Executive Committee summaries

Summarised actions arising from the Executive Committee meeting held on 18th March 2022

Executive Processes

All of the proposed papers for the upcoming Annual General Meeting (AGM) were approved at the meeting to be distributed by email, and post to non-internet users, the following day.

The revised Health and Safety Policy, including revised incident reporting form, were approved and are now being implemented.

The financial monitoring report highlighted that there is a total bank balance available of £41,040. However, this sum is unusually high because membership fees are paid at the beginning of the year and increasing expenditure is incurred as the year progresses.

Funds held by Natwest Bank are being transferred to Metro Bank (the current account) or Shawbrook Bank (the reserve account).

Interest Groups / Members

The window for paying 2022 subscriptions has now closed. There are currently 747 members, including 47 that have joined since January.

Informal coffee mornings for new members are being organised and new members will be informed of the dates shortly. Members joining since September 2021 are being invited.

Only approximately 50% of members have provided emergency contact details so far, following a request to all members. Those still outstanding are being sent follow-up requests.

Conveners’ meetings have been set for 5th and 6th May and planning of the agenda is being undertaken.

Events

Monthly talks have been booked at Union Church for the next 3 months and details have been placed on the website. Efforts are being directed towards trying to provide greater seated capacity at the talks, now that social restrictions are completely lifted.

An Open Day is being arranged for 16th June at Union Church. Publicity leaflets will be delivered to a wider area this year and efforts made to attract a more diverse membership.


Summarised actions arising from the Executive Committee meeting held on 21st January 2022

Executive Processes

The Annual General Meeting has been scheduled for 14 April 2022 online and draft reports were agreed, to be finally approved at the March Executive Committee meeting. 8 nominations for trustee positions have been received, including 5 from existing trustees whose 3-year tenure will end at the AGM and who are seeking reappointment for a further year.

The budget for 2022 was agreed, at a total predicted expenditure of £24,940. In an effort to reduce unnecessary expenditure, licensed Zoom access is being piloted, whereby licences are held for multiple users rather than individual conveners being reimbursed monthly for access.

Total assets less liabilities at year end 2021 were £25,960, although not all invoices have been received yet. The accounts for 2021 will be formally examined before being submitted to the AGM.

The Health and Safety policy has been revised and the Advice for Group Conveners is also being revised and will be included in the newly emerging Conveners’ Handbook.

Interest Groups / Members

Although the majority of members have renewed their subscription for 2022, there are 155 non-renewals outstanding. These members are being reminded again by the membership team.

A new Alexander Technique interest group is due to commence in March, and will be delivered in 4-week blocks at Yoga Junction. A new Architecture and Built Environment group is under discussion. A convener is being sought for a further Art Appreciation group, in order to meet demand.

All new members are now being issued with a New Members’ Handbook and are also being offered the opportunity to complete a simple questionnaire.

CEDu3a is contacting the conveners of all outdoor groups and sports groups to establish if they have access to first aid kits during group activities. If not, CEDu3a will fund the provision of same.

Events

It is hoped that face-to-face talks can resume again in March at the Union Church, following the relaxation of social restrictions. In the meantime, a further online talk is scheduled for 17th February.

The next Open Day is now scheduled for 16th June 2022, at provisionally will be held at Union Church (to be confirmed). The next new members coffee morning is likely to be held after the Open Day planned for June.

If you have any questions about this summary please email secretary@cedu3a.org.uk.


Summarised actions arising from the Executive Committee meeting held on 10 December 2021

Executive Processes

The new Treasurer, Peter Stachniewski, has now taken over the role completely and all invoices should be sent to him for reimbursement in future.

As at end November CEDu3a assets totalled £27,980 and liabilities £714. A full year report on 2021 will be available in January, together with a final budget for 2022.

A new Groups Team structure has been put into place, enabling one named lead to focus on groups meeting in people’s homes and another on outdoor and sports groups.

It was agreed that conveners should be reminded of the need to meet government, venue and safety checklist requirements during this latest covid situation. Members will be reminded of their responsibility to manage their personal risk via the monthly bulletin.

Interest Groups / Members

A recent analysis has shown that there are approximately 90 different interest groups at present, of which 23 are still meeting via Zoom. The Groups Team will now be focussing on groups with waiting lists. A revised conveners handbook is also being drafted at present.

Agreement was made to the purchase of a portable wifi router for use by convenors and possibly to stream in-person talks online. The acquisition of a camcorder is also being pursued in order to be able to record talks for streaming.

Consideration is being given to increasing the information held from members, including emergency contact numbers, and how to acquire this.

Consideration is being given to consolidating Zoom licences centrally, rather than reimbursing individual conveners’ costs.

Events

An Open Day is now being planned for June 2022, later than originally envisaged, given the present covid situation and likely longer term social restrictions.

The AGM has been scheduled for 14th April 2022 online and draft reports are being produced for approval in January. Nominations will be sought for three Trustee positions, for ratification at the AGM.


Summarised actions arising from the Executive Committee meeting held on 29th October 2021

Executive Processes

The incoming treasurer, Peter Stachniewski, was welcomed to the Executive Committee (EC) and the outgoing Treasurer, Andrew Sich, was warmly thanked for all the time and work he has contributed to CEDu3a in the past. Andrew has agreed to take on the position of second Vice Chair.

A draft budget for 2022 was considered and agreed, with a £25 full annual membership fee for 2022 proposed, along with the current concession rate being maintained and late joiners paying £12.50p.

It was agreed that Membership should be a regular item on the EC agenda from now on. 8 new members had joined in October to date, taking the total membership to 792.

The Chair had been notified that one trustee wished to step down at the next AGM and another has already resigned. Consequently two new trustees will be sought in a nominations process to commence in January 2022, for ratification at the April 2022 AGM.

It was agreed that more help was needed with recruiting and organising volunteers and that a volunteer development person should be sought.

It was agreed that, against the background of the National u3a 40th anniversary ‘Plant a tree’ programme, CEDu3a should offer to fund a tree being planted in Alexandra Palace Park and the Chair there will be contacted regarding this offer.

The Groups Team has been restructured and Graham Bennett is stepping down as New Groups Coordinator. He was warmly thanked for his work in that role.

Interest Groups / Members

Conveners have been updating their pages on the website, with the majority having completed revisions to date. Opera and Foreign Films groups are currently inactive and We’re Talking Travel is taking a break. Two new groups, Healthy Eating and Yoga, have been set up and are already oversubscribed.

A draft New Members Handbook was considered and well received. Final changes will be made before it is printed and circulated.

Consideration was given to purchasing a mobile wifi hub for use a meeting venues where the existing wifi was not powerful enough. Efficacy to be tested before any purchase is made.

Members will be contacted at the beginning of December to remind them that their membership will expire at the end of the month and to set out how to renew their membership for 2022.

Events

A new members’ coffee morning was being organised for 16th November in the Moravian Church Hall and the 160 new members who had joined CEDu3a since November 2019 had been invited. So far approximately 23 had accepted the invitation. Detailed plans for managing the event were discussed. Note that since this meeting a decision has been taken to postpone the coffee morning until early 2022, as a precaution in light of the current covid situation.

An online talk has been organised for November and an in-person talk at Union Church for December. A volunteer to organise regular online and in-person talks is being sought.


Summarised actions arising from the Executive Committee (EC) meeting held on 24th September 2021

Executive Processes

The Treasurer reported that expenditure to date is still below that predicted in the budget for this year. It was agreed that an annual subscription of £25.00 (half-year £12.50) should be set for new and existing members in 2022. The annual concession rate will remain £5.00. £35.00 will continue to be the ‘normal’ fee, with this year and next being treated as exceptional.
 
As of the meeting date there were 778 registered members, of which 70 had joined during 2021. Members who have not signed up to allowing Gift Aid on their subscriptions will be encouraged to do so.
 

Current Trustees who will complete their 3-year period of tenure to decide whether to stand for re-election or not in 2022 by the end of October 2021, so that nomination papers can be approved at the last EC meeting of this year.
 
The role description for a second Vice Chair was agreed and expressions of interest invited from Trustees before 29th October.
 
Revised policies for both Data Protection and Privacy were agreed and will be placed on the website.

Interest Groups / Members

Most interest groups are now operating in some form; some of the groups that used to meet in members’ homes are in transitional mode and seeking potential venues. Some large groups are dividing into smaller groups to address this.
 
The Film group has ceased to meet and the two Art groups are in abeyance. Both German groups and the Fringe theatre group have ceased to operate and Play Reading 2 has recombined into Play Reading. It is hoped that Theatre Visits may continue in some form.
 
New groups are Art Appreciation 3 and Healthy Eating lunches (the latter to be provided in 4-week blocks)
 
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The newly adopted risk assessment pro-forma is already in use by some groups, providing reassurance to conveners and members alike.

Events

A new members coffee morning is being organised for 16th November in the Moravian Church Hall. It is hoped to gain feedback on what new members would find the most helpful in terms of getting the most out of CEDu3a for them.


Summarised actions arising from the Executive Committee (EC) meeting held on 6 August 2021

Executive Processes

The Treasurer reported that expenditure to date is still below that predicted in the budget for this year, due to ongoing social restrictions. As social restrictions had been lifted recently, it’s predicted that expenditure will increase again to planned levels over the coming months.
 
As of the meeting date there were 752 registered members, of which 49 had joined during 2021.
 
The annual copyright licence has been renewed, via the Third Age Trust on our behalf.

Interest Groups / Members

Discussions have been taking place with group convenors regarding how individual groups may wish to meet in future. It is noted that those wishing to meet at an external venue in future may have to comply with a venue’s risk assessment requirements.
 
Revised financial guidance has been approved for sharing with group convenors, including revised set-up and annual running costs for groups.
 
A new Lawn Bowls 2 group is now meeting. A new Lawn Tennis 2 group and an Irish Interest Group will start to meet in September. Some groups were forming second groups in order to deal with waiting list issues.
 

Events

It was agreed to hold an Open Day in Spring 2022, rather than during Autumn 2021 as originally planned.
 
A new publicity leaflet has been designed, reflecting the energy and friendliness of CEDu3a. It will be used whenever required from now on.
 
Discussions are taking place around holding new member coffee mornings again, now that social restrictions have lifted.


Summarised actions arising from the Executive Committee (EC) meeting held on 6 August 2021

Executive Processes

The Treasurer reported that expenditure to date is still below that predicted in the budget for this year, due to ongoing social restrictions. As social restrictions had been lifted recently, it’s predicted that expenditure will increase again to planned levels over the coming months.
 
As of the meeting date there were 752 registered members, of which 49 had joined during 2021.
 
The annual copyright licence has been renewed, via the Third Age Trust on our behalf.

Interest Groups / Members

Discussions have been taking place with group convenors regarding how individual groups may wish to meet in future. It is noted that those wishing to meet at an external venue in future may have to comply with a venue’s risk assessment requirements.
 
Revised financial guidance has been approved for sharing with group convenors, including revised set-up and annual running costs for groups.
 
A new Lawn Bowls 2 group is now meeting. A new Lawn Tennis 2 group and an Irish Interest Group will start to meet in September. Some groups were forming second groups in order to deal with waiting list issues.
 

Events

It was agreed to hold an Open Day in Spring 2022, rather than during Autumn 2021 as originally planned.
 
A new publicity leaflet has been designed, reflecting the energy and friendliness of CEDu3a. It will be used whenever required from now on.
 
Discussions are taking place around holding new member coffee mornings again, now that social restrictions have lifted.


Summarised actions arising from the Executive Committee (EC) meeting held on 25th June 2021

Executive Processes

The Treasurer has reported that CEDu3a remains in a strong financial position. Income has totalled £9,388 in the year to date and expenditure during the same period £7,070. Current balances held total £22,344 and reserves of £10,114.

As in previous years it was agreed that any new members joining from 1st July will only pay one-half of the annual membership fee for this year.

It was agreed that the limit on the grants available to individual interest groups should be raised from £50 to £75. It was further agreed to fund publications costs for each of the three writing groups to a total of £225, any proceeds from the sale of which will go to charity.

New publicity materials are being drawn up and the possibility of an Open Day later in the year is being considered. A new member handbook is also being devised.

A Skills Analysis Report was received, following the recent skill audits amongst EC members. Areas where back-up arrangements need to be strengthened were highlighted (e.g. website management).

Interest Groups / Members

Conveners are giving consideration, along with interest group members, to how people will feel confident carrying on group activities once the government’s social restrictions are eased, notionally on 19th July. It’s likely that a mixture of face-to-face and online meetings will result into the longer term.

It was acknowledged that where groups meet in members’ homes, some larger groups may need to split into 2 separate entities to accommodate comfortable distancing, even when restrictions have lifted.

A new group, Talking Women, is being initiated and one entitled Irish Culture is being planned.

A Diversity Workshop has been held for EC members and the understanding gained from that will inform any revised arrangements for recruiting and welcoming new members, publicity materials, gaining feedback from all members and similar areas. Particular emphasis will be placed at an early stage on the ‘new member journey’.

Events

Two summer parties are planned, if social restrictions allow, on 26th July 5-8pm and 3rd August 6.30-9.30pm. The number of guests will be limited to 90 and members cannot attend both. The venue will be Crouch End Cricket Club and booking a place via Eventbrite will be necessary.

An online Quiz Night is being held on 6th July.