Derbyshire Network U3A Meeting

Tuesday 8th October 2019 – Assembly Hall, Bolsover

1. Apologies – were received from Jean Hogg (Regional Trustee); Jane Burgess

(Bakewell); Ann Riley (Ilkeston); Dave Puxley (Matlock)

Representatives from the recently formed Clay Cross U3A were invited to attend, but they felt that they were unable to do so at the present time, but asked to be included for future meetings.

2. Attendees – David Barradell – chair (Long Eaton); John Anderson (Hope Valley); Brian Smith (Matlock and NV); John Whiteman (Derby); Gill Dawe (Alfreton and District); Valerie Herbert (Alfreton and District); Zena Bishop (Buxton and District); Phine Wright (Dronfield and District); Roger Watts (Chesterfield); Sarah Wakeford (Bolsover); Bev Crofts (Bolsover); Sylvia Jackson (Chesterfield); Charles Evans (Chesterfield)

3. Minutes of the last meeting were read and agreed – although DB apologised for not including a list of attendees (this is now appended to these minutes for the sake of good order).

4. Matters Arising – there were none, other than the fact that DB advised that Catherine Wykes had received very few details of recommended speakers as agreed at the last meeting.

DB explained that there were no GDPR issues regarding the sharing of the speakers’ information, provided that it was in the ‘public domain’ (e.g. if it was available on, say, Google). However, if this was not the case, we should contact the speaker to request their permission to share that information.

Catherine’s e-mail address is catherinewykes@btinternet.com and once she has sufficient information, we will decide how this will be shared amongst the Network.

For information, the Nottinghamshire Network is also undertaking a similar exercise at the present time.

5. Finances DB reported that the current balance in the account was £111.35 and that he had recently had to pay out funds for hosting the website over the next 12 months. (For further details on this, see item 8 below).

DB also advised that, he would be asking Nat West to change the bank mandate following his recent appointment as secretary/treasurer in place of Andrew Hawkins. In addition, it was proposed that Ann Riley (Chair at Ilkeston U3A) replace Philip Arrandale, who was no longer Chair at Chesterfield U3A.

These changes were unanimously approved and DB will contact the bank regarding this.

DB also mentioned that he had been approached by Derbyshire Life to see if we wanted to advertise with them in conjunction with an article regarding the U3A in the September edition. The cost of this was £600 plus VAT and he advised the Derbyshire Life that we did not wish to pursue this. However, two things sprang from this:

Firstly, did we all want to ‘club together’ at a cost of, say £50 per U3A for a future advert – but after discussion there was only a ‘luke warm’ response to this, but

Secondly, whilst the article (which is attached) includes quotes from Sam Mauger (Chief Exec at the National Office) and a quote from an un-named U3A member, there would seem to have been no approach to any of the Derbyshire U3A’s by either Sam Mauger or the Derbyshire Life. Obviously there is nothing that can be done about this, but DB will advise Jean Hogg of this situation.

The discussion then (somehow!) moved on the charitable donations that we might make to speakers in lieu of expenses and whilst there was a general perception that this would not be possible, DB mentioned that he had recently attended a Finance Workshop at which this issue was covered and that we can, donate their fee to a do a charity of their choice. It was suggested that we obtain appropriate consent from the speaker and that a suitable record is retained (preferably in writing).

A copy of an extract from the handout from this workshop is attached.

6. Regional Report – JH was unable to attend, but she had submitted her latest report ahead of the meeting and there were no comments on it.

However, DB also highlighted an extract from the latest TAM following the recent AGM from Ian McCannah (U3A Chair) relating to the change of attitude to the word ‘University’.

A discussion also followed regarding the U3A finances as detailed by the Treasurer at the AGM, especially with regard to meeting the increasing costs of the development of Beacon, improving communications within the National Office (especially as it had only recently moved in and was expecting to move premises again in the not too distant future) and a significant increase in the salary bill. DB is to raise this with JH.

7. U3A Picnic at Hardwick Hall – this was organised by Bev Crofts and her team at Bolsover, who spent a lot of time arranging for this year’s picnic at Hardwick Hall.

It was difficult to say how many attendees there were and numbers were obviously affected by the weather on the day, but there were probably around 50. However, questions were asked as to what we were trying to achieve with this event as the number attending hardly registers as a percentage of overall U3A members Derbyshire.

A lengthy discussion followed, including asking ourselves what we were trying to achieve with these picnics, and it was decided that, for the time being we will cancel them. The idea of these picnics seems to be good in principle but, in reality, no matter where we hold the event in Derbyshire it will always be a long way for members to travel and, when they do come along, members do not tend to mix with those from other U3A’s.

However, we are all aware of ‘U3A Day’ on June 3rd next year and would hope to organise local events, but also try to ‘tie them in’ with others throughout Derbyshire.

As this initiative had only just been announced no-one had any real thoughts as to what they would do at this stage, and it will be considered further at our next meeting in February. In the meantime, though, Brian Smith will work on a flyer that we could possibly use.

The discussion then, again, went slightly ‘off piste’ and the question of ‘succession issues’ was discussed – as this was something that all U3A’s seemed to be facing at the present time.

It was suggested that all U3A’s look at their Constitutions and explore the possibility of extending the term of existing members. Sample constitutions are available on the website.

The discussion then moved on as to whether we could/should pay outside tutors and our groups. This matter is covered in full on the U3A website – for full details, the link is https://www.u3a.org.uk/advice/the-u3a-movement/187-paid-tutors.

8. Derbyshire Network Membership/Cluster – there were no issues to discuss

9. Derbyshire Network website – this matter was discussed at the last meeting and Roger Watts (our webmaster) was with us at today.

Since the last meeting, DB had received invoices from Namesco for the renewal of their hosting arrangements (which we have paid for one year) and domain name (which we have paid for two); however, we need to decide what we want from our website.

Generally speaking, the view was that we use it as a signpost, directing any ‘hits’ to the sites of the individual U3A’s and this would keep things simple in that we (individually) did not have to advise of any changes to the DN site (although, of course, we had to keep our own sites up-to-date).

However, what do we do regarding those U3A’s that are in Derbyshire, but not members of the Network and who do not, therefore pay anything for the I T costs, and can we arrange cheaper hosting arrangements?

Time is on our side with regard to making any firm decisions and, in the first instance, DB will liaise with JH on this matter.

10. Resolutions forwarded to the U3A – Phine Wright (Dronfield) brought a question raised by one of their members as to why and proposals for discussion at an AGM had to be ‘supported’ by another member.

Brian Smith outlined the current procedures and Phine will take these back to her member. Should they wish to pursue this matters Phine will obtain further

details and submit them to DB who will liaise with JH as to how we proceed.

11. Any Other Business A number of issues were raised regarding Beacon, including the security

of the data, how ‘user friendly’ was the members’ portal, how smooth will the changeover to ‘Beacon 2’ will be and the ease of pulling off various reports etc.

Additionally, what will be the extent of the additional costs associated with Beacon and (as detailed under Finances the capital expenditure being proposed by the U3A), and how will these costs be met? Again, something for DB to clarify with JH.

Sylvia Jackson advised that Chesterfield would be celebrating their 25th anniversary on 6th November and everyone was cordially invited to attend this celebration showcasing everything that they do, which would be held at the Winding Wheel between 1.30 and 3.15

12. Future Meetings – the next meeting will take place in the Council Chamber of the Civic Centre in Dronfield on 19th February 2020– further details will be circulated in due course.

The meeting closed at 12.15

Addendum

Following this meeting, DB spoke with Jean Hogg on the various issues highlighted and she has commented as follow:

Derbyshire Life – JH was not previously aware of this, but feels that, as/when the National Office receives a request for an article, a ‘generic’ one would be provided although, although it might be appropriate for the local Network to be advised.

Obviously, there is nothing further that we can do about this.

U3A Finances – JH feels that the U3A finances are ‘under control’ and that appropriate budgets have been drawn up and are being followed.

Whilst no guarantees can be given, there are no plans in place at the present time to increase the subscriptions for Beacon and any increase in expenditure should be met by monies received from new U3A’s ‘signing up’.

Derbyshire Network Website – JH agrees with our thoughts regarding the way that we operate the website and also agrees that it would inequitable if ‘non-Network’ U3A’s were to be included without paying anything towards this facility.

Accordingly, we can contact these U3A’s in due course as/when we consider this issue further.

Resolutions forwarded to the U3A – JH had no strong views on this, other than to say that she thought it appropriate that any proposals submitted should be ‘supported’.

Attendees at last meeting - David Barradell – chair (Long Eaton); Jean Hogg (Regional Trustee);Jane Burgess (Bakewell); Les Herbert (Alfreton and District); Gill Dawe (Alfreton and District); John Anderson (Hope Valley); Andrew Savill (Long Eaton)); John Whiteman (Derby); Zena Bishop (Buxton and District); Phine Wright (Dronfield and District); Jan Bradbury (Dronfield and District); Dave Puxley (Matlock); Sarah Wakeford (Bolsover); Bev Crofts (Bolsover); Pam Pickering (Bolsover); Sylvia Jackson (Chesterfield); Charles Evans (Chesterfield); Lynn Bowler (Chesterfield); Ann Riley (Ilkeston); Val Buxton (Ilkeston)