support participation from people who face disadvantage in society.

Click on Equality and Diversity Policy to see full details of our policy.

Supporting Members with Disabilities

We will do as much as we can to support members with disabilities to attend our Monthly Meetings and our Activity Groups. However, it may not always be possible to do this particularly if groups are meeting in private houses. If disabled members are having problems they should contact a member of the Committee to see if anything can be done. Click on Contact for contact details.


Photographs of Members

Please note that photographs may be taken of members participating in U3A activities, and published on our website or in the magazine or on Facebook. If you do not wish your photograph to be used for these purposes, please let the photographer know.

Committee Nominations

Nominations for committee or officer roles should be made using this form AGM Nomination Form and received by the Secretary at least 21 days before the AGM. Proposers and seconders must be from the membership and must not be current committee members.

  • Our Archive cupboard is in the basement of the Chepstow Leisure Centre (next to the Bridge Group cupboard).

Insurance policies and licences held by Chepstow u3a

Public Liability InsurancePart of capitation to TAT (Third Age Trust)
Money CoverPart of capitation to TAT
Equipment InsurancePart of capitation to TAT
Tour Operator InsurancePart of capitation to TAT
Trustee Liability InsurancePart of capitation to TAT
Copyright Licence (CLA)Purchased annually from TAT
Performing Rights LicencePurchased for groups such as Drama as required

Data Retention


  • Annual Accounts for Main and Activity Accounts
  • Committee Minutes
  • Fixed Asset Register
  • Details of Capital expenditure should be kept for as long as the relevant fixed assets are in use.

Six Years after Year End

  • All Main Account Bank Statements, cash book, receipts, paying in records, petty cash etc
  • Gift Aid declarations (including membership forms)

One Year after Year End

  • All Activity Account Bank Statements, receipts etc