Tadcaster & Villages

Inaugural Meeting

This was an important day for Tadcaster & Villages U3A (T&V U3A) and for the members of the Steering Committee. The success of the newly established U3A was dependent on the number of people who attended the meeting and how many signed up for membership. This would prove how successful the Steering Committee had been in their promoting and advertising campaign in local villages; on Facebook; contacting local U3A’s and asking their members to help spread the word; actively speaking with the local and nearby villages community and Tadcaster Town Council.

It was planned for the Steering Committee to arrive at The Barn for 11am. With the guidance of Sue Stokes, (Trustee for Yorkshire and the Humber U3A), the hall was set out in readiness for the local community to join us and learn the benefits of having a U3A in Tadcaster. It was the day when people could sign up for membership and join activity/interest groups with likeminded people.

On arrival at the Barn, the Committee were informed that the main hall was not available, and that the U3A Inaugural meeting had been allocated the Games Room. This was extremely disappointing as the Games Room was much smaller and, depending on how many people arrived, it could prove a problem. However, the committee weren’t daunted and set out to make the meeting a success and the event memorable. At least the kitchen was still available for refreshments!

The games room was cleared of unwanted items and replaced with more suitable tables and chairs with the help of David Gluck, Managing Director at YorPlan and who manages The Barn events. Sue took control of the seating plan, theatre style, and set up a projector in preparation for her talk on the meaning of U3A, membership (costs, TAT and TAM), interest groups etc.

A large U3A banner was displayed outside of The Barn building and in full view of passers-by. Directional signs, indicating the way into The Barn, were strategically placed to help guide people from the street and into the event. A further tall U3A banner was displayed near the entrance of the games room, to attract people into the meeting.

Although refreshments were available at the venue, further items were provided by the committee which included biscuits, milk, assorted tea bags and sugar. A table was set up to accommodate these items which were replenished during the event, to ensure our visitors were looked after.

The table, for the Treasurer and Membership use, was covered with a blue tablecloth bearing the U3A logo which gave it a professional appearance. To complete the look separate labels, displaying ‘Treasurer’ and ‘Membership’, were placed on the table to indicate where people were to sign up for membership.

Individual Activity cards were placed in full view at the rear of the hall and ‘Sign Up’ sheets were placed in front of each card for people to indicate their interest.

Finally, a selection of U3A leaflets and booklets were placed on each chair, with a few displayed-on tables for members of the public to take away and read.

Then the day began! It was 1pm and members of the public began to arrive and were welcomed by the Steering Committee.

On arrival, some people wandered about looking at the U3A leaflets and asked questions about the event, while others were drawn to the table to sign up for membership. The room quickly became busy with people whose voices became louder as people relaxed and met up with friends and acquaintances.

Thank goodness for Sue Stokes who took charge and called out for people to take their seats; it was time for Sue to talk and explain the meaning of U3A. Everyone listened intently. The use of a projector and slides was a bonus as it visually helped the audience in understand the history and benefits of having a local U3A; the advantages of becoming a member; group activities; explanation and breakdown of membership fees and finally the Steering Committee and their roles.

After Sue’s talk Lesley Newnham, (a member of the Wetherby U3A), took the floor and explained the meaning of “group activities” and the benefits to members of sharing their knowledge and skills with one another. There was a great deal of interest in the activities and people were later given the floor for questions.

The Steering Committee members were asked to introduce themselves and to briefly explain their role. Not everyone was comfortable with this task.

The Treasurer and Members table had been a hive of activity with people enrolling for membership. It was later identified that over 40 people had signed up to become members of Tadcaster & Villages U3A. As for the interest shown in joining activities, 126 names had been added to the forms to declare their interest. However, it must be noted that, when the forms were checked, several people had declared their interest in more than one group.
What a successful day!

During the event it was announced that Tadcaster & Villages U3A were the first U3A to have the Beacon database set up at the time of an Inaugural Meeting. Great news and what an achievement for Tadcaster & Villages U3A.

The Inaugural Meeting closed at 3.30pm leaving the Steering Committee, along with other helpers, 30 minutes to tidy up and remove the directional signage and Banners, not to mention the washing and wiping up!

Tadcaster & Villages U3A Steering Committee members felt proud of what they have achieved during such a short space of time.

We extend our sincere thanks to Sue Stokes, (Trustee for York and the Humber U3A Region), who provided guidance and support, up to and including the Inaugural Meeting; Frank Bailey (Ripon & District U3A Trust Volunteer and YAHR) and U3A Beacon National Support. Frank was a great asset for the training of our Treasurer and Membership Co-ordinator on the Beacon database system. Frank also provided valuable input at earlier Steering Committee meetings.

Finally, our sincere thanks to Lesley Newnham, a member of Wetherby U3A, and to Angie Grain, (Ilkley U3A, Trust Volunteer and YAHR Representative), who both volunteered to attend the early Steering Committee meetings, where they provided support and guidance and shared valuable knowledge for starting up a new U3A.

Business Secretary
October 2019