Ash u3a Secretary

The purpose of this document is to o outline the role and responsibilities of the Ash u3a Secretary.

Role summary

To support the Chair in ensuring the smooth running of the board of Trustees (the committee).
To take overall responsibility for the day to day administration of the u3a.
To deal with all correspondence and the circulation of information.
To ensure meetings are effectively organised and minuted.
To maintain effective records.
To act as an information and reference point for all members of the committee.

To receive agenda items from committee members.
To monitor the progress of decisions and agreed actions from the previous meeting/meetings
To liaise with the chair to compile committee meeting agendas and agree supporting paperwork and to circulate with the draft minutes in good time.
To ensure a quorum is present at each committee meeting.
To ensure the minutes of the previous committee meeting are approved.
To ensure any queries/comments/complaints from members are considered by the committee.
To produce the AGM agenda and supporting paperwork in consultation with the committee for circulation to the members.
To help to organise the AGM checking the meeting is quorate before commencing and that all stipulated procedures are adhered to.
To organise that minutes are taken at meetings.

To stay up to date with information, policy and procedural changes and legislative requirements as advised by u3a Office.
To ensure any mailings or information from u3a Office are disseminated to the committee and members as required.
To liaise with trustees to complete and return administrative documents from u3a Office and from the charity regulatory authorities, if applicable.
To notify u3a Office of all relevant changes on the committee.
To maintain a file of accident reports.

To respond to incoming correspondence, consulting with the committee where necessary.
To write letters on behalf of the u3a as directed by the committee.

Last updated on 19 January 2026 by Graham (Chair)