Contents
- What to think about if you are starting a group
- What are our commitments as group leaders?
- How can the Committee support you?
- The Committee and their responsibilities
- Providing things you might need
- How can the National u3a website support you?
- Health and Safety
- Using Risk Assessments
- Guidance for Group Leaders in case of medical emergency
- Guidance for organising Trips and Visits
- Managing Finances
1. What to think about if you are starting a group
If you have an idea for a new group and need to know how to go about starting it, this is a list of things you will need to consider, BUT, the Committee is there to help so if you need to discuss any of them, please don’t hesitate to get in touch.
You can contact the chair at Chair
What is your group going to be called, and what will it be about?
You don’t necessarily need to be an ‘expert’ in the subject of your group, many u3a activities are about all learning together. On the other hand you will be leading the activity so a certain amount of knowledge or familiarity with the subject is usually needed.
What day of the week do you want to run it and how frequently do you want to run?
You need to decide what is a convenient day and time slot for you to run your group. There are exceptions, but most groups run from 10.00 to 12.00 or from 2.00 to 4.00, so staying within these time slots is often a good idea.
Some groups run every week, whilst others run on a particular week of each month eg ‘on the first and third Mondays of each month’. Other groups run every other week’ eg ‘every other Thursday’. The problem with this last one is that it is more difficult for members to know which particular Thursday it is running and which one it isn’t.
A very good idea when deciding on this is to look at the Group Meetings Calendar on the website. If you look at the ‘Month’ Tab towards the top right it is easy to see when there are already a lot of groups running, or when a group is running which might compete with yours for members.
Where are you going to run your group?
We have a quite extensive list of venues for you to choose from. You can see the list in section 6 of this guide and if you need to know more about what is available then please contact Chair
How are you going to finance your group?
Almost all of our groups finance their regular meetings by asking members to put a small amount of money in a bowl at the entrance. This varies between £1 and £3 (seldom more) and is used to fund the cost of venue hire and refreshments.
If you need to buy materials or equipment to start your group please contact Treasurer for a loan or for a grant. Also if numbers attending your group are too low initially to be able to pay for the venue, The Treasurer will arrange for you to go into debt on the accounts until your group is established. If your group sadly does not then recruit well, then this ‘debt’ will be written off,---you will never be expected to pay out of your own pocket.
After the initial ‘start-up’ period, most groups are ‘self-funding’ so if materials are needed (eg materials for a craft activity) then the members of the group would be expected to pay for those. There are cases however where there is a special need for an item of equipment which would really benefit your group’s activity and in this case you should approach Ken to see if a grant from central funds could be available.
You can contact The Treasurer at Treasurer
What do I need to do to get my group under-way?
You should already have discussed your plans with the Committee (probably with the Chair) and you will have thought about all the points above. The next important thing is to let our members know about it so that people can sign up and get on board.
There are four important ways of doing this;
- Get a page for your new group put on the website. This will include details of when and where your group will meet and a special ‘u3a email address’ which people can use to contact you if they want to join. It should also include a short description of what you will be doing. Have a look at some of the other group pages to get an idea of how other Group Leaders design their pages. You can arrange for this to happen by contacting the Web Master.
- Arrange for your group to be advertised at the next Monthly Meeting by contacting monthly meeting co ordinator at Chair
- Send details of your group to the Editor of the to be included in the next quarterly newsletter Newsletter Editor
- Arrange for an email to be sent out to all members. This would normally be done by the chair so you would send details to Chair
Some people like to try to get a list of people who might be interested in attending the group before finally deciding whether or not to go ahead. This can be a good idea, though it can be deceptive, some people are likely to turn up to your first meeting even though they didn’t express interest in advance. If you do decide to do this, be sure to ask for people’s names and email addresses so you can contact them to confirm that the group is going ahead.
How should I approach my first meeting?
This can be a bit nerve-racking! It normally goes much better that people expect though.
Make sure you’ve thought about refreshments (tea/coffee/biscuits etc.) and be ready to welcome people as they arrive.
Make it clear how much they need to give you for venue hire and refreshments.
Think about how you want to set the room out.
Make sure you get everyone’s first name, surname and email address, as well as an emergency contact number.
Well done; you’re a Group Leader!
Have fun, keep in touch with the Committee via the Group Coordinator and once again, thank you for helping to make our u3a successful!
2. What are our commitments as Group Leaders?
Rules which Group Leaders must follow.
This section of the website is mostly about providing guidance to Group Leaders which we hope will be helpful.
- Interest Groups must be listed on our website and should include a contact link to the Group Leader.
- The Committee should be informed in advance of any activity which is other than the normal, as described on the website, eg., trips/days out etc.
- Groups should be inclusive wherever possible and if a Group is not able to accept further members then that should be made known to applicants in a way which is friendly and encouraging and the Committee should be informed of the status of the group so that possible solutions could be considered
- Group Leaders should be prepared to keep records of their finances (as appropriate) and these should be shared with the Treasurer
- Group Leaders should attend Group Leader’s Meetings, or send a deputy who can join in discussion report back to them afterwards.
- Group Leaders must not do anything which could bring the organisation into disrepute.
In addition to this list there are issues of health and safety, safeguarding and risk assessment which we all need to be aware of and these will be dealt with in section 5a of these guidance notes.
Be welcoming!!
As a Group Leader you do have a responsibility to be open and welcoming both to members of your group and to other u3a members who would like to join you. This is important even if you have to explain to them that your group is currently full. It’s good to remember that as a Group Leader you are representing our whole u3a.
Keeping a record.
You will need to keep a record of the people who attend your group with their names and email addresses, and an emergency contact number. Some group leaders also use this list as a form of register to show who is a regular attender. You will never be asked to provide this information to the Committee but it can be useful to see when someone has stopped attending or only attends very occasionally.
Be contactable.
As a Group Leader we do need you to be reasonably easily contactable by email. Your groups email address will be on your page of the website so that you can be contacted by people who would like to join your group. This might include people who are not yet members of our u3a but are thinking of joining. It is important that we give a friendly and helpful response to such requests even if your group is not currently accepting new members.
Be reliable.
It is obviously essential that you turn up regularly and on time for your meetings. Getting to meetings can be difficult and often expensive for many of our members so if they turn up and find the Group Leader late or not being there at all that would be very unprofessional. With this in mind it’s sensible to have a plan for what you would do if you ever have to cancel a meeting for any reason, including the possibility that you might have to do that at the last minute.
Be considerate.
Be aware of the needs of your group members. Some might have problems with mobility, hearing, sight or a range of other issues which could impede their enjoyment of your group. Sometimes a small adjustment to how you arrange your group can make a big difference to someone who is experiencing difficulties.
Be aware of risks.
There are always risks in any situation and this can something as simple as someone spilling hot tea over themselves or as serious as someone having a heart attack, or tripping over a door mat and hurting themselves. The important thing is to recognise that as a Group Leader it is your responsibility to take charge of the situation. Carrying out a risk assessment for your venue and for the particular activity you are engaged is important and is a good way of helping you think about potential problems before they arise.
Look after your venue!
We try to maintain a good relationship with our venues and many of them offer low rates because of that. Several venues don’t have paid staff to clean or tidy things away, so making sure you leave the venue as you’d like to find it can be very helpful. Most venues have a set of rules and guidelines for people hiring them and it is good to be aware of those. Some venues have rules which are related to their normal functions, eg many of the religious venues do not allow alcohol on the premises. It can be very helpful if you are able to strike up a friendly relationship with the people responsible for the venue. If you have any problems or complaints about a venue please contact the Chair Chair or secretary. Secretary
Last thoughts.
There’s a lot of things to think about here, but most of it is common sense and things which most of us would do naturally anyway. Perhaps the most important thing to remember is that running a group, like everything else we do in the u3a should be either fun, or interesting, and where possible, both. I hope you enjoy it!
3. How can the Committee Support you?
3.a The Committee and their responsibilities
The Committee is a group of members who are elected at our AGM each year. Most Committee members will also be ‘Trustees’ which means that they have a legal obligation to ensure that the organisation is being run correctly, especially in areas such as Finance and Health and Safety. They are responsible for ensuring that our u3a operates in accordance with our written Constitution (link) which itself mirrors the National Constitution for all u3a groups.
On a more practical and day-to-day basis however the Committee does its best to ensure that we provide the best possible experience for our membership. As the vast majority of our events happen within our ‘Interest Groups’ this means that the Committee needs good levels of communication with Group Leaders as well as directly with individual members.
Lastly the Committee felt that what we offer to people in our demographic is so valuable that we almost have a responsibility to make other people in our region aware of it. With that in mind the Committee carries out a programme of Marketing and Promotion to encourage more people to join.
Group Leaders should be prepared to consider whether they could take a turn on the Committee, even if only for one year, to learn more about the background administration, and to contribute their particular ideas and experience to the organisation. Working on the Committee is interesting, rewarding and often good fun and of course, it is essential to the continued existence of our u3a.
3.b. Providing things you might need
Interest Groups, and their Group Leaders should never feel that they are operating ‘in isolation’. If a Group Leader sees the need for anything which could help the smooth running of the group, or improve what it provides to its members, then the Committee should be approached. This might just be advice or information, but it could also be equipment that could be borrowed occasionally, or equipment or consumables to be held by the Group Leader for regular use. It could also be funding for special events, or access to training courses.
If an Interest Group is full and not able to accept more members, or if it dangerously low on membership and in danger of closing, it is important to let the Committee know as it may be able to help with either situation.
If you want to approach the Committee for funding for your group, please use the Group Expenditure Approval Form’ (link)
4. How can the National u3a website support you?
The u3a National website, u3a.org.uk, provides a wealth of information.
You need to create an account to access the members area and support for u3a’s .
This gives you access to support and guidance for advice, including documentation and presentations.
This also links you to regional websites for a more local view of the u3a
5. Health and Safety
5.a. Using Risk Assessments
Risk assessments Advice to Group Leaders
It’s the group leader’s responsibility to be sure that the activities they supervise are reasonably safe. One way of doing this is to read and complete a Risk Assessment form for your own peace of mind.
The following are available on the u3a website. u3a.org.uk
You will need to create an account in the members area of the u3a. Go to "Suppport for u3as" Go to "Advice and Guidance" find the document/ Risk assessment that you require.
You could complete and store these electronically or print out for future reference .
They are for you and no one has to check them. They are evidence that you have shown due care and attention should an accident occur and require insurance involvement.
Day trip risk assessment
Holiday travel risk assessment
Home based risk assessment
Online risk assessment
Outdoor sporting risk assessment
Personal member risk assessment
Venue based risk assessment
Walk leader risk assessment
Workshop activity risk assessment
Venue based risk assessment
5.b. Guidance for Group Leaders in case of Medical Emergencies or Accidents.
It is essential that you, as Group Leader accepts that, in the unlikely event of a medical emergency arising, it is your responsibility to see that it is dealt with along the lines laid out below.
NB All group leaders must have an emergency contact number against each person in their group.
- Do no further harm.
- Check the scene for safety and then check the person.
- If you or another person feel competent : first aid care for life-threatening conditions such as unconsciousness; trouble breathing; no breathing; severe bleeding; severe chest pain; or signs of a stroke, such as weakness, numbness, or trouble with speech.
- If appropriate, dial 999 or 111
- Help the person to rest comfortably- put in recovery position if appropriate.
- Keep the person from getting chilled or overheated.
- Reassure the person because he or she may be anxious or frightened.
- Appoint a group member to wind up the proceedings of the group.
- Watch for changes in consciousness and breathing.
- If the person is conscious, ask if he or she has any medical conditions or is taking any medication.
- Do not give the person anything to eat or drink unless he or she is fully conscious, is able to swallow, and does not show any signs of a stroke.
- If the person vomits and is unconscious and lying down, position the person on his or her side so that you can clear the mouth.
- If you know the person is having a severe allergic reaction or a diabetic emergency, assist the person with his or her prescribed medication, if asked.
- Appoint someone to look out for the ambulance and direct appropriately.
- Contact the number given as the emergency contact in your file. If not available, check if there is an ICE number on their phone or personal possessions.
- If taken to hospital, see if any member is willing to go with them.
- Inform the Chairman of events at the earliest possible opportunity.
- Record the event on an ‘Incident Report Form’ (Incident Report form)
6. GUIDANCE FOR ORGANISING VISITS.
Any trip or visit must be registered in advance on the ‘Events Calendar’ on the Wyre Forest u3a website. please contact the web master to arrange this. Web Master.
DAY VISITS
Details of each Member taking part in the Visit should be obtained including: name, address, contact number, email, and an emergency contact name and number.
On the day of the Visit each Member should be provided with the mobile telephone number of the Organiser and if possible the coach driver.
Each Member should complete a Booking Form prior to the Visit.
The Organiser should contact the Venue to check on facilities for the disabled.
Parking arrangements. It is not the responsibility of the Organiser or u3a to arrange parking at, or transport to, any coach pick up point.
Costing the Visit. Ensure that all costs will be covered by being realistic about the likely number of participants. Any large surplus from any trip should be paid back as a refund to those attending.
Any surplus funds from an organised visit should remain within the organising Group.
If appropriate, a donation of small surplus funds may be made to the site visited when it does not charge for entry (eg English Heritage properties). If this is likely to happen, a note should be made on the trip information so that members are made aware.
Any deficit from a visit must be borne by the organising Group.
The Organiser should keep a spreadsheet or other record of all payments made, including names, dates and amount paid and a copy should be given to the Treasurer.
The Organiser or a Nominated person should be present at each pick-up point to check that all Members are present.
Members to let the organiser know if they are unable to take part in the visit
When opening up trips to non-u3a persons, please remember visitors can only come to 3 u3a events before they must join.
Most importantly enjoy your visit.
EXTENDED VISITS OF 1 NIGHT OR MORE
In addition to the points listed above:
It is essential that a Passenger list together with Emergency Contact Names and Numbers is given to someone in Authority (e.g. a Member of the Executive Committee) who is not participating in the Visit. This Nominated Person should also have the MOBILE contact number of the Organiser of the Visit and a detailed Itinerary.
Members participating in the Visit should be made aware of the contact details of the Committee Member Nominated as the Emergency Contact.
TRIP COSTS
- All trips must be self-funding.
- All trip costs including research and printing costs should be added to the total trip price to be paid by trip participants.
- Any“freeplace”monies should be used to help reduce the trip cost to participants
and to cover the trip organiser’s expenses where appropriate. - Trip organisers may claim reasonable expenses incurred by printing information sheets, researching and organising the trip from the trip account. In the interests of transparency, a paper trail for expenses should be kept, i.e. receipts
(Reviewed September 2024)
7. Managing Finances
Our Interest Groups are, for the majority of the time, ‘self funding’, meaning that the money taken from members ;’on the door’ pays for venue hire and refreshments. In some cases money then accumulates in order to pay for ‘occasional expenses’ such as a visiting speaker or for replacing consumables (eg balls, shuttlecocks).
There are least two common ways in which Group Leaders currently do this:
1. Money collected is ‘on the door’ as cash. The amount needed for refreshments is taken out and the remainder sent to the Treasurer as a Bank Transfer. The Treasurer receives and pays invoices from the venue. Any surplus in the account is ‘ring fenced’ for use by that group and can be accessed whenever needed. The Group Leader may decide to keep a limited amount of cash as a ‘float’.
2. Money is collected ‘on the door’ and the venue paid directly with cash. Surplus funds are either retained by the Group Leader or sent to the Treasurer.
It should be remembered that whichever model you choose, any money you deal with on behalf of your members belongs to the u3a and must be formally accounted for by our Treasurer. In order to do this the Treasurer will ask for regular accounts to be presented showing what money you have received and what it has been spent on. Ideally it is helpful to this process if you can use the ‘Group Accounts Form’ (link). The Treasurer has to have the accounts for the whole ‘Financial Year’ externally audited in advance of the AGM, and this includes accounting for moneys which individual Group Leaders are holding.