The Trustee Year Planner (TYP) is designed to assist the Committee in setting the monthly Agenda so that essential tasks are not missed. It is a working document that can be amended throughout the year as priorities change and new ones arise.

See Secretary Roles and Procedures for details of Secretary responsibilities

AGM = Annual General Meeting, DH = Drill Hall, CC = Charity Commission, SWN = South Wales Network, TAR = Trustee Annual Report, TAT = Third Age Trust

Monthly

• Secretary
  • Emails next month’s Tea Duty Group
• Committee Review:
  • Financial Statement, Activity Groups Statement, Budget vs Actual Expenditure/Income
  • Membership Report
• Upload to the Website and Archive Disk
  • Committee Minutes
  • Financial Statement, Activity Groups Statement and Budget vs Actual Expenditure/Income
  • Membership Report

As and When

• Secretary
  • As CMs join or leave throughout year
    • updates the TAR for the current year
    • update Beacon
    • update CC website.
  • Applies for Temporary Event Notices (TEN) for events that include alcohol and entertainment..
    • eg Bandstand, Board School and Palmer Centre but not DH and Chepstow Club as they have their own licences.
  • Deals with Incident Report Forms

January – Financial Year Starts

• Chairman
  • Complete TAR for Trustee approval
• Treasurer
  • Complete receipt of Activity Accounts from Group Leaders
• Membership
  • New members membership extends to start of the following membership year
  • Amend Membership Form to reflect the new year (and new membership fee if appropriate).
  • Review Membership Page on website and add new Membership Form.
• Committee
  • Plan 40th Anniversary celebration for 2027.
  • Review roles and update website
  • Approve Budget for new financial year

February

• Chairman
  • File approved copy of TAR with Secretary and website.
• Treasurer
  • Report previous years Annual Accounts to Committee
• Membership
  • Start collecting subs for following year
  • Advertise ‘Membership Due’ in Magazine

March – AGM (see Section on RHS)

• Secretary
  • Receive u3a Matters invoice for last year. Check with u3a Matters organiser and pass to Treasurer for payment.
• Membership
  • Ensure Beacon records are up to date because our Beacon invoice is based on the number of Current members at 31st March.
  • Make a note of numbers in each Category so we can check the invoice. 
  • We need the number of Current members for the TAT Annual Report in April.

April – Start of our Membership Year

• Secretary
  • Submit Annual Return to TAT with number of Current members at 31st March. 
  • Log-in to the u3a Contact Details Portal and check that our contact details are correct, 
  • Arrange PAT testing of electrical equipment if deemed necessary.
  • Update the Asset register
• Membership
  • Start of membership year but subscriptions can be collected from February onwards.
  • In Groups, members who have not paid their subscriptions are highlighted in red.

May

• Chair
• Committee
  • Review Constitution (2027)
• Secretary
  • Book Tuesday Live venue to end of next year
• Treasurer
  • Review Reserves Policy (2027)
• Membership
  • Notify Group Leaders that members highlighted in red have not paid subs.
  • Ask Group Leaders to check that all those using WhatsApp Groups are still current members.
• Coffee Morning Organiser
  • Book Coffee Morning venue to end of next year
• Beacon Team/Secretary/Group Support team
  • Review Beacon security access of all System Users
• Web Manager
  • Pay Hostworld for Domains by Credit Card on 21st May. Invoice sent to webmanager@chepstowu3a.org.uk. Pay immediately invoice received!

June

• Chair
• Committee
  • Review Data Protection  & Privacy Policies (2027)
• Membership
  • End of May was last date for renewal of subs.
  • Members not paid by June Coffee Morning or Tuesday Live (whichever is the later) should be Lapsed and removed from Groups.
  • Beacon – change status of unpaid members to Lapsed
  • Delete all Resigned, and Deceased members

July

• Secretary
  • CLA (Copyright Licensing Agency) Licence due 1st August. Purchased through TAT.
• Membership
• Committee
  • Reaffirm Safeguarding and D&I policies, (2027)

August

• Membership
  • All Lapsed, Resigned and Deceased members should be deleted from Beacon.

September

• Chairs
• Review Risk Register (last update 2025)
• Secretary
  • Issue Tea Rota for following year 
• Membership/Chairman
  • Review membership recruitment policies and procedures
• Treasurer/Chairman
  • Review financial controls
• Group Support
  • Plan Group Leaders Meeting
    • Announce date to Group Leaders and send link to Group Leaders Page on website.
    • Ask Web Manager to update website with details
    • Plan Agenda
• Gift Aid Organiser
  • Submit Gift Aid claim

October

• Secretary
  • Review renewal of Zoom Licence. (paid from Credit Card at end of month)
• Web Manager
  • Website security certificate of OLD Website expires 25th October 2026. Renewed by Grontech.

November

• Chair
  • Starts to fill in TAR. Secretary will provide draft based on previous year,
• Committee
  • Decide membership fee for following year
  • Inter Group Quiz - agree who is to run this

December

• Treasurer
  • Present budget for following year for committee approval

AGM Procedures

Before the AGM

• Secretary
  • December
    • Put notice of AGM in January (and February and March) Magazine. Officially at least 14 days before AGM .
  • January
    • Request committee nominations
      • By email with proposer and seconder
      • Return ideally by end of January but officially 21 days before AGM eg by about 10th Feb
    • Update AGM 20?? Web Page. Add link to the Footer in Website.
  • February
    • Add Agenda, last year’s minutes, Chair report, Accounts and IE report into
      • AGM 20??
      • PowerPoint AGM presentation - use previous years as a start point
      • Email AGM?? link to members with email and encourage Proxy voting for members not attending AGM. Record replies.
• Treasurer
  • January/February - Submit Annual Accounts to Auditor
  • February/March – Report Annual Accounts to committee.
  • Prepare Annual Accounts for AGM presentation and give to Secretary by February for above
  • Update Accounts in PowerPoint presentation for AGM

Approximate Timeline

• 10th Feb - last date for Committee nominations
• 10th Feb - AGM20?? should now be up to date
• 10th Feb - send link to AGM 20?? to members
• Day before AGM - last date for Proxy votes to be received

The AGM - First Tuesday in March

• Committee – maximum of 12 members + 2 co-opted members
• Typical Agenda
  • Welcome
  • Minutes of previous AGM (Resolution)
  • Chair's report
  • Treasurer’s report (Resolution)
  • Membership Subscriptions if appropriate (Resolution)
  • Election of new committee (Resolution)
  • Election of Independent Examiner of Accounts (Resolution)
  • Closing remarks
  • Refreshments
  • Entertainment
• Comments
  • Counting of votes by show of hands (appoint more than one person to count the votes)
  • Or numbers in Hall less abstentions.
  • Add on Proxy votes
  • Ask for any questions on Accounts
  • New CMs to stand at front of Hall so members can see who they are voting for

After the AGM

• Chairman
  • Induction of new committee members before first committee meeting
  • May arrange informal meeting of committee to discuss strategy
• Secretary
  • Trustee declaration forms for new committee members
  • Beacon Committee access: ask Beacon Team to remove from retiring CMs, add for new CMs
  • Notify TAT of new Officers
  • Notify Wales Trustee and Chepstow Town Council of new Chairman
  • Notify SWN of new Chairman and Network Contact
  • Arrange for badges for new committee members
  • Upload new Trustee’s details to CC website and remove retiring  Trustees. Need new Trustees full name and DOB, plus some  Beacon details.
  • Upload Annual Report to CC website: TAR + Income and Expenditure + Examiners report as one PDF document.
  • Notify the Independent Examiner of Accounts that they have been elected for the current year.
  • Update TAR
• Treasurer
  • Bank Mandate: add new signatories and remove old ones
  • Upload annual accounts to website

Notes for Future Updates of Policy and Other  Documents

Constitution

• Replace University of Third Age
• Remove reference to when membership must be paid. 
• Joint Chair, Membership, Groups etc
• Review length of office?
• Review maximum number of Trustees.
• Review number of co-opted members.