| Registered Charity No.1192380 |
MINUTES
Attendees:- 12
The Chair welcomed those present with particular reference to new members.
The minutes of previous meetings were approved.
Matters arising
- Progress with Role Description adjustments- Those present were reminded that it was possible to edit role descriptions. This will make role transfer easier in the future.
- Update on Card Reader – A convenor meeting with regard to the card reader is still to be arranged.
- Migration progress-update
The Help button is being successfully used.
Migration is progressing.
- Policy adjustments– Small adjustments are still to be made.
- Shared space- update– Those present were referred to the circulated report.
- Convenors get together/ IT evening. – These are yet to be arranged, with the IT session likely to be arranged first.
- New look newsletter. – This was deemed to be very successful, but those present were reminded that advance notice of items for inclusion is desirable. A reminder is to be issued to convenors. In response to a query regarding the number of people opening the newsletter, the Web editor undertook to provide this information in addition to researching the sources of interest in our u3a Not all convenors are updating the website Reference was made to recent changes to website listings.
- Facebook/ on screen display – There has been no reference made so far on village pages. Any such mention should refer back to wpvu3a website. The possibility of a template for such entries was suggested.
- Microphone update. – There has been an agreement with WFSSC that WPVu3a provide a microphone [now purchased] whereas the club is considering purchasing a larger TV Screen which it considers to be an asset.
No further progress has been made with an on-screen display. Caution was advised re. obtaining permissions for any materials used.
- Constitution – familiarisation – The committee were reminded that the Constitution is on the website and encouraged to read through it.
MAIN BUSINESS
- Treasurer’s report. (Documents Circulated) – Because there are outstanding events in May it has not been possible to include figure to the end of May.. Contributions to TAT and future expenditures were explained.
Discussion ensued on use of any surplus .
The Treasurer provided a detailed analysis of the previous year’s expenditure.
It was considered preferable to continue to provide events that come with free refreshments as opposed to a small fee reduction a small fee reduction.
It was further decided to emphasise benefits closer to membership renewal time.
- Speaker sec report. Documents circulated. – Decisions were required on two events in June and one in July. These were approved.
With reference the June Shakespeare session it was thought that there was a need for extra publicity for this in the newsletter owing to the unusual length of the session.
An additional query was raised regarding the August session- the speaker being from a legal firm. The Chair undertook to liaise with the Speaker Secretary. There was also a reminder of othert issues that may arise with the play.
- Web Editor Report (documents circulated)- After a reference to the documents circulated, a data breach was explained. This has been resolved and no further action is required.
The new committee members are accessing email systems successfully.
The Toolbox system was explained as a reliable method of accessing IT Tools.
One feature is Shared Files- the Web Editor would like to set up a workshop [after some case studies] to demonstrate what can be done.
There was consideration of what kind of files [e.g. minutes, complaints] should be in the shared space. The Membership Secretary undertook to collect photographs from the website.
There have been some difficulties with the membership portal, including payment systems. Members need to be encouraged to make their own data secure. A help document has been prepared to be sent out prior to renewal and attached to membership renewal reminders, along with a reminder of details we currently hold [ as inaccuracy in this area is what often causes log in problems].
The newsletter issue in the report if now partially resolved. The web editor will continue to research archiving newsletters.
- Groups update. -deferred. There has been a suggestion for a Tap Dancing Group. A note to be in the Newsletter to gauge interest.
- Incident Forms – The secretary currently stores these. The Groups Convenor felt that she should be involved in any such future incidents.
It was thought by some committee members that to deal with such an incident partially through WhatsApp was a mistake and should not be repeated.
- Mawdesley visit- Notes have been distributed. This was a positive exchange. There had been a two-way exchange of information.
It had been agreed to exchange ideas, joint activities etc. but not to form a new cluster.
If there are joint activities, the fees should go to the organising u3a.
As a result of these observations, it was suggested that wpvu3a hold a twice-yearly promotional event. This could include involving members in decision making.
- Partnership update. (document circulated in addition to link) https://www.westpenninevillagesu3a.org.uk/menu/partners/
The IT link to Partnership Activities is established. One event has been attended and is reported to have been very engaging. Links have been provided for Open University and other courses..
A variety of other links were approved for inclusion.
An appeal was made for suggestions for other links.
- Cluster meeting report. – This meeting had a more positive feel than previously.
There had been a discussion of the use of professional coaches for activities such as yoga – promoted as a positive by wpvu3a because of insurance issues. Members should pay the professional direct. Documentation from the meeting was offered to those present.
- Illness/death acknowledgement. –Resolved that in the case of a death the Chair would send a Condolence card where the information has been made available.
- Additional’ Wednesday speakers- There has been an offer of a Suffragette presentation [ previously used on Zoom]. It was agreed to move forward with this.
- Speaker Secretary replacement. – It was resolved to publish the need for a new Speaker Secretary in the Newsletter. To be emphasised is that there is already a programme in place for some time and the Speaker Secretary has promised further support beyond this.
AOB
- The committee were informed of a further committee volunteer who has been invited to attend a future meeting.
- The meeting was informed that membership currently stands at 220.
- A Summer Fair event is planned for Friday 23rd August from !2-3pm. A subcommittee was established.
The next meeting was fixed at 24th July at 9.30