Appendix : Financial Arrangements

Convener/Group Expenses

❑ Set up costs up to £50 may be re-imbursed provided they have been agreed in advance by the Groups Organiser/Coordinator

❑ Running costs up to £75 a year this may include (this list not exhaustive):

○ Provision for paying external tutors/coaches/experts (not CEDu3a members). These should be for one-off or very occasional sessions only and must be agreed by the Groups Team in advance

○ Incidental expenses incurred by groups e.g., for hire of equipment, play scripts etc. These must also be agreed by the Groups Team in advance

○ Travelling expenses (additional costs after using Freedom Pass and Senior Rail Card if applicable) by walking and other outdoor groups for planning visits and reconnaissance

❑ Receipts are required for all of the above and should be presented to the Treasurer for payment

❑ CEDu3a will not fund ‘consumable’ materials for the personal use of individual members such as paper, pencils, fabric, etc.

❑ Requests made in advance for funding for special activities/items that would lead to a group exceeding their annual limit may be considered. The outcome to be determined by the Groups Team in conjunction with the Treasurer

Zoom Accounts

❑ There may be circumstances where Zoom is needed for meetings. If this is a one-off occasion, then groups should consider either:

○ Using the free facility which lasts 40 minutes and requires members of the group to sign out and sign in again after 40 minutes

○ Taking out a single month subscription for the occasions that meetings take place on Zoom

❑ On-going subscriptions will be funded only when the group needs to meet on Zoom on a regular basis (at least once a month)

❑ Reimbursement for the cost of a Zoom Monthly Pro Account must be agreed in advance by the Groups Coordinator

❑ Receipts/invoices should be retained and submitted to the Treasurer

❑ For Zoom technical support email data@cedu3a.org.uk

Venue Hire

The following section applies only to new requests for support received after the review date. Any arrangements previously entered into will continue to be honoured

Principles

❑ Group meetings generally take place in member’s homes and are usually monthly or at most fortnightly

❑ Where new groups are unable to meet in a member’s home, or where the nature of the activity requires the use of specialist facilities it may be appropriate to use an external venue

❑ As there is often a cost implication to using external venues, the convener must request the approval of the Groups Team in advance before exploring this option

❑ The convener must then provide the Groups Team with the information required to enable an informed decision to be made

❑ Venues must not be booked until the Groups Team has formally approved the request

❑ Factors the Groups Team (in consultation with the CEDu3a Treasurer) will take into account in approving venue requests:

○ Requirement for the group to meet at a paid external venue as opposed to in a member’s home or some other free venue

○ The cost of the venue compared to other venues that could meet the group’s needs

○ The overall annual cost of the venue and cost per member benefitting, taking account of:

— cost per session
— total number of sessions requested
— number of CEDu3a members that will benefit from the activity
— overall budget implications for CEDu3a
— any other issues that may make the venue unsuitable, including, for example, accessibility and health and safety

Self-funding of additional sessions

❑ Where funding for group venues is agreed it will be for a specific number of sessions

❑ If any group wishes to run additional sessions these will need to be self-funded and bookings arranged directly with the venue

❑ The group will need to ensure that they are adequately insured for these additional sessions, as they will not be covered by the nationally provided u3a public liability insurance

❑ In these circumstances funding will be made available to meet the costs for any members of the group on concessionary membership

❑ In the first instance any member/s affected will need to apply to the Groups Team via the group convener

Appeals

❑ Where the Groups Team and Treasurer’s decision on funding is challenged by any group, or if there is no agreement on a decision, the Executive Committee will make a final decision

Reviewed and revised by EC 8 September 2023

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