Minutes of the U3A Network Meeting held at the Roy Fletcher Centre, on 04 October 2018

Present: Stuart McLaren (), Beryl Edwards (), Helen Shackell (), Marjorie Robinson (Oswestry), Harold Bound (Shrewsbury), Sylvia Sparrow (), Glynis Nicholls (), Ken Gibbons (Whitchurch), Neil Moreland (), Alan Cartwright (Wrekin), Robert Toft (), Chris Wright (Bridgnorth), Kay Yendole (Bridgnorth) and Beryl Latter (Shrewsbury). Also in attendance Chris Knight (Wem) Research Ambassador.

1.0 Apologies: Peter Smith (Bridgnorth), Graham E Hurst (), Pat Broadhurst (Oswestry Borders), Pat Evans (Oswestry Borders), Glenda McSkimming (Oswestry), Brian Banks (Wellington), Sylvia Griffiths (Welshpool),

2.0 Minutes of the Meeting held on 03 May 2018: Approved as a correct record with one amendment: Correction to spelling of Glynis Nicholls’ name.

3.0 Matters Arising 3.1 Study Day (Item 6.0): Feedback from evaluation sheets and members is very positive. 82 members booked and 71 attended on the day. Thanks were given to the organising team, Harold Bound, Pat Broadhurst, Pat Evans, Beryl Edwards, Paul Young and Sylvia Sparrow. (Paul had continued despite ill health.) Organising the event takes up to 18 months so it was agreed to agenda the item for the February 2019 meeting to begin preparation work for a Study Day in 2020. (It was suggested that a formal committee, of 6 members would be adequate.) The possibility of including workshops run by U3A’s, as in earlier Study Days, would be considered.

3.2 Data Protection (Item 7b): It was formally agreed to adopt the national policy for the Shropshire Network. Proposed by Glynis Nicholls and seconded by Robert Toft.

3.3 Beacon (Item 9.4): Concern was expressed about the problems facing the system at a national level but members using the system were very pleased with its capabilities and felt it was better than managing spread sheets locally. Bridgnorth and Shrewsbury are using Beacon for finance and membership. Whitchurch has asked for help without success. Alan and Marjorie have emailed Sam Mauger at TAT for information but have received no response. Beacon does not comply with the GDPR, volunteers are leaving and employing staff is against the ethos of U3A although TAT is seconding one person to help at present. TAT is undertaking a full review of the Beacon system including, support for users, support costs and considering if there are other applications which might meet requirements. 300+ U3A’s are now using the system so it is thought unlikely to close but costs could rise for users (possibly £1.00 per member?)

4.0 Report on the Third Age Trust AGM Notes on the meeting held on 30 August 2018 are appended at A. The meeting had three elements, a talk by Professor Janice Thompson from the School of Health Sciences who spoke about fitness and aging, the AGM and the initial outline of TAT Development Plan. The talk was excellent and Alan will speak with Auriol about the possibility of Professor Thompson delivering the talk to Shropshire U3A’s. The Development Plan, based on surveys, highlighted increased use of technology but recognised the challenge of funding development. Sponsoring the AGM was not well received and changing the organisation’s name is prohibitively expensive.

5.0 Finance: 5.1 Treasurer’s Report: A copy of the report is appended at B. The Study Day produced a surplus with higher attendance and reduced catering costs based on higher numbers. 5.2 Bank Signature Panel: There are currently four signatories: Robert, Alan, Harold and Penny. It was agreed to remove Harold and Penny and to appoint Glynis Nicholls as a signatory. Proposed by Robert Toft, seconded by Neil Moreland. 5.3 Shropshire Network Expenses: Subscriptions of £5 are due and several members paid at the meeting. It was noted that travelling expenses for the current visits to member U3A’s would not be claimed but, with the work of the Network expanding, a policy for expense claims was needed. The following points were discussed:  Consider expenses for each individual event – this may not work in practice.  Travelling expenses for Network Link meetings can be claimed from the National Office.  Network members invited to speak at local U3A’s can claim from the inviting U3A.  Printing costs – claims for 10p per sheet agreed. Proposed by Beryl Edwards and seconded by Ken Gibbons. It was agreed to ascertain how other networks fund their work and to agenda the item for the February meeting.

6.0 The Network Team 6.1 Introductions: The Team consists of Alan Cartwright (Chair), Glynis Nicholls (Vice Chair) and Robert Toft (Treasurer). 6.2 Aims and Ambitions for 2018-19: The Aims of the Shropshire Network are appended at C. The Network Team is aiming to establish how the Network can best assist local U3A’s and, to date, ideas have included:  Joint sessions for smaller groups to make them viable  Group leaders with relevant expertise to lead groups in more than one U3A  Joint outings and theatre trips etc to be advertised through the Network  Set up a co-operation channel to discuss issues eg Beacon  Arrange workshops for committee members and treasurers  Provide more clarity on data protection  Hold a list of recommended speakers The Aims and Ambitions document was accepted as an interim proposal with further discussion at the February meeting. Proposed by Alan Cartwright, seconded by Neil Moreland.

6.3 Visits to Local U3A’s: To date the Network Team has visited Much Wenlock, Shrewsbury and Wem. Invitations have been received to attend committee meetings at Bridgnorth, Oswestry, Oswestry Borders, Wrekin, Market Drayton, Ludlow and Wolverhampton (date to be arranged). Whitchurch has invited the team to attend a general meeting. Welshpool, and Church Stretton have yet to respond.

7.0 Communications and Website Glynis tabled a paper outlining an overview of what the website might contain (appended at D). The website would be accessible to Network members only and through them to their U3A’s and their membership. U3A’s would need to establish a link to the website only - Glynis would undertake updating the site. A ‘chat room’ was suggested. It was agreed to create a Shropshire Network website.

8.0 Workshops in 2019 The workshops offered by the National office (see appendix E) are admin based subjects which may not appeal. It was agreed to seek the views of the U3A’s during the coming visits and to then consider subjects and venues. Workshops on Beacon and Group Co-ordinators were suggested. The National Office is currently working on a Presentation Skills workshop which it would deliver.

9.0 Network Link 9.1 Meetings: Minutes of the meeting held on 1 May 2018 and agenda for the 12 October 2018 are appended at E. Networks which hold money must have a constitution and TAT want a common constitution for all networks. There are 85 U3A’s and 10 networks listed across the with approximately 8 networks functioning. The Cotswold Link network is the most successful and members were interested in how they had achieved success.

9.2 Shropshire Network Meetings for 2018-19: It was agreed to book the Roy Fletcher Centre for the coming twelve months on the first Thursday of the month in October, February and May starting at 10.30am. Alan will book two connecting rooms with wi-fi, at a cost of £30 per session to facilitate presentations etc. As the Network expands the number of meetings will be reviewed and may rise to four per annum.

10.0 Any Other Business 10.1 Research Ambassador: Chris Knight has offered to give talks at U3A general meetings about her role. She has already visited Oswestry Borders. 10.2 Wolverhampton University: Several attempts to work with the University have been unsuccessful, probably owing to lack of funding. Alan has contacted eight academics about a partnership in research work and received a response from Angela Clifford, Reader in Applied Research in Dementia. Her research includes those caring for dementia patients. Alan and Chris Knight will meet with her on 11 October. 10.3 List of Potential Speakers: Members are asked to supply a list of recommended speakers who have given presentations in the past two years. Beryl Latter will collate the list. 10.4 Group Bank Accounts: Discussion took place about accounting for funds when some long established groups hold bank accounts in personal names and are reluctant to change. All monies are the property of the U3A and treasurers should be aware of such accounts and maintain control, including ensuring that they are accounted for in the annual statement. 10.5 Tributes: Alan paid tribute to Harold Bound who is retiring from all U3A committees this October having served for many years. Harold was instrumental in setting up the Shropshire Network and Alan thanked him for his hard work and service. Members wished him every success for the future. Thanks were also given to Beryl for the minutes.

11.0 Date of Next Meeting The next meeting will be held at 10.30am on Thursday 7 February 2019 at the Roy Fletcher Centre.