Chepstow u3a is a Registered Charity #702771

Our Charitable Purposes - from our Constitution

Trustee Information

The first meeting of Chepstow u3a was on 1st December 1987 and we agreed our first Constitution on 1st December 1989. We became a registered charity on 10th April 1990 so when you join the committee, either elected at the AGM or co opted at a later date, you become a Trustee. This means that there are certain things that they need to be aware of regarding Chepstow u3a, the Charity Commission, and the Third Age Trust.

The following notes will help you to gain the basic knowledge to familiarise yourself with the role, the organisation of Chepstow u3a and the Third Age movement, and your legal responsibilities.

Whilst it may take a while for you to settle into the Committee, the more you get involved then the quicker you will feel at home and part of the committee and taking on a specific role is the best way to this. If you have any past experience that you think may be of use to Chepstow u3a please let us know. You can only be on Committee for a maximum of four years so the sooner you get involved the better.

Some of your first tasks should be to sign the Declaration of Eligibility to be a Trustee (see the Button below) and familiarise yourself with the website and ask for committee access to Beacon, our online management database system. You should also look at the 'What's Involved for a Trustee' and 'Trustee Welcome Pack' in the Charity Commission Website and Links section below.

If there is anything you want to know then ask one of the more experienced committee members!

What is Your Role as a Trustee?

You are responsible for the general control and management of Chepstow u3a and must carry out your duties within the context of the Constitution. You must:

• Act in the interests of the u3a
• Ensure that the u3a operates in a manner that is consistent with its Charitable Purposes
• Act with care and diligence in accordance with any legal requirements

Important Links and Documents

Trustee Year Planner - What We Are Doing and When

Trustee Annual Reports

Must be completed every year as a record of the charities progress and achievement. The Chairs compile the report and submits it to the committee for any amendments. The approved TAR is included with the Annual Report to the Charity Commission. 

Charities Commission (CC) Website and Links

Miscellaneous Information

Trustee committee meetings are held on the first Tuesday of the month in the Drill Hall before the Tuesday Live meetings.

Nominations for committee or officer roles must be made on an email at least 21 days before the AGM with the following information::

• The name of the Nominee and the Office (Chair, Secretary, Membership, committee member etc)
• The names of the Proposer and Seconder
  • They must be current Chepstow u3a members and not committee members
• Send the email to the Secretary. See the Button at the foot of the page.

The Third Age Trust (TAT). This is an umbrella organisation for all the u3as in the UK. We have to be a member of the TAT to call ourselves a u3a and we pay a subscription (currently £4 per member per year) to the TAT. We get certain benefits back from the TAT one of which is that every member gets by direct mail several copies of a magazine called u3a Matters. The TAT has its own web site that has a lot of useful information. The TAT is run by an Executive made up of representatives from all areas of the UK and Wales has one representative, or Trustee, because the TAT is also a Charity.

The Wales Web Site lists all the Welsh u3as, lists some u3a events in Wales, and has a page for the Wales Trustee who is the Wales representative on the TAT executive.

The South Wales Network is a loose collection of u3as in South Wales whose representatives meet a few times a year to exchange ideas on good practice, help to set up new u3as, support failing u3as, and advertise and organise courses. Some people think it is important, others are not so sure! It has a web page within the Wales Web site.

See the Committee Page to see the provisional Agenda for the next meeting and links to minutes and financial reports.

Trustee Recruitment

• Should be all the year round search for potential Trustees not a panic search near to the AGM
• All Trustees should be on the lookout for future Trustees and should highlight this to the rest of the Committee
• Potential Trustees can attend committee meetings as observers before committing themselves.
• Trustees can be co-opted onto Committee throughout the year (2 per year)
• Consider sharing roles. This may persuade members to come onto committee
• Consider roles outside committee as members of the Committee Support Team. These may lead to Trusteeship eventually
• Consider teams. These could be part on committee and part off committee.

From November Onwards (AGM is in March)

• Establish which existing Trustees have to retire
• Check if any of the remaining Trustees are planning on retiring
• Maximum number on Committee from the Constitution is 12
• Therefore, establish the maximum of committee places to be filled
• Establish which posts or projects are likely available to be available for new Trustees.

Find Trustees

• Advertise by all possible means: website, Magazine, Tuesday Live, Coffee Mornings, email to all members. 
• Ask Group Leaders
• Approach those identified during year
• But the personal approach always gives the best results
• But be prepared for members to say NO

Throughout the Year – Invite Potential Trustees to

• Shadow existing Trustees
• Sit in at committee meetings – arrange a specific open meeting
• Take up projects on behalf of committee
• There may be specific projects requiring particular expertise

Click on Secretary to send a contact email