Committee meeting résumés

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Resumé of the minutes of the committee meeting held on 5th February 2021



The financial position was noted including donations received to date.  

Changes have been made to the bank mandate to reflect the current committee membership and to enable on line payments with authorisation matching that already in place for cheque payments.

Group Coordinator

           Post lockdown accommodation requirements and local availability was discussed. This will be shared with group leaders for comment and follow up.

Eventbrite presentations have been welcomed by many members.

          New e mail  (gmail) addresses for each committee member  have been created and are shown on the website.


Membership Secretary

Membership stands at 418.


The notes of a meeting held on 27 January were discussed.

Attracting new members

The Vice Chairperson reported back on a workshop for new trustees and offered to start a new interest group concentrating on appreciation of sport.

Copyright Licensing Agency (CLA)

The Chairperson informed the committee that a licence is available via the national u3a to allow all members to use materialthat is subject to copyright without infringement of copyright laws.  It was agreed that we should obtain a


The content of the newsletter was agreed and Sarah Lister was thanked for her unwavering effort in producing it each month.


A social media workshop, run by YAHR, will be attended by 2 members of the committee.

u3a Day

u3a day will be held on 2nd June. 

Two committee members had attended a workshop for ideas around activities on the day.  A working group will be set up to draw up plans for a local event.

Resumé of the minutes of the committee meeting held on 8th January 2021

1.    Reports

Treasurer –             The financial position was noted including the generous donations received to date.  Following the AGM in December, the Annual Return to the Charity Commission has been completed.

Group Coordinator – The website now includes links to our Facebook and Twitter accounts.  Some groups are meeting successfully via Zoom.

Membership Secretary – Membership stands at 415

WestNet – We are attending all meetings held by the WestNet network. 

2.    E mail system

R Hine, webmaster, explained that the cost of using the current e mail system is increasing and functionality is decreasing.  It was agreed that use of the system will cease and g mail will replace it.  The importance of communicating the new e mail addresses for committee members  before ‘switching off’ the existing system was stressed.

3.    February Newsletter

The content of the newsletter was agreed and Sarah Lister was thanked for her unwavering effort in producing it each month.

4.    New Members meeting

The January meeting would normally discuss the arrangements for the new members meeting held in March.  It was agreed that a meeting would not be held in March this year. 

Resumé of the minutes of the committee meeting held on 4th December 2020


Secretary – Covid guidance has been updated by the national office.  This is being followed locally.

Treasurer – the financial position was noted, including the generous donations received to date.

Group Co-ordinator – Groups are continuing to meet on Zoom. WestNet u3a’s have been invited to join our groups and Ilkley have included the invite on their website.

Membership secretary – membership remains at 413, with 2 new members and 2 resignations this month.

National u3a – The committee support the resolution to allow electronic meetings to be discussed at the EGM on 10th December.

Publicity – An offer of a podcast from Settle District u3a taken from Curious Tales from the ancient graveyard will be made to the national organisation.

AGM preparation

The Chairperson reported that arrangements were fully in place to hold the AGM via Zoom on 10th December, followed by a Christmas social.


The Facebook page is in place and will be used to advertise upcoming events and meeting

Resumé of the minutes of the committee meeting held on 6th November 2020

Margaret Fiddes. newly appointed Regional Trustee for the Yorkshire and Humber region,  joined the meeting briefly to introduce herself and learn about Settle District u3a


Secretary – Covid guidance has been updated by the national office.  This is being followed locally.

Treasurer – the financial position was noted.  The committee also approved the adoption of on line banking whilst maintaining the requirement that two signatories are required for all payments.

Group Co-ordinator – WestNet group co-ordinators are establishing links to enable members to join Zoom presentations across the four u3a’s.

Membership secretary – membership stands at 413

National u3a – An EGM will be held on 10th December to approve an amendment of the national Articles of Association to allow electronic participation or voting in meetings.

Publicity – An article on Settle District u3a  was published on 29th October in the Craven Herald.

Resumé of the minutes of the committee meeting held on 2nd October 2020 

·       Reports

Treasurer – the financial position was noted.

Group Co-ordinator – the website is up to date although there are no meetings at the moment due to Covid restrictions.

Membership secretary – membership stands at 411

National u3a – A brief  update on the discussions and voting at AGM was discussed and it was noted that the meeting agreed an increase in the national capitation fee from April 2022 from £3.50 to £4.00.

Publicity – An article on Settle District u3a for the Craven Herald had been drafted and long standing members would be contacted for the history of the local organisation.  

·       AGM & Christmas Social

Resolutions on fees for the current year and 2021/22 for approval by members at the AGM were agreed.  One nomination for vice chair had been received.

A Christmas Social with entertainment will follow the AGM.

Resumé of the minutes of the committee meeting held on 23rd September 2020


The meeting had been called to discuss the implementation of the change in advice to organisations such as the U3a in relation to group meetings. 


The committee considered a number of options for holding U3A group meetings and decided with regret that all indoor and outdoor face to face meetings should be cancelled until further notice.


Group leaders and members would be informed by letter of the decision and all encouraged to let any committee member know if they would like to meet or chat to maintain some social contact.

Resumé of the minutes of the committee meeting held on 4th September 2020


·        Reports

Treasurer – the financial position was noted.

Group Co-ordinator – all committee members were asked to remind group leaders that Covid Risk assessments should be in place and shared with herself and the chairperson.


Membership secretary – membership stands at 412

            WestNet – The WestNet committee met in August for an update from each U3A. 

Publicity  –  A facebook page for Settle District U3A will be set up.

        The chairperson is happy to attend or give talks to non U3A groups via Zoom to promote the U3A.

·        AGM

A timetable outlining the steps needed to successfully hold the AGM on 10 December was agreed.


Invitations to groups and individuals to offer any kind of Christmas entertainment following the AGM have been issued.

Summary of the minutes of the committee meeting held in August 2020


·        Under Matters Arising – the Chairman confirmed that he had finalised Covid-19 risk assessment templates for indoor and outdoor meetings.  Risk assessments must be completed and sent to the committee before a group can recommence meetings. These are now available to group leaders; committee members are happy to help if any leader wants help to complete them.

·        Reports

Treasurer – the financial position was noted.

Membership secretary – membership stands at 412

National U3A – the virtual AGM will be held on 29th September.  All U3A members are invited.  The committee agreed to support the resolution to increase the national ‘per capita’ charge to £4 ( from the current £3.50) w.e.f. April 2022.  The committee also supported the appointment of the only YAHR regional candidate to the national committee.

YAHR – A regional ‘High Street’ project will be launched.

An tool for assessing the ‘health’ of each U3A revealed that Settle District U3A was in good order although the recruitment of new committee members was difficult.

Publicity – Our local Covid on line exhibition had been included in the national newsletter.  This will be followed up by an approach to the Craven Herald to see if they are interested in including an article on the activities of Settle District U3A.

·        AGM

The AGM will be held on 10th December via Zoom.  Members who do not have access to Zoom will be contacted by post to ensure that they have the opportunity to express their views.


·        Any Other Business

Twinning – We are now in regular contact with 3 other U3A’s – Lostwithiel, Kingston and Northern Beaches, Sydney Australia.

Twitter – our Twitter page has 12 followers

Victoria Hall – The changes in the use of Victoria Hall will not free up the facilities for use by local U3A groups 

Summary of the minutes of the Committee Meeting held on 3rd July 2020


ChairpersonThe chairman reported on the groups that are meeting via Zoom and that there had also been a successful monthly meeting

Secretary From September 2020 the committee posts of vice chair and treasurer will be vacant.  The programme organiser post will be vacant from September 2021 and a ‘shadow’ for the next year, willing to take on the duties from September 2021, would also be desirable.

TreasurerThe annual accounts to 30 June 2020 were approved and will be submitted to the Financial Examiner.

Group Co-ordinator – Twenty groups are now zooming regularly. The Victoria Hall is not likely to be available for group meetings and a list of alternative venues has been shared with all group leaders.  A risk assessment for each group must be completed before a group meets to ensure the safety of all participants and to meet insurance requirements.  The chairman is happy to help any group leader complete a risk assessment.

Membership secretary – Current membership is 409. Group membership for 2019/20 will be rolled forward into 2020/21.  Members will be asked to let the group co-ordinator know if they want to leave or join a group.

National U3A   – The national AGM will be held on 29 September 2020.  Settle U3A is not proposing any resolutions.

YAHR – The Regional website has very helpful guidance on risk assessments for COVID 19 and holding an AGM via Zoom.

WestNet – A meeting will be arranged in July


The July newsletter was approved


The editor of TAM and the editor of the national newsletter will be contacted to see if there is any interest in reporting on the ‘Lockdown’ exhibition held in Settle U3A

U3A Day

U3A day has been rescheduled for 2 June 2021

Next Meeting

7th  August 2020

19th June 2020 Minutes Resumé

Membership renewal commencing 1st July 2020 for the year 2020/21

The meeting had been called to discuss the renewal of membership for the year commencing 1st July 2020, and options available to the committee to review  subscriptions given that  the uncertainty caused by COVID 19  is expected to affect group attendance and attendance at monthly meetings for an indefinite period of time. 

·       2020/21 subscriptions were agreed at the AGM in September 2019 – £15 for an individual, £29 for a couple.

·       The U3A is expected to end the financial year ended 30 June 2020 with c£8,000 in cash reserves.

·       Payments to the national office are unavoidable and will be c£2,900 next year.

·       In a normal year subscriptions plus 50p collections are necessary to meet the cost of room hire for all groups.

·       Victoria Hall room hire is a significant cost in a normal year.  However, the Hall is not going to be available in the medium term so this cost is not going to be incurred for some time.  Other venues need to be explored for many groups if they are to meet.

·       The enthusiasm of individuals to attend group meetings is variable so the demand to arrange group meetings is uncertain.

The Committee agreed to recommend the following motion at the AGM due to be held at some time between September and December 2020 “That Settle District U3A extend the period of grace for membership renewal for the whole of the new membership year 2020/21, effectively a free year.  Donations from members will be invited.  If meetings recommence the 50p contribution will be collected and, if necessary, increased to cover room hire; this will support financial viability.” 

The Committee also agreed that although no membership subscription will be charged every member of the Settle District U3A in 2019/20 will formally remain members of Settle District U3A in 2020/21.

5th June 2020 Minutes Resumé



The Chairman has included his full report in the June newsletter.  Presenters booked for monthly meetings will be asked if they will use Zoom to enable the meetings to recommence.


The National organisation has issued guidance to local U3A’s about how AGM’s may be held under COVID 19 restrictions.

Treasurer’s Report

Balances were noted and the bank reconciliation circulated.

The financial policy was approved.

Group Co-ordinators Report

The Settle Hub have offered support to anyone who wants to use their computer.  Contact details are included in the Newsletter.

Zooming for some groups continues.

Membership Secretary’s Report

Number of members is 410. 

National U3A

Advice concerning insurance conditions under lockdown have been issued.

‘Trust U3A’ has been set up to support members in lockdown or who are social distancing.


The June newsletter was approved.

Group Leader Lunch via Zoom

The meeting had gone well and a number of groups who were not meeting currently may be  suitable to meet via Zoom. The Chairman assured the leaders that attendees at Group sessions via Zoom were not required to pay a 50p charge although any donations would be gratefully accepted. 

May 2020 Minutes Resumé



The Chairman has included his full report in the May newsletter.

Following on from the AGM in September 2019 when it was noted that the financial examiner had resigned, the Committee approved the appointment of our new financial examiner, Rorie Grieve.

Due to COVID 19 restrictions the availability of Victoria Hall in the future is under review with the advice of the Victoria Hall management. This will impact on the enrolment / renewals meeting scheduled for August and the AGM scheduled for September.

The new screen for the Castleberg room has been delivered but not fitted.


The National organisation has issued guidance to local U3A’s about how AGM’s may be held under COVID 19 restrictions.

Treasurer’s Report

Balances were noted and the bank reconciliation circulated.

Group Co-ordinators Report

Ten groups are holding their meetings via zoom.  Zoom uses passwords for each meeting which is considered sufficient security for the nature of all groups.

The calendar on the website shows all planned zoom meetings.  Many are open to all members rather than the existing members of each group.

All members are receiving a Tuesday Tale from the Graveyard via e mail and a weekly virtual gardening tour.

A suggestion to stage an online exhibition, to be followed at a later date with an actual exhibition,  of what members have been doing under the Corona Virus lockdown was warmly received and will be followed up.

A proposal to establish a Bible study group will be followed up.

Membership Secretary’s Report

Number of members is 410. 


The 2 day workshop in Whitby on Captain Cook has been cancelled.


The May newsletter was approved.

Committee membership

The Chairman seek interest from all members in taking up committee membership in the new year and in filling the Vice Chair vacancy.

April 2020 Minutes Resumé

The meeting was held via Zoom



Visits to the art appreciation group and book group had been very informative and enjoyable prior to lockdown.  Sadly, the lockdown has now limited many activities and National office guidance on Covid19 has been sent to all members and must be followed until government advice changes. 

Nevertheless, all members are encouraged to keep in touch with each other safely and to let any committee members know if they are struggling in any way.


The Annual Report was approved and the capitation fee payment to the National office was agreed.

Treasurer’s Report

Bank balances were reported and the bank reconciliation was shared with the committee.

A year end forecast was discussed that reflected the possible impact of the lockdown due to Covid19. The committee agreed that the monthly rental for Victoria Hall should continue until 30th June.

Group Co-ordinators Report

Regular Zoom meetings of the following groups are now underway :

Dance exercise



Art Appreciation


Bird watching

Membership Secretary’s Report

Number of members is 411.  


The AGM planned for 29th April has been deferred.


There are no meetings planned at the current time.


The April newsletter was approved.  Due to the difficulties of printing and distributing the newsletter during lockdown this edition will only be distributed via e mail.

U3A Day

Local arrangements to celebrate U3A day on 3rd June have been deferred indefinitely.

Next Meeting

8th May 2020

Summary of the minutes of the Committee Meeting held on 6th March 2020



·       Chairperson – Visits to groups continue.  The make and model of the new Castleberg screen has been agreed.

·       Secretary – Coronavirus guidance has been issued by the national office and passed on to members electronically.

·       Treasurer – The financial position and forecast year end position was discussed.  Good practice received at a regional workshop for Treasurers was shared with committee members.

·       Group Co-ordinator – Visits to groups continue.  A new group for ballroom dancing has started and is already fully subscribed.

·       Membership secretary – Current membership is 407.

·       National U3A   – nothing to report in addition to coronavirus guidance, above

·       YAHR – The attendee for the AGM was agreed

·       WestNet –  A interesting range of events is being considered for WestNet members.


The March newsletter was approved


A Twitter account has been opened for Settle U3A – @SettleU3a

U3A Day

The plan to celebrate U3A day on Tuesday, 2nd June was discussed and the Town Council will be contacted.

Riviera Travel

The national agreement between U3A and Riviera travel will be highlighted to members in the newsletter and the website.

Next Meeting

3rd April 2020

Summary of the minutes of the Committee Meeting held on 7th February 2020

U3A Day

Following much discussion it was proposed that Settle District would mark U3A day on 2 June (market day in Settle) with a showcase of group activities ideally located close to the centre of town. 


·      Chairperson –  Visits to groups continue.  The Committee agreed to the replacement of the screen in the Castleberg room at an earlier committee meeting and specifications and prices have now been obtained. A request was made at the last monthly meeting for help with poster design, web site editorship and group leaders in modern languages; there has been no response.

·       Secretary – Events organised by the Yorkshire Region and WestNet have been advertised widely. 

·       Treasurer  – It was reported that the Treasurer has resigned and the Chairman thanked him for his contribution to the Committee.  Temporary arrangements are in place and will continue until an alternative is agreed.

·       Group Co-ordinator – Visits to groups continue.  A new Swimming group has started and is proving very popular.

·       Membership secretary – Current membership is 405

·       National U3A – The letter from Ian McCannah was noted, explaining that the term ‘University of the Third Age’ will be dropped and replaced by ‘Learn, Laugh, Live’  to remove perceived barriers to membership for some people although the logo U3A will continue to be used.  Nationally the aim is to establish the U3A as a leader in positive ageing for the wellbeing of older people and their communities.

Two committee members will attend the National AGM in August.

·          YAHR – One committee member will attend the Yorkshire AGM in April and the Chairman and Secretary will attend a workshop in May.

·          WestNet – Nothing to report


The February newsletter was approved


The following policies were approved and will be uploaded to the website

   Ø  Disciplinary Policy

   Ø  Code of Conduct

   Ø  Equality & Diversity Policy

New Members Meeting

New members have said that a calendar of events on the first page of the website would be helpful. To address this, a link has now been added to the home page of the website to the timetable.

Any new members will be made welcome by all members of the committee if they make themselves known at any meeting.


The ’old’ website will be closed down in the near future.

Next Meeting

6th March 2020      


Summary of the minutes of the Committee Meeting held on 29th November 2019


  • Chairman – An equipment sign out sheet is now available.   Information sheet on the use of Victoria Hall equipment is also available.  Replacement of screen in Castleberg room has been discussed with Victoria Hall management.
  • Secretary – Nothing to report
  • Treasurer – Arrangements are in place to cover the temporary absence of the Treasurer
  • Group Co-ordinator – Visits to groups continue. German and French groups have ended due to loss of the leader. There is a demand for both groups and  a request for new leaders will be made.
  • Membership secretary – Current membership is 398
  • YAHR – nothing to report
  • WestNet – nothing to report


The December newsletter was approved

Christmas Meeting

All arrangements are in place.

January Meeting

Requests for assistance with poster production, web site editorship and modern language group leaders to be made

Next Meeting

7th February 202 

November 2019 Minutes Resumé



The Chairman has visited a number of groups and is very impressed by the level of commitment of the leaders and members. 


Committee changes have been reported to the National and Regional organisations.

Treasurer’s Report

Charity Commission guidance noted.

Group Co-ordinators Report

The screen in the Castleberg room at Victoria Hall is in poor condition; it was agreed that it should be replaced.

 Membership Secretary’s Report

Number of members is 384.  This includes 49 new members.   


Forthcoming events available to all members include a 2 day workshop in Whitby dated to be confirmed, Art Study Day in Harrogate on 10th March 2020, Summer School at Easingwold from 27th to 30th July 2020, National U3A day 3rd June 2020.


The November newsletter was approved.

Complaints Procedure

The draft Complaints Procedure was approved and will be uploaded to the Website.

Christmas Meeting

The meeting will take place on 5th December as the Victoria Hall is no longer available on the day originally planned.

Policy in relation to advertising events and bool launches in the Newsletter and on the website

It was agreed that only U3A members’ books and events will be promoted by Settle U3A.

Car Parking Stickers


       New stickers will be available for the December meeting.   

October 2019 Committee Minutes Resumé



Review of Victoria Hall technical facilities to be undertaken to provide back up if usual arrangements are unavailable.

With effect from December, committee meetings to be scheduled on the Friday afternoon before the Thursday open meeting.


Nothing to report

Treasurer’s Report

Signatories on bank accounts to be amended for changes in Committee members.

Charity Commission records to be updated for changes in Committee members.

Group Co-ordinators Report

Thirty five groups are in place and meeting with one more due to commence in January.

 Membership Secretary’s Report

Membership figures to be finalised. 


Contact has been made with YAHR  by the new Committee.  A session for new committee members is being held in Leeds in late October focussing on trusteeship and the links between the YAHR and Yorkshire U3a’s.


Contact has been made with WestNet and Settle U3A will have a representative at the next meting in January 2020.


The October newsletter was approved and it was agreed that it was not appropriate to advertise non U3A events in the newsletter given the wide range of other local  sources.

Appointment of Financial Examiner

It was noted that a new financial examiner needs to be appointed and that the Committee would consider options.

Waiving of Fees for Honorary Members

It was agreed that membership fees should be waived for four honorary members.

Room Hire Costs

A summary of room hire costs will be drawn up.

New Members meeting – November

Arrangements for the November meeting were discussed and it was agreed that a February meeting will also be held with new members.

Any Other Business

         The new website is up and running and the ‘old’ website has been taken down.

         The U3A 20th anniversary will be celebrated on 3rd June 2020  –  an opportunity to celebrate with local events.    


Résumé U3A Minutes July 2019


Secretary’s Report:

U3A June Newsletter, previously circulated

Update from the Curious Tales from the Graveyard Project, previously circulated

Chair’s Report:

JA thanked SS for organising the excellent coach trip to Brantwood, Coniston

The next WestNet committee meeting would be held on 04 September and she would attend with JB.

Treasurer’s Report:

In the absence of JP, GC reported:

Subscriptions steady despite increasing membership

Monthly meeting income drifting

50p’s rising well -tribute to Group Leaders

Gift Aid down and again this should be remedied with changes

Room hire up 10%

Computer expenses up largely because of Beacon

Loss, as predicted

The Treasurer’s annual accounts for year ended 30.06.19. were unanimously agreed.

It was proposed by Chris Chandler, seconded by Keith Waterson and unanimously agreed that the annual accounts be sent for audit.

Group Co-ordinator’s Report:

DB reported that she and JH had met with two prospective group leaders for circle dancing and a room had been booked at the VH.  She also said that she would lead the exercise group which would commence in October when she had had the opportunity to take some training. 

Membership Secretary’s Report:

KW reported that:

There were now 403 members.  12 members had already renewed, plus two new members

He had yet to amend the membership card with new website address etc

He would also amend the enrolment form and change the email address to a task-based one and delete his telephone number

PayPal was discussed and it was proposed by Jeanne Hine, seconded by Jackie Allott and unanimously agreed that the PayPal account be closed

It was also reiterated that members should remember to re-enrol for groups for the new year.

Webmaster’s Report                              
Richard reported that he and JH had set up two training session for committee members and group leaders which had been well attended and very helpful.

  KW commented that he didn’t think the new website was yet up to purpose and it was agreed that RH and KW meet to discuss; also agreed that RH give short talk at the AGM.

WestNet/Settle Treasure Trail

JA reported that the History Treasure Trail had been an excellent evening and very well received with over 60 attendees.  A small profit was made of £8.50.

Complaints, Disciplinary and Grievance Policies

The policies were discussed, and it was unanimously agreed to accept and adopt these policies.  JH to incorporate them for Settle District U3A

WestNet – Safeguarding and Open-Door Policy

It was unanimously agreed to accept and incorporate these two WestNet policies.



CT asked if the boards could be used again by St Alkelda’s following the AGM and it was agreed

In the absence of JB, SS had produced a poster for August.  It was not known how many to print or what the distribution list was.  AW agreed to print 26 x A5 and try to ascertain the distribution

AW said she was making arrangements with the VH for the committee meetings to be held at the Victoria Hall from October 2019

The committee extended grateful thanks to Debi for her hospitality to the committee over the years

AW suggested that the AGM commence at 10.30 am and not at 11 am as previously.  Doors would open at 10 am for refreshments.  This was agreed

AW had set up the paperwork for the AGM and would bring Nomination Forms to the Thursday meeting

Sarah Lister had accepted the invitation to speak at the AGM

Résumé U3A Minutes August 2019


Secretary’s Report:

U3A July Newsletter, previously circulated

Received from National U3A – Notice of AGM with associated papers.

The new National U3A website very interesting – YAHR – and publicity materials and posters

Please copy Barbara in on all correspondence to enable smooth handover next month:

Chair’s Report:

JA reported that:

She had had no response from VH to her confirmatory email following

U3A/VH meeting in June. JP to amend date of letter to bank regarding these payments

She suggested that from next year a committee member could take over National U3A,

Treasurer’s Report:

JP reported that:

The accounts had been examined and approved by the examiner, Mr Christopher Wilcock. It was agreed that AW write to thank him for his services over the years

He asked RH to put the approved accounts on the website

Lamberts should have the information leaflet ready and JB to collect and take to the VH on Thursday. It was noted that the up-to-date leaflet was not yet on the website and RH said he would do it today. JP to send the docs to AW who would distribute to RH, JB and SS

Membership Secretary’s Report:

KW reported that there were now six new members and he had already processed 120 membership renewals

Webmaster’s Report

Richard reported that:

he was working on background education for group leaders

he was spending the day catching up on the website

he was ready for his talk at the AGM

He would close down the old website immediately following the AGM

It was agreed that AW write to David Holdsworth and Frank Woodhams to thank

them both for the hard work they had dedicated the website over many years.

Complaints, Disciplinary and Grievance Policies

All had seen and approved the comments by CC and KW. JH to make further amendment and distribute. The Safeguarding Policy was discussed. The Code of Conduct Policy was adopted.


Arrangements for August Open Meeting – Thursday, 08 August 2019

Refreshments organised

DB said there were 28 groups, 14 double tables

She has the registration sheets

She requires three long tables down each side of hall and two at the front and back. She also requires the small square tables and chairs in the centre of the hall for members

KW – at the Friends Meeting House – requires three committee members for renewals and two for finance

JB to stand outside the VH to direct members/new members to FMT to join/renew prior to booking groups

AW to print signs for VH doors


AW to print posters for the AGM

Job descriptions were discussed, and each member asked to check, update and forward to



Résumé U3A Minutes September 2019


Secretary’s Report:

AW has written to Frank Woodhams, David Holdsworth and Christopher Wilcock

Chair’s Report:

JA reported that:

RH had sent passwords via email to retiring officers

She had arranged a meeting with Les Chandler, Sue Simpson, Anne Webster and herself to discuss Chair matters

Monthly poster distribution: to be printed at Lamberts and distributed by the Publicity Officer.  As JB will be away distribution will be down to other committee members

Treasurer’s Report:

JP reported that:

Membership fees, to date, stood at £5,350.47, £1,000 up on last year at this time

Group Co-ordinator’s Report

In the absence of JH, DB reported that there would be a Photography Group starting in January 2020

DB is having difficulty finding a training course for the Exercise Group

Membership Secretary’s Report:

KW reported that there were 57 new members from August and 105 members who hadn’t yet renewed

He suggests the new committee discuss honorary members next year

He also suggested that at the end of September emails should be sent to those members who haven’t renewed

He has fixed two bouncing emails on the Beacon system

National U3A AGM

DB reported on the interesting and informative National U3A AGM held in Nottingham and suggested that the new committee consider having a representative to attend the annual AGM.


JA reported that:

Mick Richings is acting as Chair for Region

YARH are not organising the two-yearly event at Askham Bryant

Instead holding another summer school at Easingwold in 2020

Organising a new trustees day course in January 2020.


JA reported that:

The next WestNet committee meeting would be held on 07 January 2020 at Ilkley

At this meeting representatives were asked to take a copy of their Constitution to discuss

A visit to Drax on 04 December 2020

Two visits had taken place to Veolia recycling plant

A WestNet Quiz would be held at Gargrave Village Hall on 27 March 2020

She suggested that from next year a committee member could take over National U3A, YAHR and WestNet.

Victoria Hall

AW reported that she had booked the Victoria Hall for the monthly meetings from 2019 until 2022.

Feedback from August Open Day – Thursday, 08 August 2019

A very busy morning, with queues before opening at 9.45 am

A good atmosphere

Many members and would-be members having refreshments

Plenty of Group Leaders attended.

Arrangements for AGM – Thursday, 12 August 2019

  1. Nominations papers for officers and prospective new committee members have been received by AW;
  2. AW to put Notice of AGM on outer doors;
  3. KW to organise management of computer, projector, screen and audio;
  4. KM arranged with the Caretaker for computer, mic, projector and screen;
  5. GC, CC and KW to sit at back of Hall for registration and signing on for groups;
  6. A table at rear of Hall for registration;
  7. A row of chairs and 2 x long table at front for committee;
  8. Café style table and chair set-up;
  9. Photos of group activities on screen prior to AGM;         
  10. AW to print off 24 copies of Agenda and 24 copies of Financial Report; and
  11. Timings:
    • Doors open 10.00 am
    • AGM commences 10.30 am
    • Sarah Lister to speak at approx. 11.00 am
    • Webmaster away on business.

To agree Cheese and Wine Tasting at the Courtyard Dairy in conjunction with WAG

The committee agreed to hold this event, organised by SS, at a cost of £16 (including 50p members charge).  SS produced a poster.  AW to put on Notice Board.  AW to arrange transport if necessary.


  • KM to provide a list of speakers and contact details in case she is unable to attend the monthly meeting
  • KW to carry on as Beacon Administrator but not as a committee member
  • AW thanked DB for her hospitality and refreshments, for the committee, over many years.


Résumé U3A Minutes June 2019


Secretary’s Report: AW presented ‘Years served by Committee Members June 2019’ to the committee.

Chair’s Report: JA reported that Sarah Lister’s book would be with the publishers June/July.  JA is arranging publicity with U3A TAM.   She had received an email regarding car parking at the Cricket Club for a theatre trip, which was not a U3A event and which is no longer permitted.  All U3A parking to be at the Rugby Club.

Group Co-ordinator’s Report: DB reported that all groups were carrying on next year apart from Intermediate French and German. The Card and Spanish groups were full. A new leader may be required. The Retro Stretch and Tone group was cancelled.  A new leader would be required for the Exercise group.  Maybe advertise for one.  DB to have a chat with Gillian. A new group – Garden Visits – would commence in September, the leader being Chris Benn.

Membership Secretary’s Report: KW reported that there were now 403 members.  Some had joined with PayPal and he would write to them. He had put new membership documents on the Website and asked the committee members to check them. Permission for photographs was covered in the Data Protection Policy. It is essential that WestNet members first check that the group they wish to join has vacancies and then complete the membership form and write ‘WestNet member’ on it.

Webmaster’s Report: Richard reported that the two websites were now up and running.  He would set up two informal seminars for committee members and group leaders to be held at the Victoria Hall or FMH which would take place week commencing 17 June.  Subject – email accounts and website.       

WestNet/Settle Treasure Trail Sub-Committee Report: JA reported that 50 members had booked.  She asked that the Lamberts printing invoice and catering invoice me made out to WestNet. 

Succession: JA to discuss interest expressed by another member at the monthly meeting. JP said he might have found a secretary and would report to next meeting.

Posters for Monthly Meetings: JB reported that Wendy was retiring. She would liaise with the person taking over.  SS would design posters for August, September and October. It was agreed that there were enough volunteers to distribute the posters each month.

AOB: KM presented the speaker programme for the next year.  It was agreed a good mix and Kath was thanked. KW said it had been a pleasure to take 13 members of the East Suffolk U3A Geology Group around the Malham, Ribblehead and other areas over three days.

CT reminded members that she had the boards for St Alkelda display and asked if they could keep them for a while longer. It was agreed they should be returned for the beginning of August for our use at Open Morning and AGM.




Résumé U3A Minutes May 2019


Secretary’s Report: as per Agenda. JP to sign the Annual Return.

Chair’s Report: JA reported that Ann Harding had cancelled the proposed meeting at the Victoria Hall due to her holiday arrangements. AW to re-arrange for noon on 13 June


YAHR: KW attended the YAHR AGM on 29 April in Leeds. His report was distributed and contained: amendments to the YAHR constitution, the ‘Purpose of U3A’, succession of officers and communication with members.

WESTNET: JA reported that so far 14 ‘out-of-Settle’ bookings had been made for the Midsummer History Trail. It was suggested that letters be sent to Group Leaders asking then to remind group members. Also, to display a poster at the Booths Promotion.

Treasurer’s Report:  JP said the Examiner had given notice that he would be prepared to audit the account to the end of this financial year and then retire. A new Examiner would have to be found for 2019/20.  Following a meeting with KW with regard to PayPal payments for membership subscriptions they came up with three ways of dealing with the problem (see JPs report attached to agenda) it was agreed that member continue to pay at the same rate but be encouraged to make donations. It was proposed by KW and seconded by CT that Settle District U3A cease using the PayPal payment method with effect from the new financial year.

Group Co-ordinator’s Report: DB reported that Alison Tyas would no longer lead the German conversation group and also that Ray Jones would no longer lead the French conversation group with effect from the new year 2019/2020.  It had been suggested that a new group be started – ‘Garden Visits’ and JH and DB to meet with the proposer to take further.

Membership Secretary’s Report: KW reported that there were 396 members and that this would soon be 400 – the highest number ever.

KW had forwarded the following documents to committee members:

  • Legitimate Interest Assessment – U3A Membership
  • Legitimate Interest Assessment – Next of Kin
  • Settle District U3A Privacy Policy
  • Modified Settle District U3A Data Protection Policy
  • Modified Settle District U3A Equality and Diversity Policy

It was agreed that emails were considered to be letters.

The five documents were approved and would be put on our website. A vote of thanks was given to KW for all his hard work with these documents.

KW reported that he had purchased a new computer and it was agreed that the old XP computer be passed on to a worthy cause.

Webmaster’s Report: Richard gave an excellent demonstration on the new website he had set up. He suggested that the committee members try it out and also that he arranges tutorials for them and for group leaders.

WestNet/Settle Treasure Trail Sub-Committee Report: DB said the Trail had been tested again. Although 14 bookings had been taken non were from Settle District. It was agreed to encourage members to attend.

Induction Training for New Committee Members for September/October JH said that CC, JB and herself were meeting again to finalise the package.

Succession: JA again said that we should be getting members interested and to be encouraging them to sit in on committee meetings. It was felt that personal contact was best. KW said that following the YAHR AGM Sue Stoker had said we needed to be “firm” about it. It was felt we had been clear in communications with membership about the need for Committee Members and Officers. JA had had one clear expression of interest and had another to follow up.

AW was asked to produce a poster for the Thursday monthly meeting asking members to consider becoming a committee member.

Policy for Loaning U3A Equipment: It was agreed that U3A equipment should not be loaned out unless there was an emergency and that the committee agree the loan and that a committee member be in attendance. KW asked that an up-to-date “Equipment Booking” area be set up on the new website.

Newsletter: The Newsletter was discussed and finalised with CT to add a paragraph about a proposed summer trip on Tuesday, 11th June 2019 to Brantwood, Coniston, home of John Ruskin, organised by SS.

Feedback from Group Leaders Lunch: It was agreed that all group leaders had enjoyed the lunch. DB was thanked for her hospitality.

Publicity: Promotion at Booths Supermarket on Friday, 10 and Saturday, 11 May. AW organising; CC had purchased a roll-up banner which everyone thought was excellent;  JB’s poster was approved.




Résumé U3A Minutes April 2019


Secretary’s Report:  as per Agenda. KW said that the TAM statement didn’t tally with his membership figures. JP to sign the Annual Return.                                                              

Chair’s Report:  As per attachment. JP to complete Charity Commission form following BP’s resignation.  KW to attend the YAHR AGM on 29 April in Leeds.           

Membership Secretary’s Report: KW reported that there were 394 members and one pending membership; of these 16 were non-payers (WestNet, Associates). Gift Aid to claim was £869. PayPal:  charges 41p per single membership and 61p per couple. The GDPR Lawful Basis documents received were complex.  There were five documents and it was agreed that KW adapt them for our requirements. Beacon:  292 groups UK use Beacon which is 45% of the total membership. Frank Bailey heading up a group providing training guides and improving log-in plus treasury functions.

Webmaster’s Report: Richard had sent his apologies and wrote that he would have the Website requests done by the end of the day.  The new web site was ready to demo. Can do this any time after 22nd April at your convenience.  It was suggested that this would be convenient at the next committee meeting on 06 May.  JA to contact RH to discuss the website issues. It was also agreed that only the secretary and the group leaders contact the Webmaster to put information on the website and that individuals should not do so.

WestNet/Settle Treasure Trail Sub-Committee Report: DB said the flyers/posters for this event have been circulated to the relevant U3As and the Trail had been tested and ready for a second version.  JA said that KM and herself had been round the Trail.  She had mentioned the Trail at the Quiz night and six people had booked.

Induction Training for New Committee Members for September/October JH reported on the informative pack she was producing and that CC, JB and herself would report back to the next meeting.                                     

Newsletter: The Newsletter was discussed and finalised. SS said that she would organise a Summer Trip for all members, to take place in June and suggested Brantwood, Coniston.  This was agreed and CT to put notice in the Newsletter.

Arrangements for Group Leaders Lunch: AW gave her apologies for the Lunch and CT said she would make soup.  JA said she had received 16 acceptances so far.

Publicity: JB asked for clarification of her role as Publicity Officer.

Promotion at Booths Supermarket on Friday, 10 and Saturday, 11 May. JP to arrange for 100 updated Group Programmes to be printed.  SS and AW to find newer group photographs for Promotion Boards.  AW to organise volunteers for the two days.

It was agreed to purchase a roll-up banner and CC agreed to design the banner and order.

AW had emailed members on behalf of JB and asked for comments on her draft poster. JP said it should be in portrait.  He had produced one that was considered very satisfactory.

Succession: JA again said that succession should be put at the start of the agenda next month. Innovative ideas were required.  It was agreed that KW send an email to all







Résumé U3A Minutes March 2019

Reports: Secretary’s Report:  as per attachment. The email received from Ann Harding, VH, was discussed.  JA had spoken to AH and a meeting had been arranged between AH and JA, GC, JP and KW at noon, following the monthly meeting on 09 May.

Sarah Lister (U3A Family History Group) arrived at 9.30 am and spoke further on the Stories in Stone Project (as related in the Secretary’s report above).  She had received the formal grant offer from Stories in Stone (copied to the committee). In the information, it confirms that payment will be received within 4 – 6 weeks of the claim.   She is hoping to complete the book by the end of June so the payments would be in July, if the printers are still able to stick to their 10-day estimate. 

Chair’s Report:  As per attachment. The Chair’s report was noted

Group Co-ordinator’s Report: DB reported that the Exercise and Circle Dancing groups were going ahead with a temporary leader.  The issue with a new member of a group who has health and mobility issues had been resolved.

Membership Secretary’s Report:  KW reported that there were 388 members and 2 potential new members.  He had sent membership numbers to TAM.  He had received a notification from National Office regarding the management of the Beacon system.  An increase in fee payment per member would be from 50p to £1 wef 01 April 2019.  This was due to the rise in usage and the need to employ an IT professional as well as the volunteers.  He was having problems with Beacon emails sent to a certain member and suggested contact should be made by telephone.                   

Webmaster’s Report: Richard had sent his apologies and wrote the following.  A summary for the meeting.  All requests for content uploads of me have been done. A new web site up and ready to demonstrate but need to pick a domain name in order to complete its commissioning. So, we need a name.  We can reuse ‘’ in which case I will have to negotiate with David H and Frank W. There is a nominal cost for the name and somewhere to ‘host it’ – likely to be about £10/year – just the cost of doing business. Alternatively, we could get another one – what name do we want?  Emails etc, follow when we have the domain name – for example Remember that the existing name is used for other purposes and so if we move, we will all have to move. For example – available at £10/year. Have done some work for Les Chandler to maintain an archive of old content so that it is not lost – …. working on doing the same with ‘posters’ as the material is all on the site, just not visible which seems a shame given the effort that has gone into its production.

Richard’s points were discussed, and it was agreed that it was preferable to use but if that was too complicated then leave the decision to Richard (with a link from the old to the new address).    It was agreed that it was good to have both posters on the website and that the Publicity Officer, JB, send the posters to Richard.                        

WestNet/Settle Treasure Trail Sub-Committee Report: DB said the flyers/posters for this event would be ready shortly to circulate to all WestNet members and put on our website and notice board.  Numbers would be limited to 70/80 and the cut-off date was the beginning of June.

Induction Training for New Committee Members for September/October: CC, JH, BP and JB to follow up.  To take place between the AGM and the first committee meeting in October.

Equality, Diversity and Risk Assessment: KW to amend the Craven U3A Equality and Diversity Policy for Settle District U3A. JH reported on email received from National U3A (document attached to committee papers) and said that Settle U3A had the correct approach regarding accommodating disabled members. It was agreed that the safety of the group and the individual was paramount. It was also agreed that the U3A PLUS leaflet ‘A U3A Guide to Accessibility and Inclusion’ was very good. 

Publicity: It was agreed to promote Settle District U3A and GC to book Booths Supermarket for 17/18 May, or 31/01 May/June. It was agreed to look into purchasing a Settle District U3A banner.  GC to price. AW had emailed members on behalf of JB and asked for comments on her draft poster.

Succession: JA again said that succession was now an urgent matter.  AW suggested inviting the interested new members to attend a committee meeting to see procedures (either individually or in pairs). It was also suggested to put a request on the website.

AOB: AW mentioned an email she had received from Airedale, Wharfedale and Craven NHS regarding a questionnaire on wheelchairs and orthotics.  She would copy this to members.  

KW said he had been approached by the East Anglian U3A Geology Group.  They were staying in the Malhamdale area on 12/13/14 and 15 May and asked if we could provide a speaker and guide.  KW said he would do this and was thanked for his very generous offer.