information for group CONTACTS (updated 2022)

Although groups mostly operate under their own steam without any input from the Management Committee, there are some instances where guidelines are appropriate. These are as follows:

New Groups
  • When deciding how many members to aim for remember to consider the size of the venues for your meetings
  • Once your group is up and running, please advise the Groups Co-ordinator of the name of your group, when it meets, and the names and membership numbers of its members.

Group records and administration
  • Please keep a list of names, addresses, telephone numbers, email addresses and membership numbers of your members, and an attendance log. You may also wish to keep a record of individual meeting activities for your own and your successor’s reference.
  • Details of new members and notification of resignations should be advised to the Groups Co-ordinator 
  • Ask to see current membership cards at the November meeting. In the unlikely event that someone, despite reminders, fails to show their card, please advise the Membership Secretary. Group Organisers 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, this may result in the blocking of a place for someone else. Please make enquiries so that a decision can be made about their continued membership of the group and, if required, seek advice from the Groups Co-ordinator.

Full Groups
  • Please advise the Groups’ Co-ordinator if you cannot accommodate an application to join your group so that ways to overcome the problem can be explored.

Meetings.
  • If these 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.
  • Whilst groups will make their own refreshment arrangements, the customary amount per person is 50p.
  • In the interests of effective communication, please ensure that you pass on to your group relevant information from any contact with Committee.
  • If you do not have an email address, please arrange for another member of your group who has one to be the designated group contact for the Management Committee. Please advise his/her details to the Groups Co-ordinator.

Illness or accident.
  • In the event of an accident during a group meeting or outing, an Accident Report form should be obtained promptly from the Groups Co-ordinator, completed, and returned without delay.
  • Alternatively, a copy of the form may be downloaded from our website Accident Report Form

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 Groups Co-ordinator 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 the agreed contribution is made.

Equipment
  • 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.
  • Group Organisers are reminded that Tunbridge Wells u3a possesses 3 laptop computers and 2 MMPs which can be employed to show digitised slides and performances on CD etc. These units are used mainly by the digital imaging and computer groups.

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-0rdinator