Creating and Running a U3A group in Torbay
From the group coordinator Glynis Greening Torbayu3agc@gmail.com
Some things to think about and guidelines to structure your thoughts.
Thank you for showing an interest in helping to be an essential part of the backbone of our local U3A here in Torbay – the leader of one of our groups. This is to help you think it through.
The job is largely to support, enthuse and organise your group members. If you can share your knowledge and wisdom along the way, then that’s great but you don’t have to be an expert or a teacher. When asked, members have said that they join hoping to learn something, but for most, the biggest reason is to find friendship and a sense of belonging in a community; so, if you can help foster this by being interested in them and kind and encouraging, you’ll nail it!
Group leaders are also the connection and conduit between the committee and the members. So, if you encounter difficulties or snags with running your group – get in touch with me, Glynis, the Group Co-ordinator [Torbayu3agc@gmail.com] and I can, if appropriate, take your concern or idea to the committee, where we can, if appropriate, join you to consider the issue in terms of finance, the treasurer membership,(membership secretary) , welfare (the welfare officer) putting on the web page (Web officer) and how this might be relevant to the u3a as a whole (the chair and deputy chair), And maybe we can ask if this is something of interest to the rest of the U3A and whether it warrants finding an expert to come and address our Wednesday Speaker meetings (the speaker finder). Our talented design team (advertising secretary) can also make flyers about your group to spread throughout the community beyond the U3A. to bring in fresh interest and swell our numbers. Most recently we have a Facebook presence, one for the general public – torbayu3a – and one for members of the u3a – torbayu3amembers, more details of that below. In a nutshell, the committee is there to support, encourage and enthuse you so you can support encourage and enthuse your group and together we can keep our U3A ticking along happily.
And if you don’t have a problem or query to share, maybe you’d like to express the joy you’ve found in running your group, or the sense of personal achievement and sense of belonging that your group members have communicated to you, we’ll be delighted to hear about it and maybe invite you to write a few lines in the next newsletter. (the newsletter Editor)
Taking over a group
The group you’re going to lead may already be running successfully but the present leader may have decided to give up and pass on the responsibilities. The best person to ask about what running this particular group involves is, of course, the person stepping down, who will be able to tell you all the things she or he has done to keep the group going. You may like to follow these guidelines or you may like to update it. You might get together with the members and talk about any changes. Let the group coordinator know what these changes are.
Planning a new group
If you are planning to start a new group from scratch, get in touch with me, the group coordinator and we can think together about the best way to present it to the members. It will need to be advertised and the monthly newsletter is the ideal place. Together we can send the membership secretary and the Newsletter editor an advert naming and describing the prospective group in appealing detail - when and where you plan to have it and, if applicable, how much it will cost, also giving details of how to contact you. The Editor and membership secretary will add the group to the list and it will feature in the next Newsletter. Another way to announce your group is to join me, at the group coordinator’s table at the monthly Wednesday meetings at Central Church in Torbay to gather interest. Together we can make a sign and provide a sheet where prospective members can write their names and contact details. You can also announce your ideas on our members Facebook page. This latter route may be the future! Once you have gathered some interest you have to consider whether you have too few or too many prospective members. If too many to begin with, remember that some may pull out for a variety of reasons so don’t turn any away; create a waiting list if necessary. If too few members sign up initially it may be worth beginning anyway and keep advertising for more members.
Beginning the group
Once you have all your new members gathered together to may need to amend some of the details, like if no one can come in the morning you may have to shift your group to the afternoon, if this is something which fits into your life. Don’t think you have to bend to everyone else’s requirements, you’ll never accommodate everyone’s needs and desires and to be a functioning group there have to be boundaries and rules which define the group, to which the individuals inevitably have to conform to a large extent - otherwise it’s not a group. If they leave because of it, it’s clearly not the right group for them; it’s a balance you have to strike. Talk it through with me, the group coordinator, if you’re worried.
Make a list of all the members, with full names, emails and phone numbers. Keep these safe for future reference – in case you have to cancel or change plans. Email a copy of this list to the Group coordinator so s/he can contact them easily in an emergency. The group members are responsible for their own health and safety during the course of the group, you can be vigilant, helpful and thoughtful but you are not responsible for their well. Make sure that they understand this at the start of the group.
You can make up a form that best works for you but the following heading may give you an idea of what to include.
| Name | I understand that I am responsible for my own welfare during the u3a meeting. Signed/Dated | |
Most groups nowadays have a WhatsApp group so that members can have instant updates on any changes and members can exchange ideas in between group meet-ups. If you need any help on setting up one of these groups get in touch with me. [torbayu3agc@gmal.com] 07724 719174]
Dealing with money
Ensure that each person is a fully paid-up member of Torbay U3A. If not then they can attend 2 meetings for £1.00 before they have to join. Send them the membership secretary’s email [torbayu3amembership@gmail.com] who will send them a form. If they are already a member of another U3A branch they will still have to join our branch too. If they join halfway through the year they pay only £8. The yearly rate at the moment is £16. If you think there will be costs involved for the members now is the time to warn them.
If your group generates any money – like the film group - you need to keep account of it and tell the Treasurer the amount you are holding at the end of the financial year (31st December). This doesn’t include the money offered to contribute to hosting costs, which I’ll come to later.
Record who attends
It’s good practice to record who attends each meeting so you have a clear sense of the popularity or otherwise of your group. If it seems to be diminishing, you might get together with your members and talk about how everyone feels about the group and what might be done to improve it.
If possible, and if applicable to the nature of the group, you might ask the members that, if they know in advance when they might not be able to attend the next meeting, to let you know. Then you don’t have to worry about their absence. If someone you had expected doesn’t turn up, do give them a call and if you can get no answer after a day, you could go round, or ask other members or go round, to check, and/or contact the group coordinator. Let everyone know that this is your policy, so they recognise the importance of telling you they’ll not be coming - apart from dispelling fantasies in the group [“did we say something to offend?”] it helps engender the sense of being a part of the group and that they’ll be thought about in their absence. Another way to achieve a sense of belonging is to record birthdays so that they can be marked when they arise, especially if they fall on the day you meet. Some members may not like this so do ask and stress it’s not compulsory, but when they see how other’s birthdays are noted or celebrated, they may change their minds.
If any member becomes very poorly and can’t attend the group for a while pass this on to the Welfare Officer Gwen Smith [gwen-smith@hotmail.com] she will often send a get well card or go and chat with them. And inform the group coordinator too.
Where to hold your Group
With some groups – like the Ten Pin Bowling or Swimming at the Riviera it’s obvious where you’ll hold your group. For sedentary pursuits like knitting or chess or scrabble they can either take place in a member’s home or in one of our many church halls or hotels - the advantage of being a seaside town is we have such a choice. If suitable it can be more cosy and intimate to meet in a volunteer member’s home. Take into account access, parking and toileting facilities and, although not essential its useful if the house is close to a bus route or ask if group members can offer lifts where necessary. You might ask if the host would like help with making the teas and perhaps suggest a contribution towards anything bought for the occasion. If you can’t find a willing member you may have to rent a space in a hall or hotel. Discuss this with the members as the rent will have to be paid for by the members. The group coordinator has a list of all the possible venues that can be hired including those hotels which allow us to meet for nothing as long as we buy drinks or snacks. So contact me on the email address above.
Accidents and mishaps
If an accident occurs or someone becomes unwell during the group meeting assess whether an ambulance is needed or simply a seat and a helpful lift home. You might call them later to check that they’re ok. All members are responsible for their own wellbeing and safety but as group leader you might scan the venue for potential dangers to the more frail and vulnerable members. It’s also valuable to have a first aid kit available, with an antiseptic, cotton wool and plasters where the group is held in private homes and maybe check with other venues whether they have first aid materials available.
Delegation.
The ethos of the U3A is that all members abilities and ideas are valuable, all need to commit to contributing to the group sessions and no group needs to be run by an expert who has the responsibility to teach the others, though if you have a particular knowledge or passion for a subject you may enjoy this role sometimes. So, to save yourself from over committing and burning out, practice delegation. It’s also sensible to choose a deputy or co-leader, so the group can continue to run if you’re ill or absent for any reason.
Getting together with other Group Leaders
Most of your contact with other group leaders and members of the committee will come via the Website or through The Quarterly magazine or the monthly Newsletter, and, of course, the monthly Wednesday Speaker meeting at Central church at the top of Union St. These meetings have recently had a make-over and become bustling hubs of communication and interaction. Group leaders have a ‘table’, which can extend to the floor, where you can display what it is your group does, to interest other members and maybe to encourage them to join. The gardening group has been a very generous source of young plants and excess vegetables, and, new to the meetings this autumn, just in time for Christmas, is a swap-shop where you can bring something you don’t want and take away something that appeals more. You are warmly invited to join in and meet other Group leaders and members
We also have 2 Facebook pages, one is ‘Torbayu3a’ which can be accessed by the public and the other is ‘Torbayu3amembers’ which is available to u3a members only and on which you can advertise your group and give updates and even encourage members to join your group if you have spaces. This was the brain-child of Freya Hartley but now that it’s found its feet it’s being nurtured by Abby Beckett-Smith. If you have any difficulties logging on to it do get in touch with her at abby.beckett.smith@hotmail.co.uk
There is also a tradition that once a year, in the summer, we invite all the group leaders to an afternoon gathering so that you can meet each other and swap experiences and share wisdoms. We had a lovely garden get-together on August 1st this year, when group leaders brought some yummy cakes and got to know each other a little better. We’ll probably do the same next year. I’m aware not everyone could make it so if you’d like to meet up for a friendly chat or offer ideas on anything to do with groups or our u3a, contact me and we can get a little group together over a pot of tea and crumpets by the fire.
If you have any other thoughts, suggestions, questions and problems I’m happy to try to help. Ring or text me on 07724 719174 or email me on torbayu3agc@gmail.com. For now I wish you good luck with your new group and I hope to meet up with you soon. The group coordinator Glynis Greening.
Contact with a partner/friend of a group member in the case of an Emergency
Please use the ICE form irrespective of the level of risk of your group activity and include your own name and ICE contact details on it as the first entry.
Tick the ICE column if the member has ICE contact details on their mobile phone.
Keep the form in a secure place and take it with you when leading your group as well as telling your members where it is in case they need to retrieve it if you have an accident.
If you would like to keep the details on your mobile phone, you can download an editable copy of The ICE Form in Word Format.