The position of President comes with the following responsibilities:-
To call and chair committee, monthly, annual general, and group meetings, as appropriate.
To facilitate, where necessary, the tasks undertaken by members of the committee.
To ensure that each committee member is aware of activities, arrangements, and events in advance, and to seek consensus and approval.
To liaise with the appropriate officers at the Ayuntamiento and the Casa de Cultura, Calpe, to ensure the smooth running of the monthly meetings.
To promote the U3A and its good practice to other agencies through the media of radio, newspapers, newsletters, talks, etc
To ensure that the wishes of the membership are addressed in order that they may advance their knowledge, skills, interests and experiences, confident that they are well supported and encouraged.
Ensuring that the income and expenditure both from memberships and from travel is recorded in the two separate accounts.
Producing a balance sheet at the Annual General Meeting.
The Treasurer gives a monthly report at Committee Meetings and informs members at the monthly general meeting on matters of U3A Finances.
The Treasurer and
Assistant Treasurer meet as necessary to discuss finances, as well as at monthly Committee and General meetings.
The Assistant Treasurer has been delegated the oversight of managing the income and expenditure of the Travel Account. Close and regular updates of information between he/she and the Travel Organiser is improved by the special arrangements agreed with the bank that the Deputy Travel Co-ordinator and Deputy Treasurer can access all details of the payments to and from the Travel Account.
Forms are used to regularise payments to the bank, and for the committee to sign when presenting and receiving their expenses.
Membership secretaries receive membership dues, pay to the Treasurer or directly into the General Account, and produce and update a membership list.
The General Account is used for membership dues, general administration costs, information and newsletters, social and other expenses of a general nature.
The Travel Account is self financing and a balance sheet showing income and expenditure for all travel is produced. All expenses from organising trips use this account.
The duties of the Assistant Treasurer are as follows:
Liaise with and assist, as necessary, the Travel Co-ordinator on all financial aspects of away trips involving overnight/hotel accommodation including:
Ensuring that each member/guest entered on a list for an away trip has paid the correct amount of money for that trip, and by the required date. Payments should be confirmed by cross-checking credits into the U3A Travel account with Barclays Bank.
Arrange for the timely payment of disbursements for hotels, tour guides and restaurants etc, either by bank transfer or cheque.
Prepare a balance sheet/closing statement for each trip to establish whether or not the estimated cost is in line with the actual cost; the objective. All receipts for expenditure should be attached to the balance sheet. Projected costs always err on the overpayment side to cover the unforeseen and consideration should be given to refunding travellers, where possible. Trips should be self-financing.
Deputise for the U3A Treasurer in his/her absence.
Assist and support the U3A Committee generally in fulfilling its overall management role.
To maintain contact with the Group Leaders, answering queries from them and to pass back to them requests from the Committee.
To find replacements for Team Leaders should they resign either on a temporary
To try to find people who will lead new groups either in new subjects or on expansion of existing subjects if those groups become over subscribed and become too large to manage
To arrange meetings of Group Leaders with the Committee as and when required
To keep a comprehensive list of Groups and Group Leaders as information for Members
The areas of responsibility which are handled by the Travel Co-ordinator are:-
Liaise with external suppliers on all logistical aspects of setting up trips
Liaise on a regular basis with Assistant Treasurer and Travel Assistant(s) regarding pertinent aspects of trip for collection and dissemination of information.
Disseminate information in a timely manner to u3A members going on trips
Maintain up-to-date lists of members booked on trips.
Inform members of changes to itineraries.
Collect money from members for day trips, evening trips and one night stands, and purchase tickets as necessary. Keep receipts for all monies paid.
Attend monthly Committee meetings and General meetings with information regarding all aspects of travel.
Make trip information available to the Webmaster and the Press Officer.
Accompany members on trips wherever possible, or agree a deputy on a trip by trip basis.
Assist and support the u3A Committee generally in fulfilling its overall management role.
All contributions to be included in the Newsletter need to be received at the latest 10 days before any General Meeting in order to allow time for editing and printing etc.
To include information in the newsletter, please contact E-mail:....
To source information regarding forthcoming social events to present to the committee and do the organisation for these events, in conjunction with the Social Events committee member.
