Notice from the Committee
Chichester U3A Needs You.
We must have New Ideas and Fresh Faces to keep Chichester U3A alive
There has been an encouraging response to the need for new blood on the committee and we thank those of you who have already come forward with an expression of interest.
However we need to ensure that we have volunteers in place who are willing to take on the specific roles of Chair, Vice-chair, Secretary and Membership Secretary before we hold the AGM on Thursday 16th May, only 2 months away.
To date no one has expressed an interest in taking on the role of Secretary. Without a Secretary Chichester U3A will not be able to function after the end of our membership year, August 31st 2019.
In other words, CHICHESTER U3A WILL HAVE TO CLOSE
Much of the commitment to this role can be mitigated by introducing a ‘Job Share’ arrangement such as has been working well for the Membership Secretary post over the past 3 years in order to reduce the workload.
Jane, our current Secretary, will be at the Monthly Meeting on March 21st between 13.30 and 14.30 where you could quiz her to find out more about the role. Otherwise, please get in touch with us to arrange a chat to learn more about what is involved
Job Vacancy – Membership Team
If you’d like to make new friends and if you enjoy meeting people why not offer to be part of the Membership Team?
Wendy and I have worked together as a job share for the past three years and have become very good friends but it’s time we handed over to new blood.
Apart from August and September, which is Renewal Time when it’s hectic, the job is not onerous, just an hour or two a week plus a couple of hours at the Coffee Mornings and Monthly Meetings.
Tempted? Give either of us a ring on 07460 109600 or email us for a chat. We’d love to hear from you
Jill Cook, Membership Secretary
Job Vacancy – Secretary
A month in the life of the Committee Secretary
Our current committee secretary is standing-down at the May AGM. The committee secretary is one of the ‘officer’ roles required by the U3A constitution. It best suits an organised individual who is happy to deal with correspondence and can spare about 10 hours per month in order to ensure the smooth running of the committee. The following gives you a flavour of what is involved.
The first Thursday in the month is committee day. I get there early in order to ensure that the room is set-out and to set up my laptop. I play a dual role at committee meetings – that of minute-taker and of participating officer, which can get tricky at times. Some U3As split the role into ‘minutes secretary’ and ‘officer’, and this could work well here.
The meetings usually take about an hour and a half. I take the minutes directly onto my laptop (although some secretaries still prefer to take their notes by hand) and then polish them up as soon as I can, as memories quickly fade. I then send them over to the Chair to approve, and send them to the committee members after that.
For the next week or so I monitor my e-mails for exchanges of views between fellow committee members, act as the point of contact for the National Office and local regional groups, and deal with correspondence sent to the ‘secretary@’ e-mail address. Most of this simply requires me to forward queries to the relevant person. This is my quiet time. Then I start to gear-up for the next committee meeting, going through the previous month’s minutes for actions which require updates, and logging new agenda items as colleagues on the committee think of them. About 10 days before the committee meeting I finalise the agenda and send it to the Chair for any final additions before sending it out to my colleagues in good time for them to complete their actions.
This routine is punctuated on occasions by one-off jobs – such as ensuring that new trustees understand their responsibilities, working with the Chair on the U3A’s ‘Annual Return’ to the Charities’ Commission, preparing for the AGM, booking rooms, or undertaking research for a project – but overall I spend about ten hours per month on U3A matters. In return I get the satisfaction of playing a role in the smooth running of our U3A and working cooperatively with a great bunch of like-minded colleagues. Having served for a year I am stepping down at the AGM for personal reasons and hope that the person who takes over from me will enjoy the experience as much as I have done.
If you are interested, ring 07460 109600 or email us.
Jane Church, Secretary
Changes to the Chichester U3A Constitution
As you may know, last year’s Annual General Meeting (“AGM”) was adjourned due to an initial lack of a quorum, and the adjournment was oversubscribed due to a lack of space in the meeting room. In view of this, your Committee will be proposing revisions to the existing Constitution at the next AGM in May this year, and would appreciate feedback or questions regarding their proposals prior to putting the final version to members at that time. The following major changes are proposed:
• The introduction of proxy voting – this enables those unable to physically attend a general meeting, for reason of holidays, ill health etc., to appoint in writing another person to vote on their behalf at a specific general meeting, including the AGM.
• The reduction of the quorum – (i.e. the minimum number of members attending a general meeting to allow business to be enacted) from 10% of the total membership, to 5%.
• In the event of an adjourned general meeting, the quorum will be the members attending the adjourned meeting Other changes to the Constitution are generally minor and serve mainly to correct spelling mistakes and grammar. Anybody who would like to review the new proposed Constitution can find both the current and proposed Constitutions on the Chichester U3A website. These documents will be available in hard copy form at coffee mornings and monthly meetings.
If you have any more specific or detailed questions or comments, contact any Committee Member via email or by calling 07460 109600.
March Monthly Meeting
The March monthly meeting will be on Thursday, March 21st 2019, in the Assembly Rooms, North Street, Chichester.
The meeting will start at 14:30.
Speaker: David Boag
A wildlife photographer with a story to tell – the kingfisher – the comical puffin – Nature’s marvels
Refreshments will be seved from 13:30 to 14:15.
Please remember to bring your membership cards!
The March quiz is on Tuesday, March 26th
Closing date for booking: Thursday, March 21st
Venue : The White Swan , Bosham
Time : 6.45 for a prompt 7.00 start
New members are welcome.
Sausages and mash with seasonal vegetables.
Poached Fillet of sea bass with white wine, capers, lemon, tomatoes, wilted spinach and sautéed new potatoes.
Spinach and ricotta cannelloni with a side salad.
Send the cheque (payable to Chichester U3A), with meal choice and membership number on the back, to:
Social Events Organiser
PO Box 809 Mailboxes Etc.
26 The Hornet
Chichester PO19 7BB
If you wish to unsubscribe from the Bulletin emails, please email email@example.com
with subject “Unsubscribe from Bulletin”. This will not affect other email communications with the U3A. Please do NOT put the bulletin emails into spam!
Please send me a message via the usual channels
if you wish to have some item of U3A news put in the Bulletin. Likewise, if you have some constructive suggestions as to how to improve the Bulletin. Best wishes, David Rees 😎
The Constitution of the Chichester U3A is available to view here
If you wish to write to the Chichester U3A, then the correspondence address is: U3A Chichester, Box 809, Mailboxes Etc., 26 The Hornet, CHICHESTER, PO19 7BB
If there is an urgent matter that needs to be discussed then call 07460 109600, or email firstname.lastname@example.org