Group Leaders Guide
This page is intended to help new and established group leaders carry out their role with confidence and follow procedures in a uniform way. The information which follows is a guide to the use of buildings, security and safety, and the essential paperwork such as enrollment and financial records. The committee has tried to keep the rules and procedures to the absolute minimum; much of it is simple common sense, but detailed in the following sections, to try to ensure all groups across Ash u3a follow the same procedures
Summary
Group leaders are to :
- Keep a register with details of those attending each meeting.
- Keep a record of any expenditure or fees collected and this is passed to the Treasurer along with any money.
- Carry out a risk assessment of the location used for the group activity
- Comply with insurance and safety regulations and notify the committee of any damage or injuries that occur during meetings.
- Ensure that locations and times where activities and meetings will be held are published on the Ash u3a website.
- Inform and agree with the Groups’ Liaison any changes in the way your group is run or its aims.
- Act as a mediator or, if necessary, get help from the Groups’ Liaison and the committee if there is a problem between members of your group.
Activity Organisation
There are some procedures applicable to all activities not just groups. These procedures are covered on the Activity Organisation page.
Topics covered included: expenses, making payments, venues, risk assessments, incident reporting and attendance records.
Beacon Records
Keeping your group list updated on Beacon will help when sending out communications and assist the Groups Coordinator with reporting.
Group Finance
Where the term Group Leader is used, finance aspects of this role can be delegated to a Group Coordinator, provided the Treasurer is notified.
The committee (via the Treasurer) will monitor the income and expenditure of the groups. Group Leaders need to provide regular information, as agreed, to the Treasurer. Where groups do not comply then the committee will review as to whether the group is legitimately operating in line with the insurance and financial requirements.
Interest groups are expected to be self–financing and can collect such sums of money as the group members and leadership deem to be necessary to undertake their activities. The funds of these groups belong to the u3a. Any assets purchased for the group belong to the u3a and must be returned to the u3a if the group ceases to exist. Groups are permitted to make minor expenditure. e.g. the purchase of refreshments, deemed necessary by the group members and the group leadership and can claim expenses from the ring-fenced funds held by the u3a on their behalf, as appropriate. The Treasurer, Groups’ Liaison and Group Leader need to agree what records they need to keep of the groups’ transactions.
Refunds for absence through sickness, holidays etc cannot be made because venue costs, regardless of individual attendance must be paid
The Treasurer will send to the GL an acknowledgement of monies received.
Visitors
Visitors are welcome to attend up to two sessions to “try out” a group without paying a membership fee before being required to join the group, whether they are members of Ash u3a or not.
Membership is all managed through Beacon.
In exceptional circumstances new members can use the Membership Application Form
Carers
A carer is someone who is with a member to help them, without whom the member would be unable to take part in or get to Ash u3a activities. They can attend any Ash u3a meetings or groups that the member is attending but not any that the member is not attending unless they are a member of Ash u3a and the group in their own right.
Problems within the Group and its Members
Occasionally problems arise within any group and no one solution fits all. In a case like this generally the best people to solve it are the group members themselves.
If a group is losing members, ask why they are leaving. Members generally are happy to explain their reason/s. Check with the group that what you are covering in the group meetings is what the group members are expecting. Very occasionally it could be that the group has fulfilled its initial remit or run its course and should be disbanded.
Alternatively, it could be something requiring a little more tact and diplomacy like someone persistently talking whilst you or a visiting speaker is talking. This, for someone with certain hearing issues, can render the whole talk a waste of time attending. There may be more specific problems which the group could adjust to.
If you identify the problem as unhelpful behaviour of a member of the group, then action must be taken. There are strategies for handling inappropriate behaviour, but there is not a single one that will cure all ills.
See also the Safeguarding and Equality, Diversion and Inclusion policies.
Equipment
Ash u3a possesses audio visual (AV) equipment in the form of a laptop computer and computer projector.
There is also a gazebo and some display boards which Ash u3a posseses for use at picnics, fetes, etc.
Group Leaders wishing to use this equipment should book in advance through the Equipment Manager and are responsible for collecting and returning the equipment. Group Leaders using the equipment are responsible for setting it up and correctly packing it up afterwards.
Group Leaders wishing to use the AV equipment are reminded that they should ensure the compatibility of the Ash u3a AV equipment with any equipment and media format provided by meeting presenters.
Click here for a downloadable list of the AV equipment available.
A group could have equipment for its own use if the purchase is first agreed by the committee and the equipment is specific to that group’s function.
Website
The group leader or designated person is responsible for keeping the group webpage up to date, publishing events and posting reports and galleries of your activities.
Training is available. If you need access to the site please contact the Chair or Website Administrator.
Last updated on 10 April 2026 by Graham (Chair)