Please inform the Group Support Team if the Group Leader Changes.

They will make arrangements to update Beacon, the Magazine and the Website.

Click on Group Support to send a contact email

Group Governance

• All members of your Group MUST be Chepstow u3a members.
• Public liability insurance, provided by the Third Age Trust, is included in your membership fee.
  • This is why everyone must be a member of Chepstow u3a.
• Prospective members are allowed to try out a Group or come to a Tuesday Live or a Coffee Morning before they decide if they want to join our u3a.
  • After two visits in total they must decide if they want to become a member.
• Your Group must be self funding
• u3a members cannot charge for their time or services to their own u3a or another u3a. Expenses can be paid.
• Payment of tutors or outside expert speakers is permitted provided they:
  • Have relevant qualifications
  • Have insurance
  • Are NOT a member of any u3a - if they are no payment must be made.
• ONLY Committee Members (Trustees) can sign ANY document on behalf of Chepstow u3a.  
• Our u3a is a petition, sponsorship, raffle ticket sales and charity collection-free zone

 Venue Health and Safety

• Everyone in u3a is an adult and is responsible for their own health and safety.  But risks and hazards should be managed.  With the exception of sports, walking and other higher risk activities, Group Leaders simply need to familiarise themselves and Group Members with the Risk Assessment which applies at the meeting Venue,  and to apply common sense.
• There is a useful dynamic checklist : “STAR” – Stop, Think, Act, Review:
  • Stop – Take a moment to evaluate the risks
  • Think – of what hazards there may be
  • Act – to reduce/eliminate the hazards
  • Review – whether the actions are sufficient, or could be improved.
• If your group is more active, and therefore higher risk, you should think sensibly about the risks involved, and make every reasonable effort to mitigate them. If you need further guidance, there is a library of risk assessments from the Third Age Trust.
• Click on: TAT Library of Risk Assessments
• If an accident or incident does occur, you must download and complete an Incident Report Form (see Button on them right hand side).

Communication

• To comply with GDPR we use a system for sending emails called Beacon which holds our membership database
• Email always through Beacon
• For Beacon training contact the Beacon Team
• Get permission if taking photos for use on our website in our magazine or on social media

WhatsApp Groups

• Some Groups have a WhatsApp Group to exchange news, photos, etc. that are relevant to the Group
• You need a member’s specific permission to add them to a WhatsApp Group - without it, there may be a contravention of Data Protection. If you invite them into a WhatsApp Group and they accept the invitation that is ok
• You will need to check each year after the membership renewals are complete to ensure that everyone in your WhatsApp Group is still a u3a Member (in the same way as you check your Membership list on Beacon)
• Avoid personal messages as these can result in message overload and put people off. Some Groups also have a “Social” WhatsApp Group for personal messaging such as birthday wishes, get well messages, etc.

Advice for New Group Leaders

• The Group Support Team are there to help you! Don’t hesitate to ask them if you are at all unsure about anything. We recommend that you attend an “induction” session for new Group Leaders arranged by the Group Support Team.
• Training for using Beacon is also available from the Beacon Team.
• Training in editing the website is available from the Website team.
• Do not try to do everything yourself. You are there to manage the group and organise its members so that it runs as smoothly as possible
• Ask someone to join you as joint Group Leader so you have someone to discuss matters with and step in if you are not available. This is particularly helpful for large groups.
• Ask someone to act as Group Treasurer (if appropriate) to collect any money and liaise with the u3a Treasurer or ask others to take responsibility for any room bookings.
• Ask someone to update your web page or you can ask the Web Manager to do it.
• You don’t have to be an expert in the subject of the Group. Some Group Leaders are (which is why they started the Group) but most aren’t.
• Make a special effort to help new members. We hear sometimes of how isolated and even nervous a new member can feel.

Group Leaders Meeting

The annual Group Leaders meeting is a good opportunity to keep up to date and to air your own views. A lot of good ideas have come from these meetings and you get the chance to meet other Group Leaders, discuss any problems, and you get a free lunch.

Finance

• No member of Chepstow u3a, including Group Leaders and Committee Members, can receive any financial benefit in cash or in kind from organising or taking part in any group activities. Out of pocket expenses (such as travel costs) are permissible.
• All Groups must be Self Financing
• The following is shown in more detail in Group Financial Procedures
  • All income must go through the u3a Activities account: sort code:, 30-91-89, account number 01289562
  • No other bank account may be used
  • Each Group’s finances are ring fenced in the Activities account
  • Group leaders/Treasurers can view their Group’s finances through Beacon
  • All venues, speakers, equipment etc must be paid for out of the Activities account
  • £50 maximum can be held in petty cash to pay for small items
  • All money in and out (including petty cash) must be accounted for each January for the previous year.
• All Groups can apply for help with the purchase of capital equipment
• These assets have to be shown on the Asset Register which lists all equipment we own.
• New Groups can apply for start-up grants or loans and the Committee will pay the costs of venue hire for the first meeting of a new Group
• Any assets purchased or funds accumulated by a Group belong to the u3a and must be returned to the u3a if that Group ceases to exist 
• Group Leaders are not personally responsible for any deficit if a Group fails. This will be covered from general u3a funds.

Group Trips

• Read Day and Overnight Trips and Holidays for essential guidance.
• All trips must be self-funding
• Overnight trips must be approved by the Committee.
• The value of any free or reduced price places on trips must be shared out among all participants reducing the price for all. 

Dogs and Children

• Dogs are allowed with Walking Groups providing:
  • The Group Leader and members of the group have agreed.
  • The Committee have been informed – this is required for insurance purposes.
• No dogs, apart from assistance dogs, are allowed on any other u3a activity.
• No children are allowed on any u3a activity

Chepstow u3a Logo 

• u3a is always lower case
• Please use this on all stationery,  publicity material and on any clothing
• Copies of the logo are available from the Secretary 

Zoom

• Our Zoom is available for all our Groups to use free of charge.
• Click on Zoom to find out more

Fully Subscribed Groups

• If your Group becomes full click on Fully Subscribed Groups to see how to create a waiting list in Beacon.
• If you have a growing or long waiting list please contact the Group Support Team

Tea Duty at Tuesday Live

• Each month one of our Groups takes it in turn to serve the refreshments for our members
• As we have 11 Tuesday Live meetings a year and over 75 Groups this doesn't happen very often.
• The Secretary informs each Group when it their turn 6 to 12 months in advance and then again a month in advance. Every assistance is given on the day.
• See the button below for full details.

Policies

You can see our policies on Data Protection and Privacy, Equality, Diversity & Inclusion (EDI), and Safeguarding on our Policies Page.

Accidents and Incidents

If an accident or incident does occur it is important that it is recorded in case there is a claim or a reference to it in the future. Download and complete the form and send it to the Secretary who will send a copy to TAT and retain one in our records for at least three years.