WOKINGHAM

Wokingham U3A Committee: Job Descriptions

Chairman:  The chairman’s role is to chair the AGM, the monthly meetings and the committee meetings, to represent Wokingham U3A to other U3As, the Thames Valley Network, the Region and the national U3A and to give a sense of direction that motivates the committee and the whole U3A. The chairman gives a report each year to the members at the AGM.

Vice-Chairman:  The vice-chairman deputises where necessary for the chairman in any of the chairman’s duties and provides an alternative source of motivation to the committee and the whole U3A.

Secretary: The secretary draws up the agenda for the AGM and committee meetings and maintains the record of the decisions made. The secretary also acts as contact person with the national U3A, the Charity Commission and local associations providing services to the whole U3A. In Wokingham U3A, the secretary also produces the mass e-mailings (mailmerges) on forthcoming events.

Treasurer: The treasurer maintains the records of the incoming and outgoing money for the whole U3A, as well as supervising the accounts of the interest groups. The treasurer maintains contact with the U3A’s banks, the HMRC (for gift aid) and the national U3A (for the capitation fee and the individual delivery of the U3A News) and prepares an annual statement for approval by our financial examiner. The treasurer gives a report each year to the members at the AGM.

Membership Secretary The membership secretary helps to maintain the database of members, collects the membership fees and renewals, produces membership cards and sends out welcoming information to new members. The membership secretary is the point of contact for people applying to join the U3A

New Members Secretary The new members’ secretary is responsible for fostering new members to the U3A, especially by organising the new members’ meetings, being aware of the concerns of new members and encouraging them to volunteer for active roles within the U3A.

Minutes Secretary. The minutes secretary takes notes at the AGM and committee meetings and then produces draft minutes which become a final record when approved, after amendment if necessary, at the subsequent meeting. This final record is forwarded to the secretary and to the web-master

Groups Co-ordinator The groups co-ordinator is the representative on the committee of the small team that oversees the running of the over 140 groups in out U3A. They help in the formation of new groups, maintain contact with the convenors and provide guidance to them on how to run groups. They also help to cascade information down from the committee to the convenors and so on to the group members and reflect the concerns of convenors back to the committee.

Newsletter Editor:. The editor is responsible for the editorial content and presentation of the bi-monthly newsletter, maintaining its diary pages and arranging its printing. A small team of volunteers is responsible for the distribution of the newsletter.

Webmaster The webmaster is responsible for maintaining the U3A’s website both by updating the content and being the contact with the hosting company and the domain registrar. The webmaster is responsible for updating the password to the members’ area each year and reports to the committee on the usage (“hits”) received by the website each month.

Speakers’ Secretary:  The speakers’ secretary’s role is to choose a list of richly varied and entertaining speakers for our monthly and evening meetings throughout the year, negotiate with them on fees and expenses within the terms set by the committee, prepare the promotional articles for the newsletter and finally to ensure that the speaker is looked after at the event.  Teams of willing volunteers make the tea and set out the chairs and the audio equipment.

Committee member: These versatile members of the committee help other committee members and often organise and sell tickets for special events, such as our Summer Party that celebrated our 21 years and the forthcoming Christmas meeting or contribute their wisdom and long experience of the U3A

Equipment manager: The equipment manager leads a small team responsible for

1.    Maintaining inventory

2.    Arranging the annual safety check (PAT)

3.    Maintaining PCs and their software

4.    Advising convenors about equipment

5.    Advising the committee about replacement

The members of the committee are also trustees of the Wokingham U3A Charity (see, for instance, http://www.charitycommission.gov.uk/publications/cc3.aspx)