The organisation is managed by a committee of volunteers as follows
Chair: The chair’s role is to chair the AGM, the monthly meetings and the committee meetings, to represent Aughton & Ormskirk U3A to other U3As, the Region and the National U3A and to give a sense of direction that motivates the committee and the whole U3A. The chairman gives a report each year to the members at the AGM.
Vice-Chair: The vice-chair deputises where necessary for the chairperson in any of the chairman’s duties and provides an alternative source of motivation to the committee and the whole U3A.
Secretary: The secretary draws up the agenda for the AGM and committee meetings and maintains the record of the decisions made. On receipt of the minutes from the Minutes Secretary the Secretary will make any necessary amendments before forwarding them to the Committee Members for approval at the next committee meeting. The secretary also acts as contact person with the National U3A, the Charity Commission and local associations providing services to the whole U3A. The secretary also replies to general correspondence with the U3A including the email correspondence from the general enquiry form on the web page – alternatively passes them to a relevant person to deal with.
Treasurer: The treasurer is responsible for the records of all financial transactions associated with the U3A. The treasurer will ensure that all financial records are inspected on an annual basis by the appointed auditor and prepare an annual report and presentation to members at the Annual General Meeting. The treasurer will act as the officer of the U3A when dealing with the appointed bank, HMRC (for Gift Aid) and the National U3A (for the Capitation Fee and any other financial matters arising). The treasurer, in conjunction with the Finance / Resources and Executive Committees, is responsible for recommending financial policy for the U3A.
Minutes Secretary: The minutes secretary takes notes at the AGM and committee meetings and then produces draft minutes which become a final record when approved, after amendment if necessary, at the subsequent meeting. These minutes are forwarded to the secretary and to the web-master.
Membership Secretary: The membership secretary helps to maintain the database of members, collects the membership fees and renewals, produces membership cards and sends out welcoming information to new members. The membership secretary is the point of contact for people applying to join the U3A.
Speakers’ Secretary: The speakers’ secretary’s role is to choose a list of richly varied and entertaining speakers for our meetings throughout the year, prepare the promotional information at Horizons and for the newsletter, website, e-newsletter, etc. and finally to ensure that the speaker is looked after at the event.
Learning and Group Support: The groups co-ordinator oversees the running of the over 90 groups in the U3A. They help in the formation of new groups and short courses, maintain contact with the group leaders or coordinators and provide guidance to them on how to run groups. They also help to cascade information down from the committee to group leaders and to the group members and reflect the concerns of group leaders and members back to the committee. The group coordinator also informs the web editor and the newsletter editor of any new groups or short courses
Publicity Group: The publicity group publicises the U3A generally and group activities to the local press; makes arrangements for posters and other publicity material to be displayed around the local area. Working particularly with the newsletter editor and the webmaster, they facilitate awareness within our membership of the activities within our groups. They look after the notice board, keeping it up-to-date and making it available at meetings. The group also offers support to the webmaster and the newsletter editor, who are members of this group.
Social Group: Coordinates U3A social events, especially the summer social and Christmas dinner. Also the coffee rotas at Horizons and, on request, at other events.
Resources Manager: The Resources manager is responsible for financial planning and policy for the U3A and for the buying, use and maintenance of all equipment (apart from IT) . Also to receive requests from group leaders for the provision of equipment and to convene meetings of the committee to discuss the feasibility of such requests. To report to the executive committee any proposed requests. To apply for grants from outside bodies and to monitor expenditure of any monies received to ensure compliance to conditions of the funding bodies.
Non Committee
Newsletter Editor: The newsletter editor is responsible for the editorial content and presentation of the quarterly newsletter, maintaining its diary pages and arranging its printing.
Web Manager: The web manager is responsible for setting up, developing and maintaining the U3A’s website both by updating the content and being the contact with the hosting company and exploiting the additional server facilities.
IT Manager: The IT manager advises on the purchase of all computer equipment and software; maintains the PCs and other computer equipment, and advises on its use. The IT manager also ensures that the U3A network and the wifi system is maintained.