Guidelines for group contacts And Setting up new groups
Updated April 2022
FOR THE MEMBERS, BY THE MEMBERS
Setting up new groups or taking over an existing group
Most of our TW groups have been initiated by our members.
Are you thinking you might like to start a group, or maybe take over the running of an existing group?
The Groups Co-ordinator is your first port of call if you have an idea for a new group. Contact them to find out what help and support is available. They can arrange to publicize the idea in the newsletter, general meetings, on fb and then organise and attend an informal start-up meeting with all interested parties to set out the basic aims of the group.
Members also need to feel assured that TWu3a treats their privacy and confidentiality rights seriously.
At the start-up meeting the members will need to agree on a name for the group, the venue and structure of the group meetings, the minimum/maximum membership and any costs to be shared.
Will the group contact always lead or will the group learn to manage itself, as many do, with members taking it in turn to organise or find topics?
Lists of possible TW meeting venues is available on The Beacon database.
Lists of groups, members' names and contact details are kept on our TWu3a Beacon database. Advice about using Beacon, the TWu3a Zoom licence or taking over an existing group is freely offered and given.
Group records and administration
It is important that the group contact or the person leading the meeting completes and keeps copies of risk assessments. Copies of risk assessments are available to download from the TWu3a website (see The Small Print page of this website)
Group contacts should be aware that the insurance cover provided by the Third Age Trust only applies to paid up members. Depending on circumstances the insurance company may decline to accept liability for all members of a group in the event of a claim where one or more participants have not paid their subscription.
If a member frequently misses meetings, it may result in the blocking of a place for someone else. It might be helpful to make inquiries so that they can make a decision about their continued membership of the group.
When your group now becomes full it is important you tell the Groups' Co-ordinator.
Please advise them if you cannot accommodate an application to join your group so that the possibility of starting another group can be explored.
Waiting lists must be kept on the Beacon database.
Group Meetings
Since 2020 it became necessary for some TWu3a groups that were meeting in person to change. Groups changed their format or meeting places, others began to use Zoom/Skype, fb or other 'remote meeting' formats.
If group meetings are held in private homes, ask your members to advise the host if they are not be able to attend a meeting so that seating and refreshment arrangements can be adjusted.
In the interests of effective communication, please ensure that you pass on to your group relevant information from any contact with the TW Committee.
Illness or incident
In the event of an incident during a group meeting or outing, an Incident Report form should be completed, and returned without delay to the committee's secretary. A copy can be downloaded from this website Incident Report Form There is also a downloadable Complaints procedure document (see the The Small Print page)or contact the Groups’ Co-ordinator for advice.
Hall Hire
To gain the protection of the insurance cover provided to TWu3a by The Third Age Trust, all hall or coach hire must be made in the name of TWu3a. Please contact the committee's secretary if a booking is planned.
Use of private cars
Your car insurance will cover you if you or your group members give lifts, provided that no profit is made.
Where lifts are given you may wish to discuss whether passengers should contribute towards fuel costs. It has been found helpful if the persons in need of lifts take responsibility for making the arrangements and for ensuring that any agreed contribution is made.
Equipment
Group contacts are reminded that TWu3a possesses laptop computers and MMPs which can be employed to show digitised slides and performances on CD etc. The AV team is now able to provide hybrid meetings for the monthly talks and can offer advice.
Although groups are usually financially self-sufficient, if a wish to buy equipment from TWu3a funds should arise, application will need to be made to the Management Committee after reference to the Groups’ Co-ordinator. Such equipment would, if purchase is approved, become the property of TWu3a.
And finally…
Two way communication is very valuable, so if you have any ideas, suggestions or concerns, please do not hesitate to contact the Groups’ Co-ordinator
April 2022
FOR THE MEMBERS, BY THE MEMBERS
Setting up new groups or taking over an existing group
Most of our TW groups have been initiated by our members.
Are you thinking you might like to start a group, or maybe take over the running of an existing group?
The Groups Co-ordinator is your first port of call if you have an idea for a new group. Contact them to find out what help and support is available. They can arrange to publicize the idea in the newsletter, general meetings, on fb and then organise and attend an informal start-up meeting with all interested parties to set out the basic aims of the group.
Members also need to feel assured that TWu3a treats their privacy and confidentiality rights seriously.
At the start-up meeting the members will need to agree on a name for the group, the venue and structure of the group meetings, the minimum/maximum membership and any costs to be shared.
Will the group contact always lead or will the group learn to manage itself, as many do, with members taking it in turn to organise or find topics?
Lists of possible TW meeting venues is available on The Beacon database.
Lists of groups, members' names and contact details are kept on our TWu3a Beacon database. Advice about using Beacon, the TWu3a Zoom licence or taking over an existing group is freely offered and given.
Group records and administration
It is important that the group contact or the person leading the meeting completes and keeps copies of risk assessments. Copies of risk assessments are available to download from the TWu3a website (see The Small Print page of this website)
Group contacts should be aware that the insurance cover provided by the Third Age Trust only applies to paid up members. Depending on circumstances the insurance company may decline to accept liability for all members of a group in the event of a claim where one or more participants have not paid their subscription.
If a member frequently misses meetings, it may result in the blocking of a place for someone else. It might be helpful to make inquiries so that they can make a decision about their continued membership of the group.
When your group now becomes full it is important you tell the Groups' Co-ordinator.
Please advise them if you cannot accommodate an application to join your group so that the possibility of starting another group can be explored.
Waiting lists must be kept on the Beacon database.
Group Meetings
Since 2020 it became necessary for some TWu3a groups that were meeting in person to change. Groups changed their format or meeting places, others began to use Zoom/Skype, fb or other 'remote meeting' formats.
If group meetings are held in private homes, ask your members to advise the host if they are not be able to attend a meeting so that seating and refreshment arrangements can be adjusted.
In the interests of effective communication, please ensure that you pass on to your group relevant information from any contact with the TW Committee.
Illness or incident
In the event of an incident during a group meeting or outing, an Incident Report form should be completed, and returned without delay to the committee's secretary. A copy can be downloaded from this website Incident Report Form There is also a downloadable Complaints procedure document (see the The Small Print page)or contact the Groups’ Co-ordinator for advice.
Hall Hire
To gain the protection of the insurance cover provided to TWu3a by The Third Age Trust, all hall or coach hire must be made in the name of TWu3a. Please contact the committee's secretary if a booking is planned.
Use of private cars
Your car insurance will cover you if you or your group members give lifts, provided that no profit is made.
Where lifts are given you may wish to discuss whether passengers should contribute towards fuel costs. It has been found helpful if the persons in need of lifts take responsibility for making the arrangements and for ensuring that any agreed contribution is made.
Equipment
Group contacts are reminded that TWu3a possesses laptop computers and MMPs which can be employed to show digitised slides and performances on CD etc. The AV team is now able to provide hybrid meetings for the monthly talks and can offer advice.
Although groups are usually financially self-sufficient, if a wish to buy equipment from TWu3a funds should arise, application will need to be made to the Management Committee after reference to the Groups’ Co-ordinator. Such equipment would, if purchase is approved, become the property of TWu3a.
And finally…
Two way communication is very valuable, so if you have any ideas, suggestions or concerns, please do not hesitate to contact the Groups’ Co-ordinator
April 2022
