Group Leaders Handbook 2004 - Section 4 - Setting up a Group

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Group Leaders Handbook 2024

On behalf of the entire membership, we extend our gratitude to all new and existing group leaders and organisers at Hertford & District u3a.

This handbook serves as an operational guide for Group Leaders / Organisers. It is not intended to be a definitive guide but rather a reflection of good practice. However, the guidelines under Financial Procedures must be strictly adhered to.

Hertford & District U3A is a registered charity. The Charity Commissioners direct the trustees, who are the elected members of the Executive Committee, to ensure that all collected funds are properly accounted for.

If you have any questions about the handbook content, please contact the Groups Co-ordinator or, for financial questions, the Groups Treasurer.

This document is divided into five sections:

SECTION 1 – INTRODUCTION

SECTION 2 – GENERAL INFORMATION

SECTION 3 – FINANCIAL MATTERS

SECTION 4 – SETTING UP A GROUP

SECTION 5 – APPENDICES

SECTION 4 – SETTING UP A GROUP

1.   You have an idea

Begin by contacting the New Groups Advisor This email address is being protected from spambots. You need JavaScript enabled to view it. to assist in promoting the idea of creating a new group.

2.    Initial planning meeting

Organise an initial meeting and invite interested members to attend.  A coffee shop or your own home could serve as suitable venues.

The initial meeting will be used to determine the group's direction and who will take on the various tasks involved. Many very successful groups have more than one person helping to organise their group. Apart from anything else, an assistant can cover for holidays and sickness.

Discuss how group members will communicate with each other bearing in mind data protection guidance, remember to seek permission and agreement.

What kind of venue is required? You can request a list of possible venues, with details, also a list of equipment which can be loaned from the New Groups Advisor.

How often would the group meet? Check the calendar of existing group meetings to look for potential time conflicts. Will it involve trips? 

Agree some ground rules such as:

      • Be punctual
      • Listen to each other
      • Allow others to speak
      • Let someone know if you are unable to come
      • Agree to disagree amicably and be respectful to other group members
      • Every contribution matters
      • Have patience with and encourage those who are slower to learn
      • Remember that u3a is designed to allow you and the other members to share knowledge, experience and learning.
      • However, sometimes you may need to employ a professional tutor. If you do then talk to the Groups Treasurer.
      • A tutor must be formally registered as self-employed with full public liability insurance cover. Group leaders must obtain signed proof of employment status and insurance cover.

3.    Publicity

We have a number of channels with which to promote your group to the wider membership. Please discuss your needs with the New Groups Advisor.

 4.   Database System / Website

All u3a groups will have their details presented to the wider membership using our Database System (Simple Membership) / the H&D u3a website.

When the group has some members and has agreed a member to lead the group, it can be set up on the website using the database system. The group will be provided with a web page to present more information and photos.

See Section 2- General Information.

5.   Group Size

All u3a groups must be open to all Hertford & District u3a members.  Many groups commenced with small numbers.

If it is impractical to admit more members, then a waiting list will need to be set up in Simple Membership.

As your group grows you may prefer to use a rented hall, don’t forget that, as mentioned above, the New Groups Advisor holds a list of venues. Discuss this option with your group, as it will result in additional costs. Consult with the Groups Treasurer regarding this matter.

The u3a holds Public Liability Insurance on a national basis, which will cover the use of a venue.

6.   Initial costs

Your group will be responsible for financing your meetings. The Groups Treasurer is there to help you and will expect a group member to keep detailed accounts. Where necessary, you can apply to the Treasurer for a loan to get the group started.

7.   Ongoing costs

Hiring a venue is normally the greatest expense.

Some groups need very small amounts of money to pay for refreshments.

See Section 3 - Financial Matters for more details.

The Groups Treasurer will give advice and guidance on managing and recording funds.