Aim of Shrewsbury u3a

Shrewsbury u3a aims to support members’ wellbeing by facilitating activities that make positive contributions to their physical and mental fitness when they are no longer in full time employment.

Introduction

Shrewsbury u3a offers unparalleled opportunities to enjoy a wide range of activities that can enhance the life style and wellbeing of our members. Our scope covers central events, a wide range of group activities and opportunities to take rewarding roles in the management and administration of our organisation. It also provides access to activities organised by u3a on a National basis.

For the u3a to operate effectively and legally we all need to take a responsible and common sense approach to our participation in u3a activities. The general principle in Shrewsbury u3a is that all members are responsible for their own wellbeing, health and safety. They are trusted to use common sense and judgement in their participation in any of our activities.

Our u3a is run by volunteers for the benefit of all our members. All members are asked to recognise, and show consideration for, those fellow members who work on their behalf.

Member Code of Conduct

• Members are expected to know, follow and promote the principles of the u3a Movement at every opportunity.
• Members must always act in the best interests of Shrewsbury u3a and the u3a Movement. They should uphold its reputation and never do anything which could bring their own, another u3a or the u3a Movement into disrepute or expose it to undue risk.
• Members are expected to use Shrewsbury u3a’s resources responsibly and only to further its stated charitable objects/purposes.
• Members are expected to reflect the current organisational policy of Shrewsbury u3a, regardless of whether it conflicts with their personal views.
• Members are expected to abide by Shrewsbury u3a’s procedures, practices and policies.
• Members are expected to treat each other with dignity and respect at all times.

Management Chain

The Management Chain in Shrewsbury u3a starts with Group Coordinators and goes up through Category Leaders to Management Committee Members (with specific responsibilities) and finally to the Chair Person.

Overview of Governance Guidelines

All members should follow our governance guidelines. They are advised to familiarise themselves with the various policies. In summary they cover:

National u3a Policies

Members should be aware of the existence of National u3a policies specifically covering: Health and Safety, Safeguarding, Data Protection & Privacy, Equality, Diversity, Inclusion and Accessibility, Discipline and Complaints. Where relevant, these include procedures to be followed in the event of issues arising. The Management Committee aims to minimise the burden on its members associated with these policy regulations and to use appropriate judgement with regard to their application. The policies are accessible elsewhere on our web site.

Our Culture

Our Culture is guided by the National u3a Motto of “Learn, Laugh, Live”. To that end, in Shrewsbury we have consciously taken the view that we should have the minimum number of hard and fast rules for members or groups. Instead, we trust members to use common sense and behaviours that would be expected in any walk of life. Issues hardly ever arise but if they do there are protocols and processes that can be utilised to clear up matters in the most appropriate manner.

Membership is open to anyone who is no longer in full time employment and/or is in whatever they consider to be their third age.

Members should use the web site to facilitate the efficient administration of our u3a. In particular, they should ensure that their details held on the website are up to date. They should also use the web site to renew their annual subscription and look up any information that they may need.

Newsletter

We have a monthly Newsletter. This is generally distributed by email but can be collected at our monthly talks in hard copy. In exceptional circumstances it can be delivered by post. Members requiring a hard copy by post must actively opt in, and state their reasons, otherwise they only will receive Newsletters by email.

The Newsletter is the primary method for communicating all aspects of u3a business to our members. If members do not read it, they may be unaware of what is going on.

Group Activities

General

Groups are run collectively by their members for mutually agreed benefits. Group members should all take responsibility for Group administration and safe operation in accordance with our Governance Guidelines. The Management Committee endeavours to take a light touch with respect to supervision of Groups and places trust in Groups to follow all the key policies that underpin our u3a. This is particularly applicable to our compliance with legal obligations.

Joining a Group

A member wishing to join a group should look at the group information on our web site and then contact the relevant Group Coordinator (details in the News Letter and on our web site) to request to join the group or be added to the waiting list. If there are any issues regarding contact with a Group Coordinator, members can contact the relevant Category Leader for advice and assistance.

Groups Administrator

The Groups Administrator is a member of the Management Committee responsible for all aspects of communicating with, and management of, our groups. Contact details are in the News Letter and on the web site. A key element of the role is to run the process whereby group waiting lists are reviewed on a quarterly basis and necessary actions are taken to provide as much capacity as possible to meet demand.

New Groups Facilitator

The New Groups Facilitator actively helps and supports with the setup of new, or additional, groups.

Category Leaders

Our Groups are assembled into categories, each of which has a Category Leader. Their role is to act as a communications conduit to/from Group Coordinators for the Groups Administrator. They are also responsible for providing advice and support for Group Coordinators, not least with regard to use of our web site. They form the vital link between the Management Committee and the Group Coordinators without which it would be very difficult to deliver the best outcomes to our members.

Group Coordinators

Group Coordinators should run their respective Groups in conjunction with their members, in accordance with the principles of u3a policies. Where Best Practice Guidelines have been put in place on our web site, they should be followed. The alternative is to conduct, and record, Risk Assessments based on expertise and experience. Proof of safe procedures being followed will be required to support any Public Liability Insurance claims.

Group Membership

Subject to capacity, members can join any Shrewsbury u3a group provided that they are paid up members of Shrewsbury u3a. Membership of another u3a does not entitle access to our u3a without payment of our membership fee (less the National u3a Capitation element).

Management Committee

Although part of National u3a, each separate u3a is a charity in its own right. Hence we have to maintain a Management Committee of Trustees whose responsibilities are governed by the Charity Commission.

The Management Committee seeks to meet its legal responsibilities with the minimal detrimental impact on its members and their u3a activities. The Committee manages and leads our u3a to deliver the best possible outcomes for members. It should be noted that Committee Members are all volunteers who give their time generously. The names and contact details of Management Committee members are published in each monthly News Letter.

Our constitution requires the regular turnover of Management Committee members. Therefore, volunteers to take roles on the Committee are actively encouraged to come forward.

Useful Contacts

The monthly News Letter contains an up to date list of Groups, Group Coordinators, Category Leaders and Management Committee Members and their contact details.

Wider UK u3a

In summary, the UK u3a organisation of over 1000 individual u3as and over 400,000 members is as follows:

Nationally, the Third Age Trust (TAT) oversees the whole movement. More information on TAT etc. can be found on their web site. The TAT has a governing Board and a newly created Council. The Council is responsible for advising the Board and flowing policies out to the Regions.

The TAT produces the u3a Matters magazine (5 editions per year). This publication is sent by post to all members (unless they elect not to subscribe) and contains plenty of interesting articles and offers. It also gives details of wider learning and recreational opportunities that may be of interest.

The u3a Regions each have a Committee and Chair. Shrewsbury u3a is part of the West Midlands Region. Each Region elects two representatives to sit on the National u3a Council.

At the County Level, Shropshire has a network comprising all the u3as in the county. They meet regularly to share best practice and look for opportunities to work together.