Roles and Responsibilities
ROLE DESCRIPTIONS
COMMITTEE MEMBERS/TRUSTEES
OFFICERS
CHAIRPERSON
VICE CHAIRPERSON
BUSINESS SECRETARY
TREASURER
OTHER ROLES
GROUP LEADERS CO-ORDINATOR
MEMBERSHIP SECRETARY
EVENTS AND ACTIVITIES CO-ORDINATOR
SPEAKER SEEKER
KITCHEN CO-ORDINATOR
MEMBERSHIP ASSISTANT
NEWSLETTER EDITOR
WEB SITE PERSON
EQUIPMENT KEEPER
PUBLICITY CO-ORDINATOR
FACEBOOK EDITOR/ADMIN
CHAIR PERSON
The Chairman, together with the Secretary, will decide on an agenda and must be well informed on all the issues to be discussed and their relative importance and aware of where decisions are needed.
The Chairman holds a key position during the meeting and should have a strong enough personality to keep control of the meeting and to be able to deal firmly, fairly and tactfully with disruption or aggression.
It should be remembered that all decisions must be committee decisions and that the Chairman has no special executive powers other than those stated in the constitution.
A sense of humour is vital! A good Chairman will vary his/her style according to the purpose of the meeting.
He/she should recognise a hidden agenda and allow it to be brought out into the open. Anyone trying to use the meeting to satisfy his/her own aims should be very quickly dealt with. The Chairman must be a facilitator and an enabler. He/she should be a good listener as well as a communicator, controlling the length of the discussion
to allow the meeting to move forward to the next item.
He/she needs to be:
•Flexible in approach.
•Diplomatic and approachable.
•A positive leader.
Tasks:
•To maintain the charitable objectives/purposes of the U3A.
•To preserve order at meetings (all members must address their remarks via the Chairman and not directly to the person).
•To ensure the correct procedure is followed.
•To guide the discussion in a positive manner, all the time assuming a neutral role.
•To allow different points to be expressed.
•To encourage participation from all members in discussion and decision-making, especially the quieter ones.
•To stick to the agenda and avoid side-tracking.
•To remain calm when strong feelings are expressed.
•To draw discussions to a conclusion and to summarise fairly the arguments “for and against” an issue.
•To ensure that decisions are followed through, often in conjunction with the Secretary.
Chairing a committee is a responsible job which requires hard work and considerable skill. It should not be seen as a reward or status symbol or become an ego trip.
VICE CHAIR PERSON
One of roles of a Vice Chairman is to deputise for the Chairman and so he/she will need to be familiar with all necessary procedures and able to assume responsibility at short notice, if required to do so. You may wish to consider having two Vice Chairmen in the hope that one at least, may consider standing for Chairman in the
future.
It may also be sensible to allocate a specific role to your Vice Chairman/men e.g. publicity, newsletter editor etc.
BUSINESS SECRETARY
The Secretary is usually the committee organiser and more often than not, the person most involved in the practical running of the U3A. He/she keeps the wheels of the organisation turning. The Chairman and the Secretary need to be able to work well together and agree upon a course of action. Mutual trust is essential.
The Secretary can be the committee scribe but a non-committee Minutes Secretary has been found by U3As to be a very useful appointment, providing confidentiality is maintained.
He/she needs to be:
•A good organiser.
•Systematic.
•Diplomatic and approachable.
•A clear thinker.
•Calm.
Tasks:
•To keep the Chairman well informed as correspondence is often addressed to the Secretary.
•To construct the agenda for the meetings with the Chairman.
•To send out agendas with relevant discussion papers in good time.
•To arrange venues and equipment as required.
•To take spare copies of the papers.
•To ensure the meeting is quorate (check your constitution).
•To convey decisions taken to the people who may be required to take action.
•To take action as required following the meeting.
•To deal with correspondence following discussion with the Chairman.
•To maintain full and accurate files including minutes.
•To be the point of contact and reference between meetings.
•To be the link with the National Office and to ensure that information is relayed to the committee and passed on to the membership.
•If no Minutes Secretary exists, to take fair and accurate minutes of the meeting and, having agreed them with the Chairman, circulate them to the committee for approval at the next committee meeting.
TREASURER
The Treasurer is responsible for the efficient handling of all the financial affairs of the U3A. If a committee is handling money i.e. receiving it and paying it out, it needs a Treasurer.
He/she needs to be:
•Methodical.
•A good communicator.
•Able to look at the bigger picture but with a good eye for detail.
Tasks:
•To organise the opening and operation of a bank account or bank accounts in accordance with the wishes of the Committee.
•To make a recommendation on cheque signatories for committee approval.
•To ensure that strong financial management procedures and internal controls are in place.
•To maintain accurate and sufficiently detailed financial records in accordance with the requirements of the regulatory authorities.
•To report to the Committee on finance at each meeting.
•To prepare the statement of accounts for examination and the AGM.
•To prepare a budget annually.
•To recommend the level of subscription to be paid by the members.
•To pay approved invoices.
•To pay agreed expenses (it may be necessary to devise an appropriate claim form).
•To keep all receipts.
•To recommend an appropriate level of reserves.
•To set out and agree policies for reimbursement of expenses, petty cash floats etc.
At the outset it is of utmost importance to decide on a realistic sum for your annual subscription, bearing in mind the capitation fee to the Third Age Trust, the cost of direct mail of Third Age Matters and the way you are going to handle/finance your interest groups. Some U3As charge an overall annual fee applicable to all members
irrespective of the number of interest groups they attend. Others levy a smaller membership subscription and then make an additional charge for each interest group attended or just for groups incurring costs for room hire.
Where interest groups are held in members’ homes it is usual for the hosts to receive a small sum to cover the cost of a cup of tea and a biscuit. You should budget for some reserves from the outset to cover equipment, hire of meeting rooms, stationery, postage, photocopying and general expenses, rather than having to raise the subscription on
an annual basis because needs must. Whatever the decision, the amount decided upon must be sufficient to fund the U3A adequately. (See ‘Financial Matters' for more information.)
GROUP LEADERS CO-ORDINATOR
Be aware of the Common Responsibilities for all Committee Members/Trustees.
To ensure as far as possible that all groups complies with S-in-A U3A Constitution, Charity Law and any other relevant legislation or regulations.
To be available and converse with U3A members and be aware of the interest for new groups.
To encourage and promote the formation of new groups and be the contact for any problems that night arising in running a group
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 guidance documents, membership forms, expenses forms, Health & Safety Guide to Good Practises, etc.
Act as a link between the Committee and each study/activity group, keeping Committee and members informed
To deal with phone calls from members requesting information about groups
To keep records up-to-date of groups’ leaders’ names, addresses and telephone numbers, venues, times and frequency of meetings.
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 newsletter as determined by Committee.
To give information about the possibility of “start up” assistance
To organise and chair regular Group Leader Meetings in order to exchange information and ideas.
To provide support and training to Group Leaders, putting new leaders in touch with other group leaders with a similar subject.
Pass on to Group Leaders information on any relevant publications, videos resources available from the National U3A office.
To liaise with Committee, seeking permission for hiring of venues for groups and check availability and cost of them. To notify Group Leader and Treasurer of dates of bookings.
To advise that each group leader may keep a small amount of cash from which to meet the group’s expenses but all groups are required to be self-financing. If the group goes on outings the Group Leaders must be advised that the Group itself adequately finances such outings so that its expenditure, or any balance thereof, does not become a burden on the Group’s resources.
To publicise information about new groups and existing groups where membership is declining, via the monthly meeting, newsletter, prominent Notice display at Open meeting, etc.
Help with social functions.
MEMBERSHIP SECRETARY
Be aware of the Common Responsibilities for all Committee Members/Trustees.
Hold an up-to-date list of all members, names, addresses, telephone numbers and Email addresses, which should be kept in a secure place and not be circulated. This list should be up-dated and information checked annually.
Ensuring that the New Membership Secretary is carrying out his/her responsibilities as per the Role Title “New Membership Secretary”.
Provide Committee Members/Trustees with membership updates.
Manage the attendance list for general meetings.
Make available the U3A Newsletter to all members attending the general meetings.
Ensure that the S-in-A U3A conforms to the requirements of the Data Protection Act.
To ensure that copies of any correspondence received or sent is given to the Secretary for filing purposes.
EVENTS AND ACTIVITIES CO-ORDINATOR
Be aware of the Common Responsibilities for all Committee Members/Trustees.
To ensure that all people organising events/activities inform you of the event well in advance of them booking. This information to include the name, address and telephone number of the organiser, the date, time and venue of the event to avoid double booking. This information is then taken to Committee.
Subject to approval by the Committee to inform the organiser that the event can go ahead making sure that the organiser receives the relevant information re Health & Safety, Equality and Diversity etc.
You must emphasise to all Organisers that the event must safeguard the good name and values of S-in-A U3A.
You must also emphasise to all Organisers that the event must be self-financing and none of the expenditure, or any balance, therefore, does not become a burden on the Group’s resources
Prepare report for newsletter and give to Publicity Person.
Update the Diary Notice board with all Future Events Being Organised at the monthly meeting.
MEETER AND GREETER
To safeguard the good name and values of S-in-A U3A.
To be aware of the Health & Safety Best Practises.
To be aware of Equality & Diversity.
To meet and greet members as they come into the monthly meeting.
To introduce any non-member to the appropriate person who is able to help them.
Any expenses incurred should be obtained from the Treasurer using the appropriate form and attaching all receipts.
NEW MEMBERSHIP SECRETARY
To safeguard the good name and values of S-in-A U3A.
To be aware of the Health & Safety Best Practises.
To be aware of Equality & Diversity.
To ensure that where appropriate, support is given to U3A members.
To help the Membership Secretary by sending out blank membership forms and information packs to people requesting details including a copy of the latest U3A News.
A supply of blank membership application forms and information packs including a copy of the latest U3A News should be available at the monthly general meetings to hand out to non-members.
To have a supply of leaflets advertising S-in-A U3A available at events to hand out to non-members.
Keep a list of all new members, names, addresses, telephone numbers and Email addresses, which should be kept in a secure place and not be circulated.
This list of new members should be passed to the Membership Secretary to up-date his/her records after the Member has paid his/her subscription.
Send out Welcome Pack to new members.
Suggest coffee mornings for new members when appropriate.
To ensure that copies of any correspondence received or sent is given to the Secretary for filing purposes.
Any expenses incurred should be obtained from the Treasurer using the appropriate form and attaching all receipts.
SPEAKER SEEKER
To safeguard the good name and values of S-in-A U3A.
To be aware of the Health & Safety Best Practises.
To be aware of Equality & Diversity.
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 by telephone, confirming date and topic. Give an approximate time for talk allowing time for any questions. Check if any equipment will be required. Remember that normally no fee is paid although the speaker may be presented with a gift token to a value determined by the Committee.
If any fee e.g. travel expenses, needs to be paid, get agreement from the Committee before confirming the arrangements re date, time, venue, length of talk etc. Enclose a map.
This confirmation can be done by the Speaker Seeker herself/himself or by the Secretary. A copy of the letter needs to go to the Secretary for filing.
Keep the Committee informed of the speakers.
Keep the Publicity Person and Newsletter Producer informed of the speakers.
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 ensure that there is a parking space and be ready to meet the speaker and introduce to Chairperson. Check they have all they need including refreshments
Help Speaker set up with personal microphone and any other necessary equipment. If the speaker is bringing his or her own equipment make sure that it is safe and has been PAT tested.
Ensure that a Vote of Thanks is given.
Afterwards provide them with refreshment, pay them and see them to their car, helping with any equipment they may have brought.
Have contingency for non-arrival of speaker.
Keep a list of suggested speakers obtained from other U3As, members, outside recommendation, and own knowledge.
Keep a list of previous speakers to avoid repetition.
Any expenses incurred should be obtained from the Treasurer using the appropriate form and attaching all receipts.
KITCHEN CO-ORDINATOR
To safeguard the good name and values of S-in-A U3A.
To be aware of the Health & Safety Best Practises. To be aware of Equality & Diversity.
To ensure that where appropriate, support is given to U3A members helping in the kitchen
Any expenses incurred should be obtained from the Treasurer using the appropriate form and attaching all receipts.
MEMBERSHIP ASSISTANT
To safeguard the good name and values of S-in-A U3A.
To be aware of the Health & Safety Best Practises.
To be aware of Equality & Diversity.
To ensure that where appropriate, support is given to U3A members.
To help the Membership Secretary.
Any expenses incurred should be obtained from the Treasurer using the appropriate form and attaching all receipts.
NEWSLETTER EDITOR
To safeguard the good name and values of S-in-A U3A.
To be aware of the Health & Safety Best Practises.
To be aware of Equality & Diversity.
To work closely with the Publicity Person in gathering and collating news and income reports from the Committee’s Chairman, Speaker Seeker, Social Events Co-ordinator, Group Leaders (requesting copy on the activities of their groups over the last say 6 month period) and any other relevant body.
To produce regular newsletters and keep existing members informed.
Any expenses incurred should be obtained from the Treasurer using the appropriate form and attaching all receipts.
WEB SITE PERSON
To safeguard the good name and values of S-in-A U3A.
To be aware of the Health & Safety Best Practises.
To be aware of Equality & Diversity.
To work closely with the Publicity Person in gathering and collating information for inclusion on the Web Site.
Updating the information on the Web Site on a regular basis.
Any expenses incurred should be obtained from the Treasurer using the appropriate form and attaching all receipts.
EQUIPMENT KEEPER
Be aware of the Common Responsibilities for all Committee Members/Trustees.
Be aware of what equipment S-in-A U3A has and the cost for insurance purposes. Keep an up-to-date list.
Be aware of where the equipment is stored and ensure that keys are only given to authorised people. Keep an up-to-date list of keyholders.
Be aware of any equipment that needs PAT Testing and arrange for the annual checks. Keep an up-to-date list and Certificates.
Be aware of who has “borrowed” any equipment. Keep an up-to-date list of requests, who currently has the equipment and where it is stored.
Ensure that all keyholders/secretary have up-to-date copies of all lists for record purposes in the event of an emergency.
PUBLICITY CO-ORDINATOR
Be aware of the Common Responsibilities for all Committee Members/Trustees.
Be an intelligence gatherer and be proactive in identifying sources of publicity.
Be the contact person in supplying and receiving information from the Newsletter Producer and Web Site Person.
Gather and collate news and reports.
To respond to requests for information of a publicity nature
To disseminate information about S-in-A U3A to recruit new members.
To produce occasional posters for display and ensure that there is a regular supply of advertising on S-in-A U3A in public places e.g. Libraries etc.
Ensure information on publicity display boards is updated when necessary
Write occasional pieces about the S-in-A U3A for local newspapers and magazines.
Receive photographs from group leaders or members for inclusion in photographic records book or memory stick, showing their various activities.
To have contacts with local radio stations.
To keep up-to-date records of contacts.
To report to the Committee Members/Trustees when applicable.
To ensure that copies of any correspondence received or sent is given to the Secretary for filing purposes.