Northwich

Committee Roles

Chair

· To work with the Secretary and Fellow members to ensure the smooth running of the Executive Committee

· To chair committee meetings and the AGM.

· To ensure that the Committee fulfils its responsibilities for the overall governance, strategic direction, financial stability, administration and sustainability of the u3a.

· To attend u3a functions and host monthly meetings as required.

· To ensure that the u3a abides by the guiding principles and ethos of the u3a movement.

· To be a spokesperson and ambassador for the u3a, and represent the u3a at external functions, meetings, and events.

· To oversee adherence to the terms and conditions of affiliation to the Third Age Trust

Vice Chair

· To work with the Chair in the execution of their responsibilities.

· To deputise for the Chair in his or her absence, in particular by hosting monthly meetings and chairing committee meetings as required.

Secretary

· To work with the Chair and fellow members to ensure the smooth running of the Executive Committee

· To organise and minute committee meetings, AGM and other meetings as required

· To maintain effective records of agenda, minutes and correspondence

· To act as point of contact for regional and national u3a officers

· To ensure the circulation of relevant information to Committee Members and membership more generally, in conjunction with Membership Secretary

· To ensure that policies and procedures are regularly reviewed and updated to reflect national u3a policies and procedures

· To book venues for Committee meetings and monthly meetings, keep records of bookings and share with Treasurer

Speaker Secretary

· To compile a programme for 11 monthly meetings

· To seek out possible speakers:

o The latest Probus lists are most useful (the local groups grade speakers from 1 to 5 and offer comments)

o Members offer names of speakers from other meetings

o Emails are received from individuals offering to speak.

o The North-West region has a register of speakers, but do not verify quality.

· To contact speakers to invite them to speak, determine their fee and equipment required.

· When programme is agreed pass the information to the committee, especially the Treasurer.

· To contact the speaker in the week before the meeting to confirm the booking and give directions to the venue.

· Pass the programme details to Membership Secretary / NMC for printing.

Membership Secretary

· To respond to enquiries about joining Northwich u3a. These may be by email, telephone or in person

· To input data from the application form into Beacon and file the paper copy

· To transfer all monies/cheques received to the Treasurer

· To collate and send out the Welcome Pack (personalised letter, programme of speakers, group leader list. Membership card and ICE card)

· To attend monthly meetings, welcome new members and introduce them to the buddies or other u3a members

· To organise the annual enrolment day in January

Groups Co-ordinator

· To facilitate the setting up of new interest groups through supporting and advising the Group Leader

· To help to publicise new groups via the local u3a website, newsletter, monthly meeting etc.

· To maintain a list of local venues for groups.

· To act as first point of contact and provide support for any queries, problems, challenges that might arise in the running of an interest group, referring more serious matters to the Committee.

· To hold regular Group Leader meetings so knowledge, challenges and new ideas can be shared and discussed.

· To liaise with Group Leaders and provide the committee with updates on the progress/development of interest groups.

Treasurer

Role

· To manage and maintain the finances of Northwich u3a on behalf of the Trustees and in accordance with the requirements of the charities commission

Principal Accountabilities

· To process and record payments to Membership and Group Acounts and make payments against invoices and expense claims.

· To maintain records of all transactions within the Membership and Group accounts and provide the Trustees with a status summary every month

· To regularly check that the bank accounts balance with the accounting records and manage cash and cheque transactions

· To maintain a register of all assests and advise the Trustees of the availablily of funds prior to any asset purchase

· To maintain records of individual group finances, advise group leaders of any irregularity in the finances of the group and assist in its resolution

· To prepare a Summary of Accounts and Treasurer’s report at the end of the financial year and present them to the Trustees and Members

· To arrange for the accounts and accompanying records to be independently inspected and to report back to the Trustees on the results of the inspection

· To review and maintain a Finance Policy in accordance with the requirements of the Third Age Trust and Charities Commission

· Prepare and submit the annual Gift Aid claim to HMRC

Website Co-ordinator

· To collate information to add to local website

· To ask group leaders for updated information

· To view national website to keep updated on issues

· To maintain secure and up to date knowledge of Data Protection regulations and