Information from the Committee
Our history and management
In July 2017, a group of Canterbury u3a members were chatting at a coffee morning and decided that starting our own branch might be a good idea! None of us had any idea how to do this, but we felt that a local branch would be smaller and friendlier than a much larger branch is able to be. It has been quite a steep learning curve for us all! Four of the original group are still on the committee and several of the other founding members still help as volunteers. We have been supported by our mentors, who are also u3a members from other branches and have guided us all the way.
Our inaugural meeting was held at Swalecliffe Community Hall in September 2018. There was a magnificent response and the steering group was agreed, and with our current Chair and former Secretary in place, our Saxon Shore u3a was born.
The Committee
The Committee is responsible for ensuring that our u3a remains financially stable and is operating successfully. We are also trustees of our u3a and are expected to uphold the principles of the national organisation, and follow Charity Commission rules. Because the u3a is a registered charity there are statutory regulations which must be adhered to. The Committee has between 6 and 12 members. Some roles are specific, such as Chair, Vice Chair, Membership Secretary, Treasurer and Groups Co-ordinator, while the rest of the positions are general ones. We meet on the 2nd Tuesday of each month. An Agenda is agreed beforehand and includes regular items on membership, group activities and our finances. In addition to these, issues such as the venue, dates, speakers, AGMs and anything else that has arisen, are discussed and resolved where possible.
The committee is helped by two volunteer minuting secretaries, who take turns in attending the Committee meetings and Annual General Meetings and are responsible for accurately recording the details and actions agreed to at each of these meetings. The Secretary reviews the minutes before they are sent out for ratification by the rest of the Committee.
Click on Pen Pictures to see what your committee looks like!
Chair
The Chair leads committee meetings and hosts the monthly meetings, liaises with committee members as well as the Speakers’ Co-ordinator, the Website Administrator and the Outings Co-ordinators and any external organisation as necessary. The Chair also provides a link between National u3a and our own branch. Like the rest of the committee, the Chair is a trustee and is responsible for ensuring that our u3a upholds the principles of the u3a movement.
Vice Chair
Role is currently unfilled.
Treasurer
The Treasurer is responsible for keeping the branch accounts in good order ready for each committee meeting and for the end of year audit, liaising with the Bank and being responsible for payments and receipts and keeping accurate records. The treasurer also advises the committee on financial decisions.
Membership Secretary
The Membership Secretary deals with registration of new members and renewals of existing members together with the receipt of membership fees. Each member is given a membership number, and is registered on the Beacon computer system which ensures that everyone receives their Saxon Shore newsletter, the regular TAT magazine and any other correspondence. Our current membership stands at around 500 members.
Secretary
The Secretary deals with all incoming correspondence, is responsible for organising documentation for each committee meeting and distribution of minutes to the committee members, as well as sending out documents for AGMs to all members. The Secretary, with the Chair provides a link between our u3a and the National Organisation. Also responsible for liaising with the Website Administrator with regard to Committee-owned content and procedures.
Groups Co-ordinator
The Groups Co-ordinator keeps a record of all the interest groups that are running and supports and liaises with the Group Leaders. In line with the ethos of the u3a, volunteers are sought to lead interest groups in a variety of subjects. We have Walking Netball, Creative Writing, Family History, Armchair Travel, Arts and Crafts, Walks, Canasta, Table Tennis and so on.
Monthly Meetings
A mainstay of any u3a is its monthly meeting where members can gather and enjoy a variety of interesting and enjoyable presentations and entertainment. Swalecliffe Community Centre has proved to be a successful choice of venue, as it is on a bus route and accessible to both towns. The Committee has to negotiate with the Hall’s organiser on dates and how many members can be accommodated and rental. Committee Members and volunteers attend at each month and are identifiable by their SSu3a name badges.
Speakers
Our speakers are booked for monthly meetings by one of our members who kindly volunteered to be the co-ordinator. We use a list of recommended speakers collated by the Kent u3a Network to help with our choices. Members’ suggestions are always welcome and can be sent to the chair or speakers organiser. The selection of speakers and their fees are keenly negotiated to keep costs to a minimum.
SaxonShore u3a Website
We have our own website which is brilliantly managed by one of our members and tailored to our branch. Here you will find details of all our activities and information and links to the National organisation.
Volunteers Co-ordinator
The Volunteers Co-ordinator liaises with volunteers to run the catering at the monthly meetings and other events such as the volunteers’ and group leaders’ lunches.
Newsletter
Our monthly Saxonshore u3a Newsletter is created and edited by one of our talented members. It contains articles and items of interest to our membership together with details of groups activities and u3a business to keep everyone informed and in touch with what is happening. Members are encouraged to share photos, news, and stories with fellow members.
Outings
Our extremely successful outings are now organised by our newest member of the Committee. As well as organising the outings, our co-ordinator works closely with the Treasurer and maintains their own financial records.