U3A Roseland and District

How we work

This section summarises the main duties and responsibilities of Committee members. It is not a legal document, but sets out the legal principles in everyday language.

The Committee is the governing body of our charity. They have and must accept ultimate responsibility for directing the affairs of the charity; and ensuring that it is solvent, well-run, and delivering the charitable outcomes for which it has been set up.

Members of the Committee must

• Ensure that the charity complies with its legal obligations and ensure that the charity prepares reports on what it has achieved and produces accounts for the membership.
• Ensure that the charity does not breach any of the requirements or rules set out in its Constitution and that it remains true to the charitable purpose and objects set out there.
• Comply with the requirements of other legislation.
• Act with integrity, and avoid any personal conflicts of interest or misuse of charity funds or assets.
• Ensure that the charity is and will remain solvent. This might involve fund raising.
• Use charitable funds reasonably, and only in furtherance of the charity’s objects.
• Avoid undertaking activities that might place the charity’s funds or reputation at undue risk.
• Use reasonable care and skill in their work, using their personal skills and experience as needed to ensure that the charity is well-run and efficient.
• Consider getting advice from the Third Age Trust on all matters where there may be material risk to the charity, or where they may be in breach of their duties.

What should I do before I consider standing  for election?

You should learn as much as you can about the charity, and what being a Committee member will mean for you. You could read annual reports, important policies and the annual accounts. You may wish to find out what training and support the charity offers.

The Governing Document – The Constitution.

You should get a copy of the charity’s constitution, and read it. It will probably be a dry legal document, but it is the charity’s main constitutional document, and governs key aspects of the charity’s work. You can read a copy in this site. Members at an AGM or EGM (SM) will approve this. (Annual General Meeting, Extraordinary General Meeting or, more usually today, Special Meeting.)

Am I eligible to become a Committee member?

Most people over 18 years of age can join the Committee, but a few are not eligible. Those who have already been disqualified as company directors and those who have been convicted of an offence involving dishonesty or deception are some of the people who could not be accepted.

Who appoints the Committee?

The charity’s constitution says how members are to be appointed. The Committee is elected at the AGM in May each year. This is a privileged position and one of which you may be proud. If there are vacancies on the Committee, new members can be co-opted until the next AGM when they would need to stand for election.

How long does the appointment of a Trustee last?

The Chairman, Vice Chairman, Secretary and Treasurer (‘the officers’) will be elected for just one year. They may stand again, depending upon the terms of the constitution. ‘Ordinary’ members serve for two years, and may stand again after that term if it is so determined in the constitution.

Can I resign before the end of my term?

Yes. Being a member of the Committee should be an honour and a privilege, not a prison sentence.

How does the Committee make decisions?

A subject is placed on the agenda for the Committee meeting, discussed, and then voted upon. Usually, the majority vote is carried, and it is the responsibility of all Committee Members to accept that decision.

Will I enjoy being a member of the Committee?

Yes, if you enjoy being part of a team and take the aim of furthering the objects of U3A Roseland and District seriously.

Can members be paid for their duties?

Generally, no. However, no Committee member is expected to be out-of-pocket and, as long as the Committee agrees any expenditure beforehand, any expenses should be reimbursed.

What are the rules about fundraising?

Ensure that any appeal properly describes what donations from the public will be used for.

With what other laws and regulations apply?

Like all organisations, charities are subject to the law of the land.

What are the financial duties of the Committee?

The Committee of every charity must ensure that its finances are used appropriately, prudently, lawfully and in accordance with its object. They must ensure that it is, and will remain, solvent.

How often does the Committee need to meet?

The charity needs to meet often in order to make decisions, and carry out plans. In a forward-thinking charity it is wise to meet at least once a month, thereby enabling ideas to be carried forward quickly and, also, to keep meetings fairly short.

What is a Quorum?

A quorum is the minimum number of Committee members in attendance for business to be carried forward. The number will be determined by members at an AGM, EGM, or SM and will be recorded in the Constitution.

What happens if things go wrong?

A wise Committee will not allow this to happen. If all Committee Members work towards the objects of the charity there will be no problem. It is wise to make sure there is money in the account to cover at least six-months’ expenditure.

Remember: Committee work is collective. No individual has any more responsibility than another.

We all work better when we all work together

Should I volunteer my services to help U3A Roseland?

The choice is yours. However, if you want to see more interest group activities, more outings, more fun(d) raising, and better government, you cannot go wrong but to join your Committee and share in the decision-making process.

For further details please contact Shirley Davis.

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