U3A Roseland and District
How we work
These notes provide some guidance to members as to what is involved in the various roles that we hope to fill.
At present, the section deals with those roles which are vacant, but over time it will be expanded to cover all the roles which members might fulfill.
The roles covered are listed below. You can click on the link to go to the one which interests you or scroll down through the full details.
The newsletter is the responsibility of the Committee although the newsletter editor is not necessarily a member of the Committee.
1. Use A4 paper.
2. Font size 12. Times New Roman.
3. Material to be published will come to you via Word attachments, floppy disc, or neat handwriting. You should not accept entries by telephone, as it is too easy to make mistakes.
4. If possible when setting out the layout, use a few pictures, but not too many.
5. Have a deadline, and report this in each newsletter. Until we settle down it will be easier to have it two or three days after the monthly meeting, but this you and the Chairman can determine each month. Do not accept copy after the deadline.
6. Make a good draft in normal spacing and email it to members designated for checking. Between you, produce a good top copy, and email this to the Chairman for approval. Then you are ready for printing.
7. Printing is carried out by Carrick District Council in
8. The printed material can be collected by the Chairman, or yourself. Arrangements can be made for collection and distribution depending on where you live.
9. Distribution. Email all newsletters to as many members as possible the day after they are posted so that everyone receives them about the same time.
You will need to liase with the membership secretary in case he/she has paperwork to be sent out. Be very careful that the envelopes do not weigh more than 100g, and can go freely through a 5mm slot.
Envelopes can be taken to a meeting (if it is immediate) or delivered by hand; this method should be encouraged in order to reduce cost on postage.
After distribution, sit back and hear the praise.
Newspaper Reporters/Local Magazine Reporters
(1) Newspapers. Currently, local news items are sent to The Packet, The West Briton, and the Western Morning News weekly. The content expounds what the U3A is, how U3A Roseland and District can benefit each specific reader, and any events that are coming up soon. The length varies considerably, so when you have decided which newspaper you would like to write to, please consult the Press and Publicity Officer by clicking here.
You also add the name and contact details of the membership secretary and our website address www.u3aroseland.org.uk.
Your report will be edited by the Press and Publicity Officer who will forward it to the relevant newspaper editor. These are rewarding and satisfying position, as you will be greatly contributing to the recruitment of new members and, therefore, the future development of U3A Roseland and District. Guidance and support are available at all times. You do not need to be a Committee member to take on one of these roles.
(2) Magazines. Whilst these posts are similar to those of the newspaper reporter they are necessary only once a month. The magazines used are The Roseland magazine (copy to be posted by the 10th of each month), the Veryan Parish magazine (email by 14th). Entries need to be between 300 and 400 words, with emphasis on very local subjects.
Advice, guidance and support are available from the Press and Publicity Officer.
Steering Group meetings will take place between now and the AGM in May. Attendance would be necessary, where you write notes of proposals, discussion and decision. After the meeting, you write the minutes in draft forma and send a copy to other members of the Steering Group for approval. You make any alterations, and then send the top draft to the Chairman for final agreement. When approved by the Chairman you (or the Secretary) keeps a paper copy on file which will be signed by the Chairman at the following meeting, and maintain the computer copy ready for sending out with the agenda (or the Secretary does this).
It is essential the the Minutes Secretary is able to use Microsoft Word and has access to email.
The job is interesting, and not very time-consuming, and could easily be incorporated into the role of Secretary at this early stage in our development.
It is important to the U3A to have someone take minutes as this relieves the Chairman from carrying out two tasks at the same time.
1. Talk quietly, steadily, incessantly to members about their personal interests. Try to ascertain if they are leader material, or if they would like a group in any particular subject set up. Ideally, you would like them to lead it.
2. If a leader comes forward find out if they will need accommodation, and what sort; for example, a main hall, the small room at the back in Portscatho, do they want to be in Portscatho, Tregony, Veryan, Philleigh, St Mawes – or anywhere else.
3. You will need to obtain numbers of members interested in joining this group. Put out an interest sheet at the monthly meeting, and anywhere else you can think of. We could put A4 notices around the village if we wanted. If you are not computer-literate please let the Chairman know and we will try to find someone who can make notices for you.
4. An inaugural meeting needs to be called in order to increase the number of members before it actually starts and for the leader and participants to discuss the content and format of the group. Try to have this occur when another meeting is taking place so that there is no added expenditure, and make it soon.
5. You will need copies of a register to give to the new leader. It is essential that this is completed every meeting, and it is interesting to look back on over the years. These will be needed when you make your reports to Committee, especially if cost is involved.
6. Committee will need to make the final decision as to whether the group starts, but if 1 – 4 have been completed successfully, there should be no problem. Please remember that Committee do not want to stop group activity. If numbers are low, please tell Committee so that something may be done to improve attendance. Regrettably, sometimes groups do fail (I have had several fail, but this is not a problem. You just start the next one and count the successes, rather than the failings.)
7. Keep in touch with the group leaders. You may visit any of their meetings whenever you wish although it would be courteous to ask if you might do so.
8. Should groups become too large discuss with the leader how the problem can be overcome. You could set up another group in the same subject, or have the same group move to a larger hall. This will need Committee approval if added expenditure is to be incurred but this is not liable to be a problem.
9. Keep the Activities’ List up to date. If you are unable to do this because you do not have a computer please inform the secretary so that Committee may find someone who can help you.
10. Please attend Open Days. Encourage group leaders to attend also, so that more members can be encouraged to take part in these groups. You can also encourage new group leaders to come forward to try.
11. Keep a copy of the accident form in case a group leader needs to make a note of any incident and, if necessary, inform Committee of any problems.
12. Make a report to Committee at each meeting.
13. You do not have to be a member of the Committee although you may if you wish, and the members vote for you.
14. This is the most exciting, rewarding job in the U3A. Enjoy it. Do not get flustered, and have fun in your work.
15. If in any doubt, please
call for assistance earlier rather than later. Please do not wait for an issue
to become a problem.
