Committee Duties and Responsibilities

Chair

Purposes of the Post:
Chair meetings as an impartial arbiter.
Provide leadership.
Represent the U3A to other U3A bodies and other organisations

Functions and Responsibilities:
Chair Committee, Open and Annual General Meetings and other meetings as necessary.
Support the Secretary in the preparation of Agenda and minutes for Committee and General Meetings (including the AGM)
Provide leadership for the U3A both internally and externally.
Be responsible for attempting to ensure there will be nominations for posts in the U3A and planning for succession.
Lead planning for the U3A.
Ensure Committee members are clear about their roles and duties and are carrying them out.

Vice-Chair

Purposes of the Post:
Deputise for and support the Chair

Functions and Responsibilities:
Deputise for the Chair in leadership, representation and in chairing meetings.
Provide a first avenue of advice and consultation within the Committee.
Carry out other roles on the committee and in the U3A as agreed.

Secretary

Prepare Agenda for monthly Committee Meeting and circulate.
Take minutes of monthly Committee Meeting, write up and circulate.
Prepare agenda for AGM and take minutes.
Prepare a Secretary’s report for the AGM.
Book accommodation for Open and Committee meetings (year ahead).
Receive correspondence, action or refer to the next Committee meeting.
Receive enquiries through the web site, acknowledge and action as necessary.
Maintain file of statutory documents and insurances and monitor.

Treasurer

Log and bank new members and renewals in liaison with Membership secretary.
Keep records of Gift Aid subscriptions – retain original membership form and date of applicable membership. 
Claim Gift Aid annually from the Revenue.
Log and bank Open Meeting takings.
Log and keep cash book for small expenditure such as tea/coffee etc with receipts.
Log all expenditure and keep receipts.
Retain copies of all minutes for inspection by the Auditor.
Pay for the hall hire for Open and Committee meetings.
Retain accounts records for statutory period (seven years).
Retain BLF file for specified period.
Comply with Charity Commissioners regarding annual accounts.
Ensure that account books are fully completed.
Liaise with the Auditor re checking of annual accounts.
Retain bank statements and all records.
Arrange change of signatures with bank and liaise with bank as required.
Obtain cheque signatures as required.
Report to Committee regarding financial affairs.

Groups Co-ordinator

Satisfy members wishes and reflect their interests by endeavouring to establish suitable groups.
Help prospective Group Leaders to set up their group.
Ensure that Group Leaders are supported in their efforts and are given timely and relevant information to allow them to develop prosperous, well run groups.
Report to the Committee on the progress and development of the groups.

Membership Secretary

Deal with membership enquiries.
Keep full records of the details of all members as spreadsheets and filed application forms – amend records as members leave.
Ensure that competed application forms are obtained.
Liaise with Treasurer over sub payments – both new and renewals.
Liaise with Treasurer regarding Gift Aid subscriptions.
Prepare signing-in sheets for Open Meetings.
Supply members details to the Officers and Group Leaders as required.
Liaise with Editor and send quarterly membership updates for the U3A central journals.
Report to Committee on statistics for membership and meeting attendances.

Newsletter Editor

Receive all items for the newsletters.
Edit down items where necessary.
Prepare four newsletters a year.
Layout each newsletter.
Prepare and take to South Wolds School for printing.
Address and fill envelopes in readiness for collection at Open Meetings.
Mail any uncollected newsletters.