Membership records.

• Keep a secure list of member names, email and/or phone contact details - to be used only for communication of group activities.
• Keep a register of attendance and verify u3a membership as part of an audit undertaken each year.
• A list of members registered by the group should be supplied at least once a year to the website team and more frequently if there are significant changes.  Details of how to do this on this link.
• Membership of u3a is normally by paying an annual fee to Ilkley & District u3a but we always welcome members from other local u3a groups.  Select this link for details of the WestNet and Associate Membership schemes.
• Group leaders can check the records of members in the group that are held centrally by selecting this link.  This is particularly useful if wanting to check contact information.
• If a group is full, email waitinglists@ilkleyu3a.org to update the central records and to seek advice about establishing an additional group.  Details of waiting lists are held centrally.  The process is outlined in greater detail on this link.
• Be aware of the need to protect personal data including using BCC when communicating by group email.  See this link.
• There are various policies and procedures outlined on this page.  No-one expects these to be learnt off by heart but it is important to be aware of their existence.  Two to highlight:
• • Risk Assessment (part of our Health and Safety policy).  Details here
  • Emergency Contacts and Accident Reporting.  Details here.

Equipment use and booking arrangements.

• A list of useful equipment held by u3a and how to borrow for group activities can be found on this link.
• During the pandemic, many groups used video conferencing and hybrid meetings.  These are still an option if a speaker can only attend remotely, or you wish to include a housebound member in activities.  This link provides guidance.

Promoting the group to other members and the wider public.

• Key to this is maintaining the latest information on our website.  Details on this link.  If the group needs additional members or has a trip that needs more members to participate, details can be promoted in News Flash (newsflash@ilkleyu3a.org).

Organising outside visits.

• A check list of things to consider can be found on this link.  This includes possible use of the u3a audio tour guide system (details here), risk assessment (details here), collecting emergency contact details and accident reporting (details here).

Email newgroups@ilkleyu3a.org for support and to share ideas.

Here is a checklist of issues to address:

• A short term course might be more appropriate.  Guidance on this link.
• A list of venues can be found here.
• Everyone benefits from sharing responsibilities when managing a group, especially if it is likely to grow its membership.  So, think ahead about establishing a small committee to share tasks such as membership, speaker finder, treasurer etc.  This not only supports the leader of any group, it also fits with the ethos and principles of our organisation.  See this link.