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Information to help you understand your

role and responsibilities

U3A Batemans Bay IncorporatedCOMMITTEE HANDBOOK 2014

CONTENTS

Introduction to U3A Batemans Bay Inc.

The committee

Table of elected committee and non-elected roles

Your special role

People management

Government and other requirements

Forms and leaflets

U3A Batemans Bay Inc. Committee Handbook 2014

Introduction to U3A Batemans Bay Inc.U3A in its different manifestations is a world-wide organisation. U3A is short for University of the Third Age. There are many U3As in Australia. None is a university in the usual sense of the word – rather we are a community of people interested in broadening our horizons, keeping physically and mentally fit, and making new friends.

Our membership is for people over 50 who are entering a life away from full-time work – and thus the concept of a ‘third age’. All our activities are run by volunteers doing what they like best … helping people learn in an enjoyable way.

Growth in membershipOver the past few years, membership numbers have grown quickly. With just under 600 members at the time of publication, we must work hard to provide the number and range of activities for members. Fortunately good people come forward every year to run new events, and other good people continue as volunteer tutors over many years. It is estimated that at any one time up to 80 people are involved in running the organisation, tutoring or some other role to keep U3A running. Our membership size makes us one of the largest volunteer groups on the far south coast.

Guided by governmentWe have considerable freedom in running U3A and providing for our membership. However a lot of people don’t realise that U3A Batemans Bay is an incorporated body, registered with the NSW government under the NSW Associations Incorporation Act 2009. This Act imposes a number of requirements on us and on how we conduct our business even though we are all volunteers. In return the Act provides certain protections to the committee and members. Read more in the section Government and other requirements.

U3A Network NSW Inc.We are also a member of the U3A Network NSW Inc. This elected, volunteer central agency helps U3As throughout the state in various ways. For example our insurance is held through a group arrangement made by the Network. The Network also holds an annual conference where issues of importance are discussed.

What this handbook will and won’t doThis handbook is just a start and cannot tell you everything you need to know about committee work and running an organisation.

When you become a member of the elected committee or of the support team that assists the elected committee, you need to know facts on running an organisation of this type, or at least where to find them. This handbook should help.


“Our volunteers are not paid, not because they are worthless but because they are priceless.”

It will give you basic information about the activities in your particular role (see the Table of who does what, and Your special role), but more detail will come from talking to people who have held the role before you. You should allocate yourself some personal time to research U3As and incorporated associations on the web, and talk as much as you can to other committee members, tutors and our membership. Nothing beats getting out and seeing what is happening.

Under the Government and other information section of this handbook you will see the list of our key documents. Nobody would expect you to be able to quote these documents word for word. However you do need to keep a copy for yourself and note where they have a rule or a guideline of some type that would assist you in your role.

The Government and other information section will also point you in the direction of several government and other websites with good background information.

Only you can decide how much to read and when, but if you are an elected committee member then you are duty bound to be familiar with and act within the provisions of the Constitution and The Rules and other key documents.

In recent years, our U3A Batemans Bay website has increasingly become a place where most members go for information, including committee members.


Talk as much as you can to other committee members, tutors and our membership. Nothing beats getting out and seeing what is happening.

The committee

Working with the U3A Batemans Bay committee can be a very enjoyable experience. It brings you in touch with lots of people and opens a door to skills and talents that you may have enjoyed using in the workforce. The positions also give you a focus in your community and show you giving back in the true spirit of volunteering for others. Without dedicated and responsible volunteers on the committee, the organisation cannot flourish.

We have three main groups of people carrying out the essential roles for running U3A Batemans Bay.

Elected committee member positions (elections held in March) Support positions approved by the committee (not elected) Tutors and group co-ordinators (all called tutors in this document)

You attend committee meetings as much as possible if you are an elected committee member. Committee meetings are held about once a month. If you are in one of the non-elected support positions you generally don’t attend the meetings but do receive the minutes. The full listing appears in the sections called Table of who does what, and Your special role. Tutors do not have a written role but have a handbook, and are supported in the organisation by the two Course Co-ordinators.

At all times, the work of the committee is primarily about providing a social and educational experience for our members that they enjoy and appreciate. The aim is to find and engage volunteer tutors and talks presenters on topics of interest to our membership.

The committee yearElections to the U3A Batemans Bay committee are held annually in March. Provided you are re-elected, you can continue to hold a position on the committee for a number of years. The President is not permitted to hold tenure continuously for more than three years. Our Constitution requires U3A to have a minimum of eight elected committee members and we actually have more. Some positions undertake work that requires special skills or knowledge.

The U3A calendar year begins in January when our Registration Day is held. The majority of membership fees are paid on that day, though people can join at other times. The tutors also make themselves available to talk with potential students about the courses


If you have matters to discuss at the meeting, ask the Secretary to add them to the Agenda.

and other activities. Planning for the Registration Day involves quite a few people and usually commences about September-October of each year.

In March the Annual General Meeting is held to elect the new committee. This meeting can also be used as a time to raise big issues such as any changes to the Constitution and discuss other major topics.

During the year, with few exceptions, U3A operates in public school terms. Publication of the newsletter occurs four times a year and is timed to appear a few weeks before a new term commences so that people can enrol in specific courses if needed. Many courses don’t require enrolment every term and participants can attend all the year once enrolled at the Registration Day.

The executiveOur committee has an executive of five: President, Vice President, Secretary, Treasurer, and the longest-serving of either the Course Co-ordinator (Continuing Activities) or the Course Co-ordinator (New Activities). They can be consulted as a group between meetings and this is particularly handy for the President and Secretary who may find new issues arising between meetings that need resolution quickly. The executive has powers to make decisions and recommendations together provided the matters before them do not conflict with something written in the Constitution or Rules or any government requirements.

SubcommitteesThe committee also has subcommittees that work on issues between meetings. Members from outside the committee with special expertise are often asked to join the subcommittees. These subcommittees deliberate on their special issues and then bring their recommendations to the committee meeting.

The three current subcommittees are on Finance, Marketing and Governance and they all have specific guidelines set by the committee outlining what they are required to do. If you are on a subcommittee, you will also meet at other times but not necessarily every month.

Meeting practicesAt the beginning of the year, the new committee decides the dates for its meetings which, as already noted, are generally monthly. The Secretary gives notice before each meeting and provides an agenda, a copy of any reports and the draft minutes of the previous meeting. Generally the draft minutes are circulated earlier than the other documents so that you can see what work is to be done before the next meeting.


The committee has been using subcommittees to work through issues and make recommendations for further committee discussion. People outside the committee can be invited to be on a subcommittee.

Here is some advice on meeting practices that help with committee management.

Attend meetings as much as you can and give apologies to the Secretary when you cannot.

If you have matters to discuss at the meeting, ask the Secretary to put them on the Agenda.

Before going to the meeting, read the agenda and reports, and the draft minutes.

Be prepared to comment on anything that arises at the meeting. Be aware of potential conflicts of interest you might have, and inform the

committee. Complete any tasks required of you as agreed at the meeting. Share collective responsibility and ownership of agreed decisions, irrespective of

your personal view or vote on the matter.

Standards of behaviourAs is mentioned elsewhere, Batemans Bay U3A has grown a great deal in recent years. Community expectations have grown too. In recent times, issues such as privacy, accountability and safety have changed the way committees work. Apart

from the normal good manners and fair dealing with your fellow U3A members, there are some special points to observe when you are working with a committee.

Conflicts of interest When decisions are being discussed or made, particularly at committee meetings, you must declare conflicts of interest if you feel that you might have them. You should not be involved in the discussion or decision making of anything that may give you gain of some type by its outcome.

Number of roles Occasionally committee members have to stand in for each other, and carry two positions while somebody is away. However committee members cannot hold more than two positions at one time. The U3A Constitution and the information provided by the Department of Fair Trading (see the section Government and other requirements) are reliable sources of advice on these matters.

Safety and risk Our committee places a good deal of emphasis on ‘work and safety’. We must have tutors and members participating in an environment that is as safe as possible. Community committees like ours, that do not employ any paid workers, are not required to fulfil the full safety requirements of organisations that do. But you will find that we care a lot about safety and have built it into our management procedures. In particular see the Forms and leaflets section and the


In recent times, issues such as privacy, accountability and safety have changed the way committees work.

comments on insurance and risk management in the Government and other requirements section.

Privacy and personal actions We also care about privacy. Our membership is entitled to expect that their personal details are managed to high standards of privacy in our databases.

We also support standards of behaviour that discourage gossip or other destructive personal behaviours among membership. We are particularly conscious of these issues, given the widespread use of social media and internet, and would not like to see U3A members badly treated through the misuse of electronic communications.

Confidentiality Some matters discussed by the committee are confidential and the committee goes into confidential meeting mode on those occasions. At other times, matters discussed may be sensitive and common sense in not discussing them outside the committee comes into play. The committee abides by its Rules on these matters and will take action on them.


We support standards that discourage gossip or other destructive personal behaviours among membership, particularly given the widespread use of social media and internet.

Table of who does what

ELECTED COMMITTEE CLOSE PARTNERS

SPECIAL AREAS SUBCOMMITTEEMEMBERSHIP

2013PRESIDENT

This is the leadership position in the organisation. It ensures that U3A Batemans Bay is well managed and provides satisfaction to its members.

SecretaryVice PresidentCourse Co-ordinators

Overview of all areas

Maintains Committee Calendar

Elected position

Voting rights

Member of the Executive

Can join in any meetings of subcommittees but does not have to attend them allIs official spokesperson for the organisation

VICE PRESIDENTProvides support for the President, particularly with large administrative tasks and deputises for the President when the President is absent.

President Insurance Human

resources Governance Elected

position Voting rights


Marketing

Governance

SECRETARYThis is a key position that keeps routine and official administration operating correctly .

President Prepares minutes and agendas

Organises committee meetings

Maintains key records

Elected position

Voting rights


Governance

Marketing

TREASURERKeeps the financial records and ensures that the committee is kept up to date on financial matters.

PresidentMembership Registrar

Operates the accounts

Maintains financial records

Produces financial reports

Does budgets Elected



Finance

COURSE CO-ORDINATORU3A Batemans Bay Inc. Committee Handbook 2014

(CONTINUING ACTIVITIES)Supervises existing courses operating in U3A and is the main committee connection with tutors and group co-ordinators.

Course Co-ordinator New Activities

Existing tutor overview

Tutor training Elected


Member of the Executive isthe longest-serving of either the Course Co-ordinator (Continuing Activities) or the Course Co-ordinator (New Activities).

COURSE CO-ORDINATOR(NEW ACTIVITIES)

With its focus on new course development, this position outreaches to the community to find new courses.

Course Co-ordinator Continuing Activities

Finds new tutors

Organises venues

Elected position

Voting rights

Member of the Executive is the longest-serving of either the Course Co-ordinator (Continuing Activities) or the Course Co-ordinator (New Activities).

COMMITTEE MEMBER (TOWN CRIER)

A central communications role that receives and distributes different types of information to the Membership and provides a welcoming and helpful promotional presence directly into U3A homes.

PresidentVice President

Sends out emails on U3A and community issues

Elected position

Voting rights

COMMITTEE MEMBER(INFORMATION TECHNOLOGYCO-ORDINATOR)

Provides the information technology advice and support to the committee, the website, the mailing system and the members’ database.

PresidentMarketing Co-ordinatorMembership Registrar

Overview of information systems

Elected position

Voting rights

COMMITTEE MEMBER(MARKETING CO-ORDINATOR)

This position has the broad view of internal and external marketing in U3A. It has a particular focus on new members, and the promotion of U3A’s values and benefits to the community.

Information TechnologyCo-ordinatorNewsletter Editor

Planning and action for marketing activities including sponsorship

Liaises with the media

U3A Contact phone

Elected position

Voting rights

Marketing

Governance

COMMITTEE MEMBER(COMMITTEE SUPPORT)

This position has a type of ‘roving role’ and can become involved in many activities depending on the

Provides back up to numerous activities


interest and skills of the occupant and the needs of the committee.

Elected position

Voting rights

NON-ELECTED SUPPORT ROLES CLOSE PARTNERS SPECIAL AREAS

MEMBERSHIP REGISTRARCarries out actions to enrol new and returning members and hold their details in the membership database.

TreasurerTown CrierNewsletter Co-ordinator

In charge of the membership databaseLiaises with new applicants for membershipImportant in Registration Day arrangements

NEWSLETTER EDITORThis role is at the centre of the production and distribution of the U3A Batemans Bay newsletter each term.

PresidentCourse Co-ordinators

Initiates deadlines for the term newsletters.Compiles input to newsletterSends out email and hard copy newsletterNon-Elected Support Position

TALKS CONVENORThe leading role in preparing a program of talks for members each year with the assistance of a talks Subcommittee or others as needed.

Course Co-ordinators Seeks presenters for talksOrganises and supervises the talks

Non-Elected Support Position

WAGS CO-ORDINATORCo-ordinates the Wine Appreciation Groups (WAGS) and supports them in various ways to ensure that they work smoothly and safely and have an appropriate linkage with the President and committee.

Membership Registrar Co-ordinates the Wine Appreciation Groups


BOOK GROUP S CO-ORDINATORCo-ordinates the Book Groups and supports them in various ways to ensure that they work smoothly and safely and have an appropriate linkage with the President and committee.

Membership Registrar Co-ordinates the Book Groups


CATERING CO-ORDINATORCo-ordinates the catering for U3A’s major membership events and occasional social activities where catering is required.

President Organises refreshments and similar for various events and co-ordinates food donated


PROPERTY OFFICER Tutors Equipment storage and


This position looks after and monitors all aspects of our teaching equipment and associated items. Currently the bulk of the equipment is stored at the Property Officer’s home.

Course Co-ordinatorsTalks Co-ordinator

training


PUBLIC OFFICERThe person holding this position must fully understand the legal requirements of the role. Forms the link between U3A Batemans Bay, as the association, and the regulator of the Associations Incorporation Act (2009), who is the Commissioner of the Office of Fair Trading. Has a number of mandatory roles.

PresidentSecretary

Liaises with government as required by lawHolds various important documents at his/her personal address which is deemed to be the official address of the organisation.

The Public Officer is appointed by the Committee

PAST PRESIDENTDoes not have a formal Role and Responsibility. The Past President can provide advice to the elected President as needed, attend committee meetings and generally provide advice to the President for one year.

President Non-Elected Advisory Position

Active for one year


Your special role

On the pages following, you will find the Roles and Responsibilities section where more detail is given about each elected and non-elected position, including your special role.

In 2014 there are 10 elected committee members and 9 non-elected support positions. The Past President also provides guidance to the committee, usually through the President, for one year. Note that the Public Officer is a committee- appointed position

PresidentVice PresidentSecretaryTreasurerCourse Co-ordinator (Continuing Activities)Course Co-ordinator (New Activities)Committee Member (Town Crier)Committee Member (Information Technology Co-ordinator)Committee Member (Marketing Co-ordinator)Committee Member (Committee Support)

Membership RegistrarProperty OfficerNewsletter Co-ordinatorTalks ConvenorWAGs Co-ordinatorBook Group Co-ordinatorCatering Co-ordinatorPublic OfficerPast President

The tutorsThe people who provide our activities by tutoring or running a group are the heart of the organisation. They include many people who take some leadership in activities such as the book groups and the wine appreciation groups, and who go about their work quietly, seeing little input from the committee.

Then there are the others, some working in small teams, who provide exercise groups, handiwork groups, art discussion, cards, dancing, language, history and much more. Batemans Bay is a particularly diverse U3A group. According to the most recent Term 4 2013 Newsletter, there were some 60 individuals volunteering their time this way.An important role of being on the committee is to keep in touch with our tutor volunteers. They have their own booklet called Tutors Handbook.


Electedcommitte

Non-Elected

ROLE AND RESPONSIBILITY PRESIDENTU3A Batemans BayElected Committee MemberOffice Bearer under the U3A Constitution

Overview This is the leadership position in the organisation. It ensures that U3A Batemans Bay is well managed and provides satisfaction to its members. This position is part of the executive along with the Vice President, Secretary, Treasurer and the longest-serving of the two Course Co-ordinators.

What? How? Advance the interests of and

promote the good name of U3A Batemans Bay.

Be the leading figure and spokesperson in the organisation.

Preside over and keep properly informed about the various strands of the organisation: education and learning, finance, record keeping, people management, and legal and government requirements.

As much as possible, find joint solutions at committee meetings or with the executive.

When necessary be the casting vote on decisions.

Keep track of key issues and ensure they are resolved by the responsible person.

Ensure that Committee Members are undertaking their duties.

Ensure the statutory return is made each year by the Public Officer.

Approve new courses and groups before commencement and advertising, or if they undergo a substantial change at any time.

Be familiar with all and ensure compliance with all key documents such as the Constitution, Rules, Strategic Plan, Business Plan, and the budget.

Chair committee meetings and undertake associated functions.

Liaise with the Secretary on running each meeting and check draft Minutes and Agenda.

With the Secretary, prepare an annual calendar of key events to assist planning and workflow.

Prepare and present the Annual Report at the Annual General Meeting.

Assist with the dissemination of news items to members such as through the newsletter and Town Crier

Write the President’s Message for the Newsletter.

Check the final draft of the Newsletter and give approval to publish the newsletter and other news provided to Members.

Check the final draft of media releases or other written news items or publications.

Assist the Town Crier make decisions U3A Batemans Bay Inc. Committee Handbook 2014

when faced with requests that might be outside the Town Crier’s approved guidelines. Ends

ROLE AND RESPONSIBILITY VICE PRESIDENTU3A Batemans Bay Elected Committee Member

Office Bearer under the U3A Constitution

OVERVIEW Provides support for the President, particularly with large administrative tasks. Is a member of the executive along with President, Secretary, Treasurer and the longest-serving of the two Course Co-ordinators.

What? How? Deputise for the President during

the President’s absence. Liaise regularly with the President to

ensure you are both up to date on U3A management.

Provide advice to the President. When asked for advice or when advice is needed.

Take the lead in risk management. Keep up to date on best practices for risk management.

Check that records used for risk management are adequate and properly kept.

Provide human resources support for committee.

Keep documents relevant to human resources up to date.

Be convenor of the Governance Subcommittee and Marketing Subcommittee.

Organise meetings as required. Select membership from within and

without the committee and ensure it has committee approval.

Provide reports on activities to the committee.Ends


ROLE AND RESPONSIBILITY SECRETARYU3A Batemans BayElected Committee MemberOffice Bearer under the U3A Constitution

OVERVIEW This is a key position that keeps routine administration operating correctly .The role is part of the executive, along with the President, Vice President, Treasurer and the longest-serving of the two Course Co-ordinators.

What? How? Run the paperwork for the

committee meetings. Maintain a data base of elected

committee members and non-elected people assisting.

Share the elected data base with the Public Officer.

Prepare draft minutes and circulate to committee members.

Prepare draft agenda and circulate to committee members after President’s comments.

Have minutes signed off. Take charge of all inward and outward

correspondence. Answer and follow up correspondence as

instructed by the committee.

Run the paperwork for the Annual General Meeting (AGM).

Organise membership notification of AGM.

Undertake paperwork relating to nomination and voting processes for the AGM.

Ensure copies of Annual and Financial Reports are available at the AGM.

Store and monitor all key documents.

Key documents are: the Minutes, Constitution, Rules, Strategic Plan, Business Plan, insurance papers, ABN and other registrations, archival materials and other documents as instructed by the committee.

Provide information from the key documents when required.

Work with the executive when revision or renewal of key documents is planned.Ends


ROLE AND RESPONSIBILITY TREASURER U3A Batemans BayElected Committee MemberOffice Bearer under the U3A Constitution

OVERVIEW Keeps the financial records and ensures that the committee is kept up to date on financial matters. Is a member of the executive along with President, Vice President, Secretary, and the longest-serving of the two Course Co-ordinators.

What? How? Be in control of all incoming monies

and payments Organise and supervise receipt of income Work with Membership Registrar to

supervise and reconcile new and renewal membership payments

Organise payments subject to financial rules of committee

Manage all reporting matters associated with finance.

Monitor the budget in conjunction with the committee

Contribute to formation of forward Budget with committee

Organise new authorised cheque signatories

Organise monthly statements Put forward names of new members Organise annual GST claim Compile End of Year financial documents Liaise with Auditor.

Be Convenor of the Finance Subcommittee

Organise meetings as required Select membership from within and

without the committee and ensure it has committee approval

Provide reports on activities to the committee.

In charge of Treasurer’s Guidelines Ensure that the Treasurer’s Guidelines are up to dateEnds


ROLE AND RESPONSIBILITY COURSE CO-ORDINATOR (CONTINUING

ACTIVITIES)U3A Batemans BayElected Committee MemberOffice Bearer under the U3A Constitution

OVERVIEW Supervises existing courses operating in U3A and is the main committee connection with tutors and group co-ordinators. If this position is held by the longest-serving of the two Course Co-ordinators, the occupant is a member of the executive along with President, Vice President, Secretary, Treasurer

What? How? Maintain key administrative

documents relating to courses. Manage master list of current tutors and

their details. Ensure that all documents on running the

courses are correctly stored. Provide advice to the committee

and to tutors. Report to each committee meeting. Inform tutors of any significant changes

required by the committee. Monitor the work of tutors. Keep in touch with tutors.

Listen and act on their concerns. Monitor attendance levels and discuss with

relevant tutors when consistently below minimum numbers.

Liaise with venue providers. Confirm availability of venues for continuing courses.

Locate alternative venues where necessary.

Take charge of the Tutor Handbook.

Update the Tutor Handbook as needed and distribute.

Course Co-ordinator (New Activities) assists.

Organise Tutor Forums. Take the principal role in developing and organising the tutor/group co-ordinator Forum.

Course Co-ordinator (New Activities) assists.

Contribute to publicity for new courses/groups.

Work with Courses Co-ordinator (New Courses) to assist Newsletter Co-ordinator with proof-reading or other tasks as required.

Publicise new courses/groups through the Marketing Co-ordinator.Ends


ROLE AND RESPONSIBILITIES COURSES CO-ORDINATOR

(NEW ACTIVITIES)U3A Batemans Bay

Elected Committee MemberOffice Bearer under the U3A Constitution

OVERVIEW With its focus on new course development, this position outreaches to the community to find new courses. If this position is held by the longest-serving of the two Course Co-ordinators, the occupant is a member of the executive comprising President, Vice President, Secretary, Treasurer.

What? How? Maintain key administrative

documents relating to new courses/groups.

Keep documentation on establishment of each new course.

(This documentation subsequently goes into the records of the Course Co-ordinator (Continuing Activities)

Locate and assess potential new courses and groups.

When courses appear potentially viable, confirm their concept with the President in accordance with The Rules.

Work through the processes for starting the new course/group.

Consult with the Courses Co-ordinator (Continuing Activities) as needed.

Monitor the work of new tutors and assist them when required.

Keep in touch with new tutors when they first start and assist them when needed.

Ensure that new tutors understand the risk management processes.

Provide support to the Course Co-ordinator (New Activities)

Assist with the tutor Forum. Assist with the Tutor Handbook.

Contribute to publicity for new courses/groups.

Write information on new courses/groups and work with Courses Co-ordinator (Continuing Activities) on proof reading and publication in the term newsletter.

Publicise new courses/groups through the Town Crier and Marketing Co-ordinator.

Keep informed on the budget and contribute to any discussion.

Know what funds are available for your work.

Be able to inform tutors of the current rules of expenditure and claiming.

Prepare forward estimates of costs when required and in conjunction with the Course Co-ordinator (Continuing Activities).Ends


ROLE AND RESPONSIBILITIES COMMITTEE MEMBER (TOWN CRIER) U3A Batemans BayElected Committee Member

OVERVIEW A central communications role that receives and distributes different types of information to the Membership and provides a welcoming and helpful promotional presence directly into U3A homes.

What? How? Administer an email information

service for Members. Receive messages from Members and

other sources for email distribution . Circulate messages to Members as

required and in accordance with the Town Crier guidelines and usual practice.

Maintain the guidelines for the service and review or add to it periodically.

Refer possibly contentious messages to the President for advice.

Keep records relating to the service.

Maintain the list of email messages, both received and sent, for as long as necessary.

TOWN CRIER GUIDELINES Newsletter distributionThe Town Crier receives an electronic copy of the newsletter from the Newsletter Co-ordinator for each term, two to three weeks before the beginning of term. On the specified date, Town Crier sends an electronic copy to all the members who have given U3A their email address. Town Crier sends out messages headed U3A News or Town Talk according to the origin of the message:

o U3A News messages come mainly from committee members and deal exclusively with U3A matters, for example publicising, reminding or cancelling U3A functions and events.

o Town Talk messages originate with other organisations in our area which are holding events we consider of interest to our members.

Notices must conform to the guidelines laid down by the committee. If any doubt exists refer to the president prior to sending. Refer any enquiries received to the appropriate committee member.

Content: No jokes, no chain letters, no petitions, nothing political, nothing religious, nothing commercialObituaries or funeral notices only when the member has been actively involved in U3A over a period of time. Ends


ROLE AND RESPONSIBILITIES COMMITTEE MEMBER (INFORMATION

TECHNOLOGY CO-ORDINATOR)

U3A Batemans BayElected Committee Member

OVERVIEW Provides the information technology advice and support to the committee, the website, the mailing system and the members’ database .

What? How? Maintain the U3A Batemans Bay

website. Administrator of the website.. Maintain the security of the website. Liaise with the Marketing Subcommittee on

design and organisation. Liaise with the President if urgent decisions

need to be made.

Undertake various duties with respect of U3A computer systems and electronic equipment.

Act as Administrator of the systems when required.

Provide technical advice for Town Crier and Membership Registrar.

Work with the Newsletter Co-ordinator to ensure production of the term newsletter and its availability to members.

Take charge of the E-Mailing system.

Keep current and free of problems. Reload current e-mail addresses of

members into U3A news and Town Talk systems at least annually.

Provide support and advice to Town Crier.

Provide technical support for the Membership database.

Ensure appropriate backup of the database.

Assist Membership Registrar with all information technology aspects of the database.

Install a uniform version of Microsoft Office on the computers of all elected committee members and non-elected supporting people, and assist them with any problems relating to this.Ends


ROLE AND RESPONSIBILITY COMMITTEE MEMBER(MARKETING CO-

ORDINATOR) U3A Batemans BayElected Committee Member

OVERVIEW This position has the broad view of internal and external marketing in U3A. It has a particular focus on new members, and the promotion of U3A’s values and benefits to the community.

What? How? Provide information to potential

new U3A members, existing members, and the wider community.

Assist callers to the U3A enquiry phone. Liaise with the Media. Develop and oversee strategies to help

inform and assimilate new members. Undertake research on membership issues.

Participate in the Marketing Subcommittee.

Assist the Subcommittee develop the marketing plan.

Implement the plan in conjunction with the Marketing Subcommittee.

Prepare and help others prepare news releases, leaflets, distribution and associated information.

Ensure that material going to the public is accurate and reflects well on the organisation.

Maintain the photographic library. Contribute to publications such as the

Newsletter and the website as appropriate.

Oversee the corporate look. Foster consistency of corporate look in the Newsletter, webpages, public documents and handbooks.Ends


ROLE AND RESPONSIBILITY COMMITTEE MEMBER (COMMITTEE SUPPORT)

U3A Batemans BayElected Committee Member

OVERVIEW This position has a type of ‘roving role’ and can become involved in many activities depending on the interest and skills of the occupant. The duties mentioned here are a suggestion only and may change depending on the activities of the committee during a year.

What? How? Work on social events. Help plan and stage social events.

Assistance to others in their role. Assist other committee members with activities that might include: Annual General Meeting, Saturday Talks, Registration Day and the Tutors Forum.

Help distribute marketing information such as leaflets and fliers.

Another special activity. To be decided depending on skills and abilities and interests of person in position.Ends


ROLE AND RESPONSIBILITY MEMBERSHIP REGISTRAR

U3A Batemans BayNon-Elected Support Position

OVERVIEW Carries out actions to enrol new and returning members and hold their details in the membership database.

What? How? In charge of the major

membership database. Ensures new member and renewing

member details are up to date. Produces membership cards and distributes

them with information as needed. Provides information from the database to

authorised people only.

Updates other databases of members.

Sends new and changed email addresses to Town Crier.

Sends new and changed email and street addresses as needed to Newsletter Editor.

Works with Treasurer. Provides new and renewing membership payments to Treasurer.

Assists Treasurer with various duties when needed including:o balance after Registration Dayo annual audito end-of-month balancing.

Distribute completed member surveys.

Depending on the responses to survey questions, distribute to the relevant person who might be:Talks Co-ordinator, Courses Co-ordinator (New Courses), Vice President, and Chief Helper (social events)

Provide major input to Registration Day.

Plan with the group organising the event. Ensure that people taking membership fees

and providing information to members understand their duties.Ends


ROLE AND RESPONSIBILITY EQUIPMENT OFFICERU3A Batemans Bay


OVERVIEW This position looks after and monitors all aspects of our teaching equipment and associated items. Currently the bulk of the equipment is stored at the Equipment Officer’s home.

What? How? Monitor the pool of equipment

owned by U3A. Keep list of equipment up to date.

Provide advice on the equipment. Keep the committee informed if equipment needs renewing or writing off.

Make recommendations for replacements. Undertake equipment purchase when

required.

Take an educational role on equipment use.

Demonstrate the use of equipment at the Tutors Forum.

Help tutors and group co-ordinators select appropriate equipment for their task.

Assist with instruction on use of equipment being used at regular activities such as U3A Saturday Talks.

Major events set-up of equipment.

Be available to co-ordinate set-up of equipment at major events such as the Annual General Meeting.

Ends


ROLE AND RESPONSIBILITY NEWSLETTER CO-ORDINATOR

U3A Batemans BayNon-Elected Support Position

OVERVIEW This role is at the centre of the production and distribution of the U3A Batemans Bay newsletter each term.

What? How? Take charge of newsletter

preparation Set deadlines for the year. Select the format and design in partnership

with Marketing Co-ordinator. Put together the newsletter, and copy edit

in conjunction with President and Course Co-ordinators.

Work with the Information Officer on IT issues.

Work with the Marketing Co-ordinator on the overall design of the newsletter, and sponsorship acknowledgements.

Report to the President if urgent issues arise.

Take charge of newsletter distribution

Work with others to ensure that distribution takes place.

Ensure that the distribution occurs according to the agreed list of tasks.

Keep good records of the various processes involved in preparation and distribution

Consult with others involved in newsletter production and distribution to ensure the task list is workable.

Tasks list is kept up to date and distributed to those involved so that they know their role.

Storage of back copies is secure and easily accessible.

Produce other news-type documents

Special newsletters or other similar single-purpose news documents are sometimes published.

Publication and distribution involves similar but probably less complicated steps as the term newsletter.Ends


ROLE AND RESPONSIBILITY TALKS CONVENORU3A Batemans BayNon-Elected Support Position

OVERVIEW The leading role in preparing a program of talks for members each year with the assistance of a talks Subcommittee or others as needed.

What? How? Take leading role in finding

Saturday talks. Look for and receive offers to provide talks. Assess the suitability and interest level of

the talks. Discuss the proposed talks schedule with

the President. Arrange a venue appropriate to the nature

of the task. Arrange for the equipment and set up of

the room as required by talk’s presenter. Liaise with the talks presenters and ensure

they understand re-imbursement arrangements.

Lead a group of people to assist with talks.

Find and enlist the assistance of members to help in taking bookings and making preparations on the day.

Manage the talks event. Publicise by liaising with the Newsletter Co-ordinator, Town Crier, and Marketing Co-ordinator.

Organise the introduction and presentation of a gift.

Work with the Treasurer to deposit any funds collected and make payments to the talks presenter when appropriate.

Document the talks given and the members and visitors who attended.

At the end of each calendar year, hand the talks’ attendance and other records to the Secretary for storage.

Have an overview of likely risk management issues, such as insurance, and potential safety issues at talks venues.

Obtain best information and keep up to date.

Ensure that any necessary safety equipment provided by U3A or the venue is used.

Document any accidents or incidents at the talks using the Accident/Incident Report Form.Ends


ROLE AND RESPONSIBILITIES WAGS CO-ORDINATOR U3A Batemans BayNon-Elected Support Position

OVERVIEW Co-ordinates the Wine Appreciation Groups (WAGS) and supports them in various ways to ensure that they work smoothly and safely and have an appropriate linkage with the President and committee.

What? How? Maintain the waiting lists of

members seeking to join a WAG group.

Work with Membership Registrar to ensure that the names of members wishing to join a group are sent to you.

When a new WAGS groups appears potentially viable, inform the President that a new group is about to form.

Liaise with the Newsletter Co-ordinator so that information about WAGS groups appears in the newsletter each term.

Assist the WAGs groups as needed.

Foster an increase in knowledge of wine making and wine tasting techniques and any other aspects of your WAGS guidelines – guidelines are yet to be established

Ensure that WAGS Group Leaders provide fully completed attendance sheets at year end which are sent by you to the Course Co-ordinator (Continuing Activities).

Handle any complaints or other issues fairly and with reference to other members of the committee if advice or assistance is desirable.

Be informed on the major management and risk issues arising in the organisation.

Talk with the Vice President on risk and insurance issues as needed

Promote and assist with the running of joint WAGS activities.

Keep Course Co-ordinator (Continuing Activities) up to date with WAGS activities.

Help promote WAGS activities within U3A.Ends


ROLE AND RESPONSIBILITIES BOOK GROUP CO-ORDINATORU3A Batemans BayNon-Elected Support Position

OVERVIEW Co-ordinates the Book Groups and supports them in various ways to ensure that they work smoothly and safely and have an appropriate linkage with the President and committee.

What? How? Maintain the waiting list of

members seeking to join a book group.

Promote Book Groups at the annual Registration Day and at other times as appropriate.

Form new groups as numbers permit and inform the President.

Liaise with the Newsletter Coordinator and ensure timely articles and events are publicised each term.

Promote joint and whole group literary activities.

Liaise with outside organisations on matters relating to visiting guest speakers.

Keep group coordinators informed of coming events as appropriate.

Keep Course Coordinator (Continuing Activities) up to date with book group activities.

Assist Book Groups as needed. Help groups find replacement members as needed.

Ensure that book Group Leaders provide fully completed attendance sheets at year end and send them to the Course Coordinator (Continuing Activities).

Handle any complaints or other issues fairly and with reference to other members of the committee if advice or assistance is desirable.

Be informed on the major management and risk issues arising in the organisation.

Talk with the Vice President on risk and insurance issues as needed.Ends


ROLE AND RESPONSIBILITIES CATERING CO- ORDINATORU3A Batemans BayNon-Elected Support Position

OVERVIEW Co-ordinates the catering for U3A’s major membership events and occasional social activities where catering is required.

What? How? Undertake the catering for major

membership events such as Registration Day and the Annual General Meeting.

Liaise with the President on catering needs and expected numbers for the particular events.

Develop a group of members who are willing to assist on the catering team.

Talk with members whose names are sent to you by the Membership Registrar as potential volunteers.

Keep a list of those who indicate they are ready to assist.

Be aware of their availability and any special skills they may have with catering or organising.

Prepare the master list for the event and the type and amount of food and beverages that will be needed.

Visit the venue if you have not catered there before.

Consider any special food needs of those attending.

Consider whether items such as disposable cups, tablecloths, serviettes, rubbish bags or similar items are needed.

Call on volunteers to find out what food they can bring.

Use previous experience of quantities required, and buy other items.

Ensure that you have a roster with sufficient members of the team people coming on the day to assist with serving and cleaning up.

Claim back your expenses from the Treasurer, with receipts where possible.

Be informed about the major health and safety issues relating to catering and food service.

Talk with the Vice President on risk and insurance issues as needed.Ends


ROLE AND RESPONSIBILITIES PUBLIC OFFICERU3A Batemans Bay

The Public Officer is appointed by the Committee

OVERVIEW The person holding this position must fully understand the legal requirements of the role of Public Officer as it forms the link between U3A Batemans Bay, as the association, and the regulator of the Associations Incorporation Act (2009), who is the Commissioner of the Office of Fair Trading. It has a number of mandatory roles as a result.

What? How? Carry out the formal

requirements of the NSW Office of Fair Trading for an incorporated association.

Be familiar with the NSW Office of Fair Trading website and what it says about the duties of a Public Officer in an incorporated association.

Some of these include the following. Within 28 days of your appointment, notify the

NSW Office of Fair Trading in accordance with their procedure.

Work with the U3A Secretary to ensure that you receive all documents of the association in the previous Public Officer’s possession within 14 days of their leaving office.

Keep in your custody or control all records, books and other documents related to the association (see Constitution under heading 42) including copies of Certificate of Incorporation and other returns and correspondence with the Office of Fair Trading.

Keep a list of committee members and their contact details (provided by the Secretary).

Keep a register of members showing the name and postal address of each person who is a member of the association as specified in the Constitution.

Lodge an Annual Summary of Financial Affairs, with fee, within one month of the Annual General Meeting.

If required, apply to the Director-General for registration of a change in the association’s name, objects, or constitution.

Have your personal address as the official address of U3A Batemans Bay Inc.

Receive all official mail from the New South Wales government and other agencies intended for the association at your street address.

Be an authorised signatory for the association. Bring all documents received by you to the


attention of the committee as soon as practicable.

Provide advice to the committee on the mandatory requirements of this position

When requested for advice or when advice is needed.

Involves a knowledge of the NSW Associations Incorporation Act 2009 where if affects U3A Batemans Bay.

Involves knowledge of the U3A Batemans Bay Constitution.

Keep President or Secretary informed of your availability.

Ensure that the President or Secretary knows when you will be absent from your address - hard to put a length of time on this but perhaps for more than two weeks.

This position can attend committee meetings but it is by choice only or by special request. The position receives the minutes. The position has no voting rights. (Ends)


People management If you thought you had left people management and ‘human resources’ behind when you retired from the workforce, then this booklet is here to tell you that people management is very much involved in the work of the committee. Being a member of a voluntary committee is not the same as being a paid employee. But many human resource management issues that you knew in the paid workforce still apply.

The core business of U3A Batemans Bay is to provide affordable learning opportunities to people over 50 using the skills and abilities of the people themselves. Thus a strong spirit of volunteerism underpins every aspect of our U3A. It extends to all of U3A’s functions whether they are those of teaching and learning, office and technical support or the person putting out the chairs or making the tea. Maintaining the volunteering spirit and belief that we are doing something worthwhile is crucial to the role of everyone in our organisation and, therefore, strongly influences our people management.

Roles and responsibilities in a volunteer organisation emphasise communication, not only with our membership in general, but between our members and their tutors and between everyone and the public. Taking an active interest in the work of others on the elected committee and in non-elected support roles will help you in your role. In addition, the need for back up in a small organisation is self-evident. Our people are not available all the time. We have different life goals, we live in a rural area and can be very involved with visitors, family and travel. And this means we have to manage carefully to ensure that U3A continues even through lengthy absences.


Maintaining the volunteering spirit and belief that we are doing something worthwhile is crucial to the role of everyone in our organisation and, therefore, strongly influences our people management.

Government and other requirements

This section involves a bit of self-learning. To be properly-informed as a committee member, you will need to research some information yourself, but then isn’t self-learning a goal of U3A?

Elected members of committees in not-for-profit incorporated groups like U3A do have responsibilities under law even though the work is purely voluntary. The NSW Associations Incorporation Act 2009 gives community associations like U3A basic rules, and sets requirements. This arrangement benefits members and committee in many ways and ensures that we know what we must do under the law. It makes us a legal entity, so not just a group of individual members. It also makes us eligible to apply for some government grants and other funding, lets us continue on year after year and gives committee members some legal protection if we become involved in legal action of some type. All this assumes that the organisation is being run properly by the committee, in accordance with the Act.

So although the members of U3A do not peer over our shoulders, we have an obligation to run the organisation properly for their benefit not ours.

Major documentsNobody could possibly remember everything that is said in our two key documents, but you need to read through them and know where to find them easily. They appear on our website and it is suggested that you download them and place them with the meeting files that you will probably be keeping.

The major documents are:

The ConstitutionAs an incorporated association we must have a legal Constitution (see the section on Government and other requirements). At the time of writing this handbook in late 2013 our Constitution is being followed as much as possible, but will eventually be updated in accordance with the government requirements for updating.

The RulesIn September 2013 The Rules were completely updated. The content is referred to regularly by members of the committee and those assisting them.

The Strategic PlanThis document was written in 2011 and contains some excellent advice on what we should strive to do as a contemporary U3A organisation. It has been used on a number of occasions as a general guide, but new committees may wish to review


You will need to research some information yourself, but then isn’t self-learning a goal of U3A?

it from time to time. There is also a Business Plan that was written several years ago that sits beside the Strategic Plan and should be seen as offering ideas for actions. Since it was written in 2011, some actions have been completed.

Note that it is also a good idea to familiarise yourself with the Tutors Handbook.

Useful Web Based Resources and Links

NSW Fair Trading – downloadble forms, details of fees and information sheets. http://www.fairtrading.nsw.gov.au/Cooperatives and associations/Associations.html

NSW Associations Incorporation Act 2009http://www.legislation.nsw.gov.au/maintopview/inforce/act+7+2009+cd+O+N

NSW Associations Incorporation Regulation 2010http://www.legislation.nsw.gov.au/maintop/view/inforce/subordleg+238+2010+cd+O+N

The New South Wales Council on Social Services has many well-written fact sheets. The Council is the peak group for a diverse range of community sector organisations, including volunteer organisations and has done its homework well in providing practical advice to them on many subjects. Go to NCOSS - Council of Social Service of New South Wales - Downloads Sector Development.mht

Australian Securities and Investments Commission – not-for-profit informationhttp://www.asic.gov.au/asic/asic.nsf/byheadline/Registering+not+forprofit+or+charitable+organisations?openDocument

Insurance

Below is the text about insurance that appears in all our newsletters.

“U3A Batemans Bay holds Public Liability Insurance. This is not personal accident insurance but a preventative measure to ensure the welfare of the organisation, its members and invitees should a situation arise where we are sued for an accident that is deemed to be our fault. Insurance companies vigorously defend such actions and for everyone’s benefit we require the person in charge of an activity to keep accurate records. U3A has no responsibility for journeys to and from a venue or event of any kind. For a longer explanation of U3A insurance see the U3A NSW website www.nsw.u3anet.org.au/.”


The chances of recovering from any significant injury diminish as people grow older, so an injury for a member could become a lifetime sentence.

http://www.legislation.nsw.gov.au/maintop/view/inforce/subordleg+238+2010+cd+O+N

http://www.legislation.nsw.gov.au/maintop/view/inforce/subordleg+238+2010+cd+O+N

http://www.legislation.nsw.gov.au/maintopview/inforce/act+7+2009+cd+O+N

In the Forms and leaflets section you will find a form that is held at all U3A classes and events by the tutor or person in charge on the day. The Accident/Incident form is self-contained and provides for documenting any accident or incident, and shows the correct way to contact emergency services if required. Another form is being developed to be handed out to all members attending a class or group events where gentle exercise or similar physical activity is expected to occur. This will guide members who seek to undertake the activity about their need to fully understand their personal level of fitness and health.

Managing risk

While insurance can go part of the way in helping us overcome some aspects of risk, it is not a substitute for good risk management in an organisation. Nobody wants to see a member become injured. The chances of recovering from any significant injury diminish as people grow older, so an injury for a member could become a lifetime sentence. Therefore vigilance about the way we operate our groups and classes is important and tutors are encouraged to attend our annual Tutors Forum to hear how contemporary risk management operates.

The Fact Sheets produced by the New South Wales Council on Social Services (NCOSS) include good reading on risk management issues. Risk is something we face every day and the issue is not the risk itself but the strategies we use to ensure that the worst doesn’t happen or is reduced. Even as a group of volunteers, we must be able to demonstrate that we have done our best to put good safety procedures into place.


Forms and leaflets

As a committee member, you will need to be familiar with the major forms. They are produced by people in various committee roles and generally go through a process whereby the committee sees them and gives approval before being used. Where they would be considered official documents they need to show this by the inclusion of the words ‘U3A Batemans Bay Inc.’ as required all incorporated organisations.

The Membership Application Form – must be completed by all members joining for the first time. This form is an appendix to our Constitution and thus can only be changed when the Constitution is changed.

Class Attendance Sheet – this is used by our tutors in regular classes. However everyone attending a, talk or activity of any type must sign or initial a similar form. Such a procedure is commonplace these days because information about who actually attended is of assistance should an insurance claim be made by a member, and for statistical purposes.

The Accident/Injury Form – must be kept in the classroom or wherever a U3A activity including Talks is happening. This form is completed if an accident or injury occurs while the U3A activity is underway and is self-explanatory.

- This is used by the groups that undertake exercise or similar more physical activities and it is completed by all new members to these groups and returned to the Course Co-ordinator (Continuing Activities) with the Attendance Sheet.

New Courses Form – is completed by anyone intending to start a new activity of some type, and discussed with the Course Co-ordinator (New Activities).

Etiquette Leaflet - is circulated widely and designed to be read by every member.

Information for Participants in Physical Exercise – provided to all people who attend activities deemed as having physical exertion.

A copy of these forms appears on the following pages. Note that due to formatting issues with the original documents, if you want a duplicate you would do best to obtain it from our website.

Marketing Leaflet – there is a folder leaflet explaining our role to prospective members which should be hand attached to this Handbook. If not, please obtain one from the Committee Member Marketing.


University of The Third Age Learning for Pleasure

BATEMANS BAYMEMBERSHIP RENEWAL

I/We would like to renew our Membership of the Batemans Bay U3A. I/We agree to be bound by the Constitution and Rules of U3A Batemans Bay.

Member 1 Member 2

Family Name

Preferred Name (for name tag)

Member No

Address

Phone number

e-mail

U3A prefers to send you our newsletters and notices by e-mail but we do not give your e-mail to others.

Signature 1……………………… Signature 2…………………………….

Date……………………………… Date……………..…....

Please post this application form with your cheque or money order for $40 ($80 for couples), made out to U3A Batemans Bay Inc to:

The Membership Registrar, U3A Batemans Bay IncPO Box 1304 Batemans Bay, NSW 2536

Office Use only

Application received ......./......../ .......... Amount received $.........................

M/ship Card/s posted date ......./........./....... Records updated date ......... /......../ .........


Attendance SheetYear:

Course:Tutor:

NOTES TO TUTORS:1. Tutors are requested to record their own name on the first line and initial the form each week to conform to insurance requirements.2. Please record the name, phone number and membership number for all applications received for this course.3. At the end of term, return this form fully completed and signed, as soon as possible, to the Course Coordinator U3A Batemans Bay Inc PO Box 1304 Batemans Bay 2536

Surname Preferred Phone Number / email Member No. 1 2 3

Tutor name

1

2

3

4

5

6

7

8

9

10

11

12



CONTINUED description of accident/incident

………………………………………………………………………………………………………

………………………………………………………………………………………………………

……………………………………………………………..…Attach a separate page if neededEMERGENCY NUMBERS

Phone 000 Ambulance, Police, Fire, Rescue(say which service you need)

Phone 132500 State Emergency Services(weather-based emergencies)

Batemans Bay Hospital 02 4475 1500Emergency :7 Pacific Street Batemans Bay

Moruya Hospital 02 4474 2666Emergency: 2-10 River Street Moruya

Police at Batemans Bay 02 4472 0099(Police Station not always attended)

Police at Moruya 02 4474 2444(Police Station not always attended)

COMMITTEE USE: Date of notification to Batemans Bay U3A committee member ……/……/….

Name of committee member ……………………………… Signature …………………………

ACTION TAKEN:

………………………………………………………………………………………………………

………………………………………………………………………………………………………

………………………………………………………………………………………………………

Was Insurance Company notified? ……. By whom: ………………………………………On date: ……/……/….

ADVICE RECEIVED: ………………………………………………………………………………

………………………………………………………………………………………………………

………………………………………………………………………………………………………

Doc 04.13 This is a confidential document


Batemans Bay University of the Third Age Inc.PO Box 1304, Batemans Bay, NSW 2536

Website: http://bbay.u3anet.org.au

COURSE OUTLINE

Thank you for agreeing to run a course/lead a group for us. Your participation is greatly appreciated.

Please complete the form below, keeping a copy for yourself, and return the original to the Course Co-ordinator (New Activities) at [email protected] or by post to the address above.

Tutor DetailsName: ....................................................................................Postal address: ...................................................................................................................................................................................................................................................................................................Phone (H): ............................ Phone (mob): ............................... e-mail: .............................................

Course OutlineCourse Name: .....................................................................................Course Description*: [Please outline the content, teaching approach, material and equipment requirements and any costs to students**]

..............................................................................................................................................................

..............................................................................................................................................................

..............................................................................................................................................................

..............................................................................................................................................................

..............................................................................................................................................................

..............................................................................................................................................................

..............................................................................................................................................................* A brief description of available courses is included in the term Newsletter, together with the tutor’s name and contact details for enrolments etc.** If your participants will need to purchase books or materials, or if you will be recouping from them expenditure incurred by you on items such as photocopying please indicate this in your course entry. Please Note: Any ‘out of pocket’ costs for which you propose to seek reimbursement from U3A should first be discussed with your course coordinator.Copyright: Please advise if any material, information or website information given during the course is/may be subject to copyright restrictions.


http://bbay.u3anet.org.au/

Course DetailsScheduling Preferences: Term: ................................... 2014Day: 1st choice (a).......................................... 2nd choice (b) ................................................

Time/Duration: (a) start ......................AM/PM to ......................... AM/PM(b) start......................AM/PM to ......................... AM/PM

Number of Sessions: ..................... Frequency: (weekly, fortnightly, monthly) ...............................Single Term or Continuing Course: .............................................................

Commencement Date: ............................................... Class Size: ............... (Min) .................(Max)

Preferred Venue/Location:..........................................................(to be booked by the Co-ordinator),

or Tutor’s home address/other..............................................................................................................(Is this venue wheelchair accessible? Yes/No)Tutors usually handle enrolments for their own courses, however a contact person can be arranged if you wish. Please indicate if you wish to handle enquiries and enrolments for your course. Yes/No.

Equipment: (Please detail any equipment you will need for your course.)............................................................................................................................................................................................................................................................................................................................Physical Activity: (If applicable, please detail any physical exertion, whether by way of specific exercises or otherwise, to be undertaken during the course.)............................................................................................................................................................................................................................................................................................................................

Course Co-ordinator: Any queries you have can be discussed with the Course Co-ordinator (New Activities): Pauline Hill, Tel: 4472 9458 or email: [email protected]

Emailing Directions: If you are returning the attachment by email, after amending/completing the attachment, “save as” to your document folder then return the saved document to me as an attachment.Thank you again for your kind offer to run a course/group for U3A Batemans Bay.


Member EtiquettePlease help us to help you by observing the following simple etiquette. When attending a class or any U3A Batemans Bay function:

wear your name badge ensuring your ICE (in case of emergency) number/s are on the reverse of your badge

sign on to the class attendance sheet – this is essential for insurance purposes

ensure that your phone is switched off or set to silent - if a call is urgent, excuse yourself and take the call away from the class

comply with all safety instructions given by the tutor.

Let your tutor know:

of any health issues that might affect your ability to engage in class activities

if you need to miss one or more sessions of a course if you are ‘dropping out’, for whatever reason.

Lend a hand:

with setting up and cleaning up by volunteering for tasks such as collecting money or organising

refreshments.

Let the tutor or course coordinator know:

if the activity is not what you expected and/or not as described in the newsletter.

U3A Batemans Bay Inc.


Information for participants in Classes involving Physical ActivityIt is important to remember that U3A classes are conducted by volunteers and, while every effort will be made to follow safe practice, any physical activity comes with a level of risk and you are responsible for your own health and wellbeing. You participate at your own risk and you must ensure that you have enough information to decide whether you are capable of participating without endangering yourself or others. Specifically you must:

Be aware of your own capabilities and consult a medical professional if necessary before undertaking any physical activity involved in a class

Advise the tutor or group leader of any potential problem areas Work at your own pace and within your own capabilities Wear appropriate footwear and loose comfortable clothing Bring water and ensure you are well hydrated.

Please sign the form below acknowledging that you have read and understood the information provided above.--------------------------------------------------------------------------------------------------------------------------------------

I have read the information provided above and understand that, in voluntarily participating in .................................. [insert name of class], while every care will be taken by the tutor to ensure my safety, my participation in this class may expose me to risks that could lead to injury or other medical consequences. I acknowledge that I am responsible for exercising within limits appropriate to my state of health, and that I am responsible for ascertaining such limits from an appropriately trained person such as a medical practitioner.

Name ......................................... Signature...............................................Please Print

Date .............................___________________________________________________________________________________Tutors Note: This form is to be retained with the class Attendance Sheet and returned to the Course Co-ordinator at the end of term.

DOCUMENT ENDS


Documents

bbay.u3anet.org.aubbay.u3anet.org.au/.../03/December-2013-FINAL-COMMI… · Web viewTake charge of all inward and outward correspondence. ... This document was written in 2011 and