Minutes of the Glenfield U3A Committee Meeting
20 June 2017
Present
Michael Barbour
Angela Barbour
Judith Harriman
Bernie Kimberlin
Dennis Walker
Helen Robinson
Jo Kitchen
Stuart Galloway
Andreal Knight
David Mason
Apologies received from Peter Griggs
- Welcome - MB welcomed the Committee and in particular Andrea and David who would be sitting in on the meeting with a view to becoming co-opted Committee members. The Committee members introduced themselves.
- Minutes of the Last Meeting – Item 7.2 the reference to Karen Herringshaw should be deleted. The minutes were then agreed as an accurate record of the meeting.
- Matters Arising from the Minutes
3.1. Item 3.1, Diversity Training - this was well received and was a reminder of our obligations as a U3A.
3.2. Item 3.10, Trade Card – It was agreed that this was not necessary so we would not proceed with obtaining a Macro Card.
3.3. Item 3.9 Event Accounts – The Quiz night broke even. The 60s night made a profit of £134 which is now in our bank account.
3.4. Item 5.1 Committee Roles - MB had put together a Job Description and Andrea and David are interested in running the groups. Rob Harriman may be interested in taking on the website and IT role.
3.5. Item 7.2 , Let’s Get Together – The event went well
3.6. Item 8.4.1 Writers 2 group members have been added to the list on the web.
3.7. Item 8.4.2 Catering team members have been added to the list on the web.
3.8. Item 9.1 MB circulated a list of items for discussion at the Strategy Meeting.
- Minutes of the Strategy Meeting 26.5.2017
4.1. Item 1.1 Charging Policy and Refunds – MB contacted Gill Tapping.
4.2. Item 2.1.1 Display Boards and Laminator – These have been purchased.
4.3. Item 2.1.2 Projector – This has been purchased
4.4. Item 2.2 Committee Expenses – There are no tax implications as long as expenses claimed are not excessive and that mileage claimed is less than 45p per mile.
4.5. Item 2.3.7 Lanyards - . DW showed examples of lanyards at a cost of £133.20 for a minimum quantity of 100. The Committee agreed that DW should go ahead and purchase 100 (20 for the committee & 80 for Group Coordinators).
4.6. Item 2.3.9 Gift Aid – It was agreed that discussion on this should be deferred to the next Strategy Meeting as we need time to consider the gift aid situation and its implications.
4.7. Item 4.1 Membership Application Form - DW circulated form and some amendments were made after discussion (see 8.5.2 below).
4.8. Item 5.1 SG circulated a Communication Policy for consideration
4.9. Item 6.1 SG circulated an Accident Reporting Form for consideration.
4.10. Item 8.2 – icloud backup - SG has investigated this and the Committee agreed that this should be purchased. SG to follow up.
- Correspondence
5.1. We have received a letter from Glenfield Parish Council regarding the Summer Gala to be held on 9 September 2017. The Committee agreed that we would not be taking part this year. HR to reply to the Parish Council.
5.2. The May mailing has been received from Third Age Trust and the link has been put on Google Drive.
- Committee Roles and Responsibilities
6.1. Andrea Knight has agreed to help in the setting up of new groups.
6.2. Publicity - MB has spoken to Rob Harriman who has agreed to help with IT including publicity, maintaining the website and issuing communications. SG will be taking over from DW as treasurer from October so will hand over to Rob. DW would like to continue editing the Newsletter. Rob to get together with SG. It was suggested that Rob and Andrea are co-opted onto the Committee to cover privacy statement issues.
6.3. Fund Raising role – this is not appropriate at the moment as we don’t need to raise funds.
- Forward Planning
7.1. Diversity Training – We were reminded that everyone should be able to contribute, and that we should be inclusive. 1st October is the International Day Of Older Persons and the Committee should give some thought about doing something to celebrate this. We were reminded to ensure members understand the ethos and objectives of the U3A. Overall this was a useful event.
7.2. June Monthly Meeting - items to cover in the meeting: reduction in price of coffee, decrease subs by £1 which will require a special meeting, outcomes from strategy meetings, new member meeting - to date only a few have responded. The Committee were reminded to make an effort to speak to new people, especially those who appear to be on their own.
7.3. July Meeting – This will be at the Memorial Hall which has been booked by GN, JH to check the booking and key arrangements. No jigsaw and books, no powerpoint, JH to check if the speaker needs the projector.
7.4. Group Leader Workshop – There are 2 options for the venue Botcheston Golf club or the Parish Council Offices, JK to follow up with Botcheston and agree for either the 9th or 16th August.
7.5. Special General Meeting – August. This will be to approve the reduction in subscriptions and the discontinuation of the lower fee for those members who are also members of other U3As. MB to contact all members including non-email members who will require a letter. The vote will be carried out at the beginning of the meeting.
- Reports
8.1. Chair
8.1.1. Network Meeting. The next Network meeting will be on 21 July MB will attend with BK.
8.1.2. Annual Conference – MB asked whether any of the Committee would like to attend. Details of the Conference are on the TAT website. Anyone interested to contact MB.
8.1.3. Newsletter – Copy date is the end of June, articles should be sent to DW.
8.1.4. PAT Testing – MB will put together a list of items which need to be tested and will allocate responsibility.
8.1.5. Asset Register – MB will update this.
8.2. Treasurer
8.2.1. Current Account – May income was £1,060.97, expenditure £1,412.10. This leaves an end of month balance of £10,515.52 of which £61.36 was petty cash. A large part of the income as Gift Aid, amounting to £832. The main expenditures were the catch-up and advance payment on hall hire, amounting to £545 and U3A Direct Mail cost of £681.15.
8.2.2. Purchases – At the Strategy Meeting it was agreed on various purchases of equipment. These were a laminator with pouches, a second projector and another set of display panels. These have been bought and will appear in the July figures.
8.2.3. Events/Groups Account – End of March balance was £3,732.94 comprising £1,922.76 for Events, and £1,810.18 for interest groups.
8.2.4. Bowls Group – MB to remind the Bowls Group leader about accumulated money. It was agree that all group leaders should be reminded at the Group Leader lunch about compiling group accounts.
8.3. Events –Secretary
8.3.1. NMA Trip – This went well. Organisers should be reminded to take a register of those attending.
8.3.2. August Treasure Hunt – this will not be going ahead.
8.3.3. Casino Night, November 17th – This has been organized at the Birstall Golf Club.
8.3.4. Folk Night, December 8th – This will be held at Thornton Community Centre.
8.3.5. Skittles Night, September 22nd – This will be at the Wheatsheaf Inn in Thurcaston. The tickets will be £10 per person (a subsidy of 50p per person agreed by the Committee) and will include a hot “Traditional Skittles supper”. Tickets will be limited to 30. DW to print tickets and poster. AB to confirm date.
8.3.6. Salsa Night – JK investigating this to be held in the Spring 2018.
8.3.7. Ceilidh – JK investigating this for some time in 2018
8.3.8. Christmas event – JK to contact Drama Group.
8.3.9. Hat Workshop – will announce at the meeting and put out an interest sheet.
8.4. Groups
8.4.1. Writing group 2 is now up and running with their second meeting next Monday.
8.4.2. Ukulele group has started Andrea to finalise details with Carol Knill.
8.4.3. Active Adventurers group are meeting next week.
8.4.4. Some members have shown an interest in a Philosophy group and also Art Appreciation may be a possible group.
8.4.5. MB has contacted Gill Tapping to ask if she is willing to do the Quiz Sheets and we are still awaiting reply.
8.4.6. Gail Nunn is organising a Writers Workshop and is asking for a £50 grant. She will be inviting other U3As to attend – the committee agreed unanimously to approve the grant.
8.4.7. Gail Nunn has arranged for BBC Radio Leicester’s Down to Earth outside broadcast team to visit on 12 July. MB has asked for more information.
8.4.8. We currently have 52 groups.
8.5. Membership
8.5.1. We currently have 390 members
8.5.2. Membership Form – DW circulated a draft Membership Application Form which was discussed by the Committee and agreed with some amendments. It was agreed not to continue with reduced fee for multiple membership and this will have to be agreed at the Special General Meeting. DW agreed to produce a Welcome Pack for new members. DW also produced some sample membership cards which were agreed.
8.6. Publicity
8.6.1. A draft Communications Strategy was produced by SG and circulated.
8.6.2. It was agreed to add a Members’ Page to the website. Members will be able to post items of interest but this should not be commercial. SG to action.
8.7. Speakers
8.7.1. JH raised the question of how many charity speakers we should have. It was agreed to have just one charity speaker per year. The Committee discussed the idea of having a speaker talking about other cultures. It was thought to be a good idea and several Committee members offered to contact relevant people they know.
8.7.2. First Aid session will be arranged for a maximum of 30 people, this will be a ‘pop up’ meeting of 2 ½ hours. It was agreed to make a minimal charge of £2 to guarantee commitment. It was suggested that the session be in September. JH to make necessary arrangements.
8.7.3. JH would like to organize a Dementia Friends session in November. This was agreed.
- Next Meeting – Tuesday 18th July