Resumes of earlier meetings
Resumé of the minutes of the committee meeting
held on 6th August 2021
1. Reports
a) Chairperson
The Chairperson
had attended an Alternative meetings presentation by the national u3a via Zoom.
b) Treasurer
The cash position at 28th July was
noted.
c) Group Co-ordinator
· Preparations for the sign up day on 12th
August were well underway; a room plan had been drawn up, invites to group
leaders had been issued and tables would be available.
· Venue rental costs had been reviewed.
d) Membership secretary
– Membership numbers stood at 435.
e) Programmes – The speaker programme is finalised
although one speaker may not be available. The committee member responsible for
arranging presenters is stepping down from her role in September.
f) National u3a – All members are able to attend
the AGM in August via Zoom.
g) YAHR – The YAHR Regional representative has
launched a Facebook page for all u3a members in the YAHR area.
2. Arrangements for sign up day on 12th
August
Arrangements were now in place and the rules for
using St John’s would be circulated to group leaders.
Refreshments would be available on the day.
3. Continued arrangements for refreshments at St
John’s
The arrangements for refreshments had been
reconsidered given the possible move of monthly meetings to St John’s Church
and a refreshment group had been set up.
The
Chairperson would to write to the co-ordinator of refreshments at Victoria Hall
to thank her for her support in the past.
4. Grievance Procedure
The grievance procedure was approved.
5. Trustee induction pack
A small amendment was noted and the document
approved
6. AGM
a) The plan was noted.
b) The agenda was noted.
c) The accounts for the year were adopted by the
committee.
d) The proposal to increase subscriptions from July
2022 was discussed. It was agreed that the membership would be asked to approve
an increase in subs by 20% – £3 for an individual to £18 , £6 for a couple
to £35 – and an increase in the 50p charge to £1.
e) Discussion took place around whether members can
be nominated to the committee on the day of the AGM highlighted an anomaly
between paragraph 13(vi) of the Constitution, requiring nominations for
election to the committee 14 days before the AGM, and paragraph 7(iv), allowing
election to the committee at the AGM when there are insufficient nominations to
fill officer and committee member vacancies subject to approval by two-thirds
majority of those attending the AGM. It
was agreed to draft an amendment to both paragraphs to cross refer them and
submit a resolution at the AGM for approval of the change.
f) It was suggested that future AGM’s be timetabled
in, say, November each year, to give the committee opportunity to assess the
financial outlook against a better understanding of future membership numbers
and costs. This would better inform any
proposal to amend membership fees and
group charges. All agreed to this
timetabling change.
7. Newsletter
The August newsletter was approved.
8. Publicity
It was reported that we now have 31 Facebook members
and Twitter followers.
9. Any Other Business
· Renewal of the Copyright Licensing Agency
licence was agreed
Resumé of the minutes of the committee meeting held on 2nd July 2021
Matter Arising
As noted at the previous meeting, the granting of honorary membership was discussed and it was agreed that such membership would be offered in exceptional circumstances with all cases being agreed on an individual basis.
Reports
Chairperson
A request for funding the cost of a whiteboard, markers and erasers had been received and was approved.
· The AGM will be held at St John’s Methodist Church as a hybrid Zoom and actual meeting. Arrangements were discussed.
· St John’s has also been provisionally booked for the regular monthly meeting on the second Thursday of the month.
· Subscriptions for the year ending 30 June 2022 were discussed and it was agreed that they should be collected and remain at the levels set in 2019/20.
Secretary
· Amazon Smile have contacted the u3a. As a charity of good standing Settle District u3a is able to register and customers are able to nominate it as their favoured charity if purchasing items through Amazon Smile. A small percentage of anything spent via this route will be paid to the u3a.
· A national initiative ‘Click and Save’ has been launched. It was agreed that Settle District u3a should join and explore opportunities for members.
Treasurer
· Payments to the National u3a for TAM, capitation fee and Beacon have been made.
· On line payments from the HSBC account will no longer be made, given the inability to maintain the authorisation requirements that are in place for cheque payments.
Group Coordinator
· Post lockdown accommodation requirements and local availability was discussed.
· The schedule showing the cost of all local venues has been updated. Many groups have now decided when and where to meet so the cost of these intentions was discussed and it was agreed to approve and fund them. If all proceed as currently planned there will be a financial deficit at the end of the year.
· The Committee will continue to meet via Zoom.
Membership Secretary
Membership stands at 437
Programmes
Speaker programme for period to July 2022 is almost finalised.
National u3a
Chairperson to attend the national AGM in August as Settle District delegate.
WestNet
Chairperson to offer suggestion for a WestNet wide activity in the refurbished
Bradford Club
Resumé of the minutes of the committee meeting
held on 7th May 2021
Reports
Chairperson
·
A
request for funding the cost of equipment for walking cricket had been received
and was approved.
Secretary
·
The
annual Return has been submitted to the national u3a.
·
There
have been no applications to join the committee following the request put out
to all members last month.
Treasurer
·
The
financial position was noted including the year end forecast for total receipts
and payments. A number of issues will be resolved before the end of the
financial year, 30 June 2021.
Group
Coordinator
· Post lockdown
accommodation requirements and local availability was discussed.
·
Many
groups have yet to decide how and when to restart their meetings. This was raised with group leaders after the
committee meeting.
·
The
committee restated that restarts of every group must follow government and
national u3a COVID guidance.
· An update on the
availability of accommodation at the Victoria Hall was discussed.
Membership
Secretary
Membership
stands at 425
National
u3a
The invitation to stand for the national u3a
committee had been circulated to members.
YAHR
The Chairperson and Vice Chairperson had
attended the YAHR AGM and updated the committee.
WestNet
No
meeting this month
u3a Day
The plans for u3a day were discussed in detail
and ordering and printing of publicity material was agreed. This will be useful in the future and is not
specific to u3a day.
Any Other Business
It was noted that one group leader will be
stepping down next year.
It was agreed that an invitation should be
issued to Age Concern representatives to meet the committee to discuss the
possibility of joint working on issues of mutual interest.
The policy for offering honorary membership
will be discussed at the next meeting.
Resumé of the minutes of the committee meeting held on 2nd April 2021
Reports
Treasurer
· The financial position was noted.
Group Coordinator
· Post lockdown accommodation requirements and local availability was discussed.
· The committee restated that restarts of every group must follow government and national u3a COVID guidance.
· It is likely that a number of venues will be the base for groups as Victoria Hall is not available to the u3a as often as it was pre-COVID.
Membership Secretary
Membership stands at 420.
WestNet
The WestNet quiz, which was cancelled last year will be held via Zoom this year.
Newsletter
The content of the newsletter was agreed and Sarah Lister was thanked for its production each month.
u3a Day
The committee will meet separately as a sub-group responsible for organising the local events to celebrate u3a day.
Future meetings
The August recruitment day will take place at St John’s church.
Committee meetings will continue via Zoom at least until July.
Resumé of the minutes of the committee meeting
held on 5th March 2021
Reports
Secretary
· The national office
have recommended that all u3a’s should have a clause in their constitution to
allow meetings to be conducted via electronic means (e.g. Zoom). A precedent clause was approved by the
committee for inclusion in the constitution and will be presented for approval
at the next AGM.
Treasurer
·
The
financial position was noted including donations received to date.
Group
Coordinator
· Post lockdown
accommodation requirements and local availability was discussed. Next steps will be discussed with group
leaders.
Membership
Secretary
·
Membership
stands at 420.
·
All
members will be asked to complete a membership application form for the 2021/22
year.
·
A
recruitment toolkit is shortly to be issued by national office.
YAHR
·
A
link to the YAHR newsletter will be included in the Settle District u3a
newsletter
Newsletter
The content of the newsletter was agreed and
Sarah Lister was thanked.
Publicity
The Facebook page will be converted to a
Facebook group,
Committee succession planning
Five future committee vacancies will be ‘advertised’
to members in the next newsletter.
u3a Day
u3a day will be held on 2nd
June.
It was agreed that
there will be a stall in Settle market place on market day, 1st June
and a presence in Victoria Hall gardens on 2nd June.
Resumé of the minutes of the committee meeting held on 5th February 2021
Reports
Treasurer
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.
WestNet
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
licence.
Newsletter
The content of the newsletter was agreed and Sarah Lister was thanked for her unwavering effort in producing it each month.
Publicity
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
Reports
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
Reports
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
Reports
Chairperson – The 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.
Treasurer – The 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
Newsletter
The July newsletter was approved
Publicity
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
Reports
Chairman
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.
Secretary
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.
Newsletter
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
Reports
Chairman
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.
Secretary
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.
YAHR
The 2 day workshop in Whitby on Captain Cook has been cancelled.
Newsletter
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
Reports
Chairman
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.
Secretary
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
Dance
Philosophy
Art Appreciation
Spanish
Bird watching
Membership Secretary’s Report
Number of members is 411.
YAHR
The AGM planned for 29th April has been deferred.
WestNet
There are no meetings planned at the current time.
Newsletter
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
Reports
·
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.
Newsletter
The March newsletter was approved
Publicity
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.
Reports
· 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
Newsletter
The February newsletter was approved
Policies
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.
Website
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
Reports
- 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
Newsletter
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
Reports
Chairman
The Chairman has visited a number of groups and is very impressed by the level of commitment of the leaders and members.
Secretary
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.
YAHR
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.
Newsletter
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
Reports
Chairman
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.
Secretary
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.
YAHR
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.
WestNet
Contact has been made with WestNet and Settle U3A will have a representative at the next meting in January 2020.
Newsletter
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
Reports:
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.
AOB
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
Reports:
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: barbaraherring@hotmail.com
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.
Newsletter
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
AOB
AW to print posters for the AGM
Job descriptions were discussed, and each member asked to check, update and forward to
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Résumé U3A Minutes September 2019
Reports:
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.
YARH
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.
WestNet
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
- Nominations papers for officers and prospective new committee members have been received by AW;
- AW to put Notice of AGM on outer doors;
- KW to organise management of computer, projector, screen and audio;
- KM arranged with the Caretaker for computer, mic, projector and screen;
- GC, CC and KW to sit at back of Hall for registration and signing on for groups;
- A table at rear of Hall for registration;
- A row of chairs and 2 x long table at front for committee;
- Café style table and chair set-up;
- Photos of group activities on screen prior to AGM;
- AW to print off 24 copies of Agenda and 24 copies of Financial Report; and
- 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.
AOB
- 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.
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Résumé U3A Minutes June 2019
Reports:
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.
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Résumé U3A Minutes May 2019
Reports:
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
2019
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.
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Résumé U3A Minutes April 2019
Reports:
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 ‘settledistrictu3a.org.uk’ 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 – chair@settledistrictu3a.net 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 – settledistrictu3a.netsettledistrictu3a.info 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 settledistrictu3a.org.uk 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.
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