Introduction
Groups are the lifeblood of Aughton & Ormskirk u3a, therefore, Group Leaders play a vital role in the success of our organisation.
The running of a group and its administration will vary greatly, depending on the type of group and its needs. This general guide should provide you with the information you need to run your group but please seek assistance from Group Support whenever you need it.
Ideas for new groups or short courses are always welcome and should be directed to Group Support.
Running a Group
A group may be run how the leader and its members wish, but there are some obligations that must be fulfilled, relating to Attendance, Health & Safety, Data Protection, Financial Matters etc. See following sections for details.
Attendance
A register of attendance at all meetings should be kept, including membership numbers. You can find an example of a register format on the Forms page of this website. A potential u3a member may attend a group session as a ‘taster’ but, apart from this, everyone attending the group must be an Aughton & Ormskirk u3a member.
Health & Safety
Group Leaders should:
- carry out informal checks prior to commencement of each group session (using Group Leaders’ Informal Premises Safety Check which you can find on the Forms page of this website);
- regularly remind members of the evacuation procedures;
- ensure they have their first aid kit with them at each session;
- inform Group Support if there is a H&S issue at any of the hired premises (evacuate the premises immediately if the risk is serious);
- in the event of an accident or serious incident, complete both an Aughton & Ormskirk u3a Accident/Serious Incident form and the Accident Book belonging to the premises (the form can be found on the Forms page of this website or a hard copy in the Aughton Room at HQ and should be completed, preferably, on the day of the incident);
- take care if carrying out activities on their own (e.g. make sure someone else knows where they are, carry a mobile phone, avoid using a ladder).
Data Protection
As a Group Leader, you are likely to have access to members’ personal data. We have a legal obligation to keep this information confidential and secure. Examples of how you can ensure data is confidential and secure are:
- not sharing personal data with anyone;
- using Beacon’s email system to communicate with members (because email addresses will not be visible to other members);
- having strong passwords on devices that contain personal data;
- not sharing passwords;
- having antivirus software on devices that contain personal data;
- not using means of communication where personal details are visible (eg email lists or WhatsApp groups) unless members have voluntarily provided their details to you;
- keeping paper records to an absolute minimum and keeping them secure.
Additionally, you must not use members’ details to send them advertising information for non-u3a purposes such as from retail outlets or external service providers.
You must not use any means of communication where personal details are visible (eg email lists or WhatsApp groups) unless members have voluntarily provided their details.
Photographs are classified as personal data. Members should be asked to step out of shot if they do not wish to be in the photograph.
If you have any queries relating to data protection please contact the Beacon Administrator.
If you think there has been a breach of data security please contact the Chair.
Financial Matters
1. At each group meeting held at premises for which our u3a incurs a rental charge, attendees must pay a session fee which is a contribution toward the rental charge. The fee will be determined by the treasurer, by discussion with the group leader. That fee will depend upon the hourly room hire rate, the duration of the session and the typical number of attendees. If there is a material change, either the treasurer or the group leader may trigger a recalculation of the session fee.
2. Subject to receipts being provided when depositing the money with the Finance team, a group leader may deduct the cost of low-value incidental items from the collected money. The cost of refreshments must NOT be deducted. If refreshments are provided, it is up to the group to collect additional contributions and manage that ‘kitty’.
3. A request for purchase of equipment may be submitted to the chairman of the Finance & Resources (F&R) subcommittee. The form is available on the Forms page of this website. If authorised, the F&R team will either progress the purchase or else agree that the group leader purchases the item and, subject to provision of an invoice/receipt, be refunded. Any purchased item of equipment remains the property of the u3a.
4. The cost of a tutor, hire of a coach, entrance to an external venue, or any other costs associated with an event or trip must be entirely covered by a contribution from each benefiting member. Cheques must be made payable to ‘Aughton & Ormskirk u3a’. A member may also pay by bank transfer. Details of our bank account may be got from the (assistant-)treasurer.
5. When depositing money with the treasurer, an associated deposit slip must be competed. The apportionment of the money into session fees and contributions toward, tutor or any other event must be clearly stated.
6. Group leaders must not hold u3a funds in their personal bank account unless an arrangement has been reached with the treasurer that the funds will be deposited with the u3a by bank transfer.
7. Group leaders should maintain a record of money received from group members and money paid to the treasurer. On request, the treasurer, will provide a statement of the financial transactions pertaining to the group.
8. Any queries relating to financial matters should be directed to the Honorary Treasurer.
Insurance
This link will take you to a summary of the insurance cover provided by the Third Age Trust.
Safeguarding
1. “Safeguarding” refers to measures designed to protect the health, wellbeing and human rights of individuals. It includes incidents between members, health related issues, or concerns regarding abuse or neglect that a u3a member may be experiencing outside of the u3a.
2. Safeguarding is everyone’s responsibility and members must raise any safeguarding concerns they have.
3. Group Leaders should contact the Management Committee via Chair or the Welfare representative if any safeguarding concerns have been brought to their attention.
Equality, Diversity & Inclusion
1. Aughton & Ormskirk u3a encourages members of all characteristics to join, regardless of gender, sexual orientation, ethnicity, disability etc.
2. Group Leaders should inform members in advance if a certain level of fitness is required for the activity or event.
3. Group Leaders should contact the Welfare representative if adjustments could be made to help all members to participate fully in the activity or event.
4. Group Leaders should inform the Welfare representative if any incidents of discrimination or harassment arise.
5. Where is it necessary for a companion/carer to accompany the member:
- The onus is on the member to identify a companion/carer (carer);
- The carer must be a member of our u3a if they participate in the activity;
- If the carer does not participate in the activity, they do not need to be a member of our u3a and, for activities based in hired premises, that carer need not contribute to either the cost of hiring the room, or the cost of any tutor engaged in support of the activity;
- Excepting the above, all incurred costs (e.g. theatre tickets or coach hire) apply and must be paid by the member;
- If the carer is the employee of some other organisation for the provision of care, that organisation must provide the appropriate insurance cover. In other circumstances, the Third Age Trust’s insurance provides cover.
Publicity
Group activities can be publicised in any of the following ways:
Website – All groups are listed on the website (aou3a.u3asite.uk) with a link to a web page for each group. Group leaders are encouraged to keep their page fresh and up to date. Contact the Web Team.
Magazine – An Aughton & Ormskirk u3a magazine is produced several times a year. Providing articles to the Communications Team will help to publicise your group and provide something interesting for other members to read.
enews – An email newsletter is sent to members on the last Monday of every month. Contact the enews Editor if you would like some information to be included.
Horizons – The weekly Thursday morning coffee morning provides the opportunity for announcements, fliers and information to be included in the slideshow.
Facebook – We also have a Facebook page: u3a.aughtonandormskirk. Contact Facebook Editor for more information.
Photocopying
A photocopier is available in the Small Meeting room at HQ for Group Leaders if they need it for their group’s activities. A code is required to operate the machine which can be obtained from Group Support. Separate codes are issued for each group and should not be given to anyone else.
HQ Keys
HQ is our main venue, located behind Christ Church, Aughton. A register of keyholders is maintained by Group Support and keys must not be copied and/or passed on to anyone else. Please return your key to Group Support if you step down from your role as Group Leader.