Role of the Groups Co-ordinator
As at 12 Nov 2018
The requirement for a Groups Co-ordinator is included in the Constitution, and the incumbent is a member of the Committee of the Andover U3A.
The Groups Co-ordinator role includes the following activities:
Encourage the Formation of New Groups
Ideas for new groups are encouraged. The Groups Co-ordinator will assist as much as possible to get a new group up and running, particularly by communication with the Andover U3A Committee and other Group Leaders.
Maintaining the Groups List
The Groups Co-ordinator must ensure that the Groups List is kept up to date. It contains the following information:
Title of the Group;
Details of when and where each Group Meets;
Name of the Group Leader(s);
Appropriate and accurate e-mail Addresses and Telephone Numbers.
Groups Notice Board
The Groups Co-ordinator is the custodian of the Groups Notice Board. This will be displayed at the back of the hall at the monthly meetings. It will display an up-to-date copy of the Groups List. It will also show other information as appropriate.
Passage of Information
Information that needs to be passed to Group Leaders is invariably sent to the Groups Coordinator.
Information comes from 4 main sources:
The Andover U3A Committee This information is specific and relevant to the Andover U3A. It will be sent to Group Leaders for distribution to their members as a matter of course. It will also be placed on the Andover U3A website.
Group Leaders Requests from Group Leaders or other U3A members to distribute information that is not specific to the Andover U3A has proven to be a contentious issue. It has now been agreed that only material that relates directly and specifically to the Andover U3A will be distributed to Group Leaders and U3A members as a matter of course. Such material will also be passed to the Newsletter Editor for inclusion in the Andover U3A News section of the website.
(Other items that may be of interest to U3A members - for example, charity events, articles on health issues - should be sent to the Newsletter Editor for inclusion in the Grapevine section of the website, who may seek advice from the Committee if the suitability of the material is debatable.)
Outside Sources Some information from external sources is useful and relevant to U3A members and will be placed on the website rather than distributed to Group Leaders. However, some is blatant advertising or marketing or worse and will not be placed on the website. The Committee will make the decision about dubious requests under this heading.
Newsletter Editor Periodically the Newsletter Editor will produce a summary of what can be found on the News sections of the website and the Groups Coordinator will email this summary to all Group Leaders for onward distribution to members.
Member of the Andover U3A Committee
The Groups Coordinator acts as a link between the Groups and the Andover U3A Committee. The Committee needs to be appraised of any changes to the Groups and of any significant activities or problems that Groups have encountered.
The Groups Coordinator will coordinate and participate fully in the organization and setting up of the Andover U3A Annual Exhibition at the AGM.