Next General Assembly - Thursday 3rd October 2019 - Centre Polivalent, Murla - More Information

Committee Roles

These are the Roles and Responsibilities of members of the Committee.

Click on the Job Title to read.

Text in italics is extracted from the Constitution

 

Role and Responsibilities:

  • The offices of President, Secretary and Treasurer must be held by different persons.
  • President of the Association shall also be the President of the representative body.

The President shall have the following responsibilities:

  1. The management and legal representation of the Association, by delegation of the General Meeting and of the representative body.
  2. Chairing and leading the discussions of the governing and representative bodies. The General Meetings shall be conducted by the President and the Secretary.
  3. Signing the notices convening the General Meeting and the meetings of the representative body.
  4. Countersigning the minutes and resolutions drawn up by the Secretary of the Association.
  5. All such other duties as pertain to the office as well as those delegated to the President by the General Meeting.

  • The President, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • The President shall have a casting vote in the decisions of the representative body in the event of a deadlock.
  • The President shall record their signature for the current accounts or savings books opened at credit institutions.
  • The President shall receive formal written complaints from members or other parties who will acknowledge receipt of same. In the first instance, the Secretary will act as Grievance Officer and delegate responsibility, as appropriate through consultation with the President. Further actions are as provided in the Code of Conduct and Grievance Policy and Procedure.
  • In the event of the dissolution of the Association, the President, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • Provide leadership and planning for the U3A.
  • Represent the U3A to other U3A bodies and other organisations.
  • Support the Secretary in the preparation of Agendas for Committee and General Meetings (including the AGM)
  • Induct new Committee members and support existing committee members so they understand fully their roles and responsibilities and monitor their adherence.
  • Monitor the implementation of Committee decisions.
  • Organise with the Groups Co-ordinator, two meetings each year among Group Leaders, President, Treasurer and other Committee members.
  • Organise with the Group Coordinator a coffee meeting once a year with new members to meet the Committee to discuss their experiences, suggestions, and potential to be a Group Leader and to join the Committee.
  • Take appropriate action to provide optimum assurance that there will be nominations for Committee positions in the U3A and that there are plans for succession.
  • The President, together with the Treasurer, will complete an annual review to assess the extent of the cover and costs for all insurance policies for Association assets, public and other liabilities.

 

Role and Responsibilities:

  • The President shall be replaced in the event of absence or illness by the Vice-President.
  • The Vice-President, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the Vice-President, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.
  • The Vice-President shall record their signature for the current accounts or savings books opened at credit institutions

  • Assist the President to induct new Committee members so they understand fully their roles and responsibilities and monitor their adherence.
  • Assist the President to monitor the implementation of Committee decisions.
  • Assist the President to take appropriate action to provide optimum assurance that there will be nominations for Committee positions in the U3A and that there are plans for succession.
  • Provide the first avenue of advice and consultation within the Committee.
  • Coordinate the activities of the “Meet & Greet Team” at General Meetings to ensure visitors and new members are met and looked after.
  • Prepare signing-in sheets for General Meetings and provide statistics to the Committee

 Speaker Programme

  • Prepare a programme of speakers for general meetings for a rolling twelve-month period.
  • Make initial contact with speakers by telephone or email. Subsequently, send a confirmation email or letter with the date, venue, title of talk, time, equipment required, fee agreed, parking and contact details including mobile number.
  • Contact speaker two weeks prior to the meeting to confirm audio-visual and other equipment requirements.
  • Obtain a cheque (if required) prior to the meeting from the Treasurer in to pay the speaker.
  • Confirm that the President/ Vice President is available to give a vote of thanks at the end of the presentation and present a gift (if applicable).
  • Where possible, introduce the speaker to the Presidentbefore the start of the General Meeting.
  • Within a few days of the meeting send a letter of appreciation (or email or telephone).

 

Functions and Responsibilities:

  • The offices of President, Secretary and Treasurer must be held by different persons.
  • The Secretary shall be in charge of the documentation of the Association, shall draw up and sign the minutes of the governing and representative bodies, shall prepare and certify any certificates required to be issued.
  • The Secretary shall maintain and keep up to date the Register of Members for the governing and representative bodies.
  • The Secretary shall record their signature for the current accounts or savings books opened at credit institutions.
  • The Secretary shall give Notice of General Meetings, both ordinary and extraordinary, at least twenty-one days in advance. The notice shall specify the date, time and place of the meeting, as well as the agenda.
  • The General Meetings shall be conducted by the President and the Secretary. The Secretary shall draw up the Minutes of each meeting, which shall contain an extract of the proceedings, the text of the resolutions adopted and the numerical outcome of the voting. At the beginning of each meeting the Minutes of the previous meeting shall be read out for approval or otherwise.
  • The resolutions of the representative body shall be written up in the Minutes’ Book by the Secretary. At the commencement of each meeting the minutes of the previous meeting shall be read out for approval or correction.
  • The Secretary, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • The Secretary shall receive formal written complaints from members or other parties who will acknowledge receipt of same. In the first instance, the Secretary will act as Grievance Officer and delegate responsibility, as appropriate through consultation with the President. Further actions are as provided in the Code of Conduct and Grievance Policy and Procedure.
  • In the event of the dissolution of the Association, the Secretary, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  1. Together with the President, the Secretary will prepare the agenda for Committee Meetings and General Meetings (including AGM) and circulate.
  2. The Secretary shall assist the President to ensure that the Committee conducts its business lawfully, and that the Association’s Constitution, Code of Conduct, and other prescribed requirements are adhered to at Committee Meetings and General Meetings including the AGM.
  3. The Secretary shall ensure that meeting papers are properly prepared and administer the Committee’s paperwork.
  4. The Secretary shall keep and maintain the Association’s legal documents.
  5. The Secretary shall ensure Data Protection legislation is maintained and followed.
  6. In consultation with the President, book accommodation for General Meetings and Committee meetings (year ahead).
  7. Receive correspondence, action or refer to the next Committee meeting.
  8. The Secretary will hold all insurance policies for the Association assets, public and other liabilities and monitor insurance renewals.
  9. Check regularly the U3A Postal Box.

 

Functions and Responsibilities:

  • The offices of President, Secretary and Treasurer must be held by different persons.
  • The Treasurer, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • The Treasurer shall be responsible for the custody and control of the funds of the Association, as well as for drawing up the budget, the balance sheet and the statement of accounts for submittal to the representative body, as provided in Art. 17 of the Constitution.
  • The Treasurer shall keep a Cash Ledger and shall sign the receipts, subscriptions and other cash documents.
  • The Treasurer shall pay the invoices approved by the representative body, which must be previously countersigned by the President.
  • The Treasurer to provide the representative body with a signed mutually agreed handover/takeover balance between the parties concerned, in the event of a midterm change of Treasurer.
  • The Treasurer is to ensure funds shall be drawn upon in the manner determined in Constitution Art. 25 - Withdrawal of Funds
  • The Treasurer shall record their signature for the current accounts or savings books opened at credit institutions.
  • In the event of the dissolution of the Association, the Treasurer, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • The Treasurer, together with the President, will complete an annual review to assess the extent of the cover and costs for all insurance policies for Association assets, public and other liabilities.
  • Liaise with the Auditor to facilitate checking of annual accounts.
  • Retain accounts records for statutory period.
  • Retain copies of all minutes for inspection by the Auditor.
  • Report to Committee regarding financial affairs.
  • Maintain financial oversight of “Travel, Culture and Entertainment” (TCET) and Cinema Group.
  • Present a yearly audited set of accounts to the members for their approval at the AGM or at the next General Meeting.
  • Advise the Committee when an audit is required.

 

Functions and Responsibilities:

  • The Groups Co-ordinator, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the Groups Co-ordinator, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.
  • The Groups Co-ordinator shall maintain an overview of all groups activities and provide administrative and general support to Group Leaders together with guidance, counsel and advice when requested.
  • Organise with the President, two meetings each year among Group Leaders, President, Treasurer and other Committee members.
  • At a Group Leaders Meeting, canvass the leaders as to whether they wish to hold an Open-Day during the following year to showcase their group activities.
  • Liaise with Membership Secretary to provide potential new members with questionnaire regarding interest groups (what their interests are and/or leading a group). Coordinate questionnaire responses.
  • Encourage the formation of new groups. Follow-up on requests for new groups; advertise for a Group Leader when a particular expertise is needed.
  • Receive, review and progress requests for new groups.
  • Induct prospective new Group Leaders and assist in establishing new groups. Ensure all new Group Leaders confirm acceptance of the “Guidance For Group Leaders” and that subsequent revisions are acknowledged by the Group Leaders.
  • Receive and review the applications for Group Funding and present recommendations to the Committee.
  • Maintain an up to date groups listing and liaise with Web Master to maintain the Groups Webpage.
  • Annually, receive from each group a copy of the group’s Assets Register and forward to the Treasurer.
  • Annually, receive from each group a copy of the group’s listing of members which includes membership numbers.
  • Liaise with Group Leaders to encourage the sharing of group activities with members via monthly magazine and website.
  • Provide information on groups at General Meetings and provide joining forms for new interest groups.
  • Report to the Committee on the progress and development of the groups.

Assistant Groups Co-ordinator

  • A working knowledge of Spanish would be an advantage in assisting Group Leaders to find and book group venues.
  • Six months after a new member joined the U3A, send a personalised follow-up welcome email from the President on behalf of the Committee containing a voluntary questionnaire on clubs joined, improvements to joining information, requests for ideas and suggestions.
  • Organise with the President a coffee meeting once a year with new members to meet the Committee to discuss their experiences, suggestions, and potential to be a Group Leader and to join the Committee.

 

Functions and Responsibilities:

  • The Membership Secretary, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the Membership Secretary, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • Promote new membership and induct new members by (1) responding to enquires relating to U3A membership; (2) collecting and filing new membership forms and forwarding related fees to the Treasurer; (3) provide each new member with a “Welcome To The University Of Third Age!” sheet and (4) within a week of joining, send a personalised welcome email from the President on behalf of the Committee.
  • In liaison with the Groups Co-ordinator, collate membership forms to track the potential for new Interest Groups.
  • Keep records of present members and amend routinely for new members; members that leave the Association; and members that do not renew their annual membership. Maintain accurate membership lists containing up to date contact details.
  • Alert all members of dates for membership renewal and satellite meetings.
  • Organise the printing and renewal of membership cards and receipt books.
  • Collect membership renewal fees and forward to the Treasurer.
  • Allocate a membership number to a new member and issue a membership card.
  • Annually, issue new membership cards to paid-up-members.
  • Monitor membership information in line with the Data Protection Act.
  • Report to the Committee on statistics for membership.

 

Functions and Responsibilities:

  • The TCET Representative is a signatory for withdrawal of funds from the “Travel Group Account”.
  • The TCET Representative, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the TCET Representative, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • Lead a team to explore avenues of extending U3A travel, culture and entertainment.
  • Hold regular planning meetings.
  • Distribute a monthly TCET bulletin.
  • Provide updates for U3A website.
  • Review booking procedure on a regular basis
  • Maintain all financial records and supporting documentation for six-monthly audit.
  • Report at Committee meetings.
  • Ensure each team member is familiar with the current checklist of items to be attended to in the Event File.

 

Functions and Responsibilities:

  • The Publicity Officer, if a member of the representative body, is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the Publicity Officer, if a member of the governing and representative bodies, shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • Liaise with the media on a regular basis.
  • Log all published items.
  • Maintain contact with Newsletter Editor and Web Master.
  • Encourage members to submit interesting and newsworthy articles.
  • Report at Committee meetings.
  • Gather information from members who are celebrating special events etc.

 

Functions and Responsibilities:

  • The Web Master, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the Web Master, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • Maintain U3A website.
  • Receive Committee and members’ messages and update website appropriately.
  • Liaise with Committee members on future changes to the website.
  • Maintain contact with Newsletter Editor and Publicity Officer.
  • Monitor web content and membership information in line with the Data Protection Act.
  • Enable Group Leaders to edit and update their own pages.
  • Keep up to date email distribution lists and send out electronic newsletters and other communication.
  • Respond or forward appropriately messages received via the website or e-mail.
  • Report at Committee meetings.

 

Functions and Responsibilities:

  • The Newsletter Editor, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the Newsletter Editor, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • Receive all items for the Newsletter.
  • Edit items as necessary.
  • Maintain contact with Web Master and Publicity Officer.
  • Liaise with members on the date of publication.
  • Work with Newsletter team to produce monthly Newsletter.
  • Report at Committee meetings.

 

Functions and Responsibilities:

  • The Almoner, as a member of the representative body is required to attend all the meetings convened but may excuse their attendance on justified grounds.
  • In the event of the dissolution of the Association, the Almoner, as a member of the governing and representative bodies shall be liable to the Association, the members and third parties for any damage caused and any indebtedness incurred as a result of malicious, culpable or negligent actions.

  • Obtain names of sick or hospitalised members and send relevant cards.
  • Obtain details of bereavement and send card to close relative/family member.
  • Report at Committee meetings.
  • Liaise with local associations regarding new information relating to the welfare of our members.

 

 

Events

16Sep
intro.jpgMon 16 Sep
Location: Claudia's bar
This is a lively discussion group, meeting every other Monday in Jalon and tackling many different subjects, both topical and general. More...
16Sep
intro.jpgMon 16 Sep
Location: Padel Centre
Weekly Padel games.  Cost is €4 for 1.5 hours.  Bats and balls provided initially for new players.  Contact Group Leader for ...
17Sep
intro.jpgTue 17 Sep
Location: Multi Use Building
Ballroom Dancing is not only fun but insanely good for you.  No matter what your level of fitness, ballroom dancing is a great way to e...
17Sep
intro.jpgTue 17 Sep
Location: Claudia's bar

Spanish for Beginners.

€5 per person per class

More Information

17Sep
intro.jpgTue 17 Sep
Location: Aleluya Bar
Weekly games of Canasta.  You don’t need to come with a partner, and the rules are not too difficult to learn. We usually meet at Alel...
16Sep
intro.jpgMon 16 Sep
Location: Claudia's bar
This is a lively discussion group, meeting every other Monday in Jalon and tackling many different subjects, both topical and general. More...
16Sep
intro.jpgMon 16 Sep
Location: Padel Centre
Weekly Padel games.  Cost is €4 for 1.5 hours.  Bats and balls provided initially for new players.  Contact Group Leader for ...
17Sep
intro.jpgTue 17 Sep
Location: Multi Use Building
Ballroom Dancing is not only fun but insanely good for you.  No matter what your level of fitness, ballroom dancing is a great way to e...
17Sep
intro.jpgTue 17 Sep
Location: Claudia's bar

Spanish for Beginners.

€5 per person per class

More Information

17Sep
intro.jpgTue 17 Sep
Location: Aleluya Bar
Weekly games of Canasta.  You don’t need to come with a partner, and the rules are not too difficult to learn. We usually meet at Alel...
17Sep
intro.jpgTue 17 Sep
Location: Claudia's bar

Pre Intermediate Spanish.

€5 per person per class

More Information

17Sep
intro.jpgTue 17 Sep
Location: Claudia's bar

Intermediate Spanish.

€5 per person per class

More Information

17Sep
intro.jpgTue 17 Sep
Location: Animo
Regular rehearsal for the Vall de Pop Singers. At our practices we sing a variety of songs including the Beatles, Andrew Lloyd Webber, Abba...
18Sep
intro.jpgWed 18 Sep
Location: Tourist Information
From time to time this group becomes full. Please contact Alan Cuthbert who will advise whether you need to join the waiting list. If so, yo...
18Sep
intro.jpgWed 18 Sep
Location:
Group creating decorative mosaics using glass and ceramics. The group buys materials to share, and we have all the necessary equipment to co...
03Oct
Thu 3 Oct
Location: Polivalent
Doors open at 10am for membership and Travel, Cultural and Entertainment events.Formal General Assembly starts at 11amRefreshments are avail...
07Nov
Thu 7 Nov
Location: Polivalent
Doors open at 10am for membership and Travel, Cultural and Entertainment events.Formal General Assembly starts at 11amRefreshments are avail...
05Dec
Thu 5 Dec
Location: Polivalent
Doors open at 10am for membership and Travel, Cultural and Entertainment events.Formal General Assembly starts at 11amRefreshments are avail...
22Sep
park-guell.jpgSun 22 Sep
Location: Rastro Car Park
SEPTEMBER 22ND Transfer by bus from Jalon to Valencia train station to take the train to Barcelona.Arriving at Barcelona train station tran...
30Sep
ford-kuga.jpgMon 30 Sep
Location:
Do you know what this car is? You will if you join us for a trip to see the production at the Ford Factory, Valencia. Cost: 9€ The trip ...
01Oct
Sofa_calendar.jpgTue 1 Oct
Location: Animo
Come and enjoy a fun afternoon, with good music, Cava and cake, at the Animo in Alcalalì on Tuesday 1st October 2019. The Vall del Pop Sing...
19Oct
entertainers.jpgSat 19 Oct
Location: Pepe's Restaurant
History of Pop Music from The Entertainers. €16 Includes two course meal, wine & water. Come along and join us for a sing-along.Song ...
23Dec
peniscola.jpgMon 23 Dec
Location:
Christmas 2019 23 - 27th December5 days / 4 nights All inclusive420€ per person sharing93€ single supplement Package details: return c...
14Oct
first-man.jpgMon 14 Oct
Location: La Musical, Parcent Town Hall
2€ on the door.  Doors open at 06:45pm. Film starts at 07:15pm 'Mary Poppins Returns' stars Emily Blunt as the practically-perfect nan...
21Oct
first-man.jpgMon 21 Oct
Location: La Musical, Parcent Town Hall
2€ on the door.  Doors open at 06:45pm. Film starts at 07:15pm In the early 18th century, England is at war with France, but duck raci...
28Oct
first-man.jpgMon 28 Oct
Location: La Musical, Parcent Town Hall
2€ on the door.  Doors open at 06:45pm. Film starts at 07:15pm Stan Laurel and Oliver Hardy have legend status as Hollywood's greatest...

*** Please be aware that you take part in any of our activities AT YOUR OWN RISK ***