Committee Roles

Committee Members Roles and Responsibilities

The following is a list of the responsibilities of each of the Edenbridge Committee Members. It was agreed in September 2013 and is still in operation. However, roles develop as time goes by and in the light of experience. It should be used, therefore, as a guide to requirements of each of the Committee Members. We are all, of course, volunteers and these roles may be negotiated. However, some aspects are statutory. E.g. the role of the Treasurer etc. If you are thinking of joining the Committee, please use this information as a guide only.

Committee Members’ Roles and Responsibilities
Membership Secretary
Send out membership forms
Put membership details on spread sheet
Send payment and page 1 details to treasurer
If interested in joining existing study groups email appropriate group contacts
If interested in starting or joining a new study group send details to Groups Co-ordinator
If offering to help in other ways send details to chairman
Periodically send forms to Chairman for storage, sending details to National office as required, and updating membership database
Hold quarterly coffee mornings for new members
Send membership forms, membership cards and study group lists to new members  or give out at meetings
Ensure new members are made welcome at meetings

Handle bank account, bank cheques and cash, pay bills
Pay speakers, venues, expenses etc
Liaise with National Office over capitation payments, insurance for equipment borrowed etc
Report on financial situation to committee at meetings
Prepare annual budget and ensure it is examined and printed in time for AGM
Collect subscriptions at meeting. Receive refreshment donations and pay expenses

Prepare minutes of committee meetings and email to committee after submitting to chairman for approval
Prepare the agenda for the AGM and circulate previous years minutes if appropriate
Prepare the minutes of the AGM
Store an archive copy of minutes and agendas. Ensure Web administrator has an electronic  copy

Groups Co-ordinator
Organise quarterly group contacts meeting
Deal with queries regarding study groups
Collate waiting lists for new or full study groups
Facilitate setting up of new groups with Chairman
Collect information on study groups for newsletter with newsletter editor (venues, times, sizes, spare places, what they’re doing etc)
Prepare entries from group contacts with Newsletter editor ready for Annual Handbook
Ensure Web administrator has an up to date list of study group contacts

Receive copy and photos from committee members and/or group contacts and edit content for newsletter.
Produce articles for newsletter
Create newsletter suitable for electronic and paper distribution. Forward electronic version to web administrator
Organise printing of paper newsletters and envelope stuffing as required. (list of potential helpers available from chairman)
Create posters for monthly meetings and distribute
Liaise with press to market U3A activities
Design, collate and edit annual handbook ( e and print versions)

Social Events Secretary
Organise Christmas Lunch
Organise summer event for group contacts and committee
Help and advise on other social events
Organise cake and refreshment rota at monthly meetings.

Web Administrator
Maintain and develop website including U3A calendar on website
Keep up to date email distribution lists and send out electronic newsletters and other communication
Respond or forward appropriately messages received via the website
Store electronic copies of U3A key documents, membership lists, minutes, study group information securely on the web for access by committee members 
Help committee and group contacts when requested to set up  and effectively use U3A emails
Seek information from committee members, group coordinators and others as appropriate for inclusion in website
Chair committee meetings
Attend, make announcements and introduce speakers at monthly meeting or delegate the task
Prepare administrative section of annual handbook
Attend Kent U3A chairman’s meetings
Visit study groups occasionally by invitation
Attend major Edenbridge U3A events – Christmas lunch, group contacts’ meetings, regional events etc
Supporting  or covering for committee members if they are overloaded or on holiday as required
Organise permanent membership of National U3A

Other Duties taken on by Chairman
Book speakers in collaboration with committee
Photocopy forms and other information as requested by committee members
Organise membership data for submission to National U3a
Collate and distribute appropriately offers of help contained on membership application forms