A MEMBER OF THE THIRD AGE TRUST AS AN
Members of the Committee are Trustees of the Aylesbury Vale U3A charity no 1035640. They are elected at the Annual General Meeting and their period of office is normally up to 3 years They meet each month to receive reports from the post-holders and discuss and act upon the matters of organisation and finance of the u3a
The University of the Third Age shall consist of a body of people who undertake to learn and to help others to learn”
The concept of dividing human life into a number of ages is far from new. The term “third age” to describe the period of life when gainful work has ceased seems to date from about 1970, when French universities were required by government decree to make provision for older people. This was all the more necessary because France lacked the adult education facilities that we in the U.K. have long enjoyed.
An exploratory conference held at Cambridge in 1982 produced firm proposals for a U3A structure and the setting up of a national committee. Such was the enthusiasm that within a year or so several were established.
The French pattern of close contact between universities and local committees could not be followed in this country. Instead, the national committee embarked on the now familiar system of self-help and mutual aid, and in 1983 founded the Third Age Trust to act as parent body.
All local U3As are free to pursue their own ideas within the limits of their own constitutions, and subject to their status as educational charities if they have opted to become a registered charity.
Member U3As pay capitation fees to the Trust. The fees, supplemented by grants from corporate bodies and charitable foundations, finance its work and in particular its national office in Kent which acts as an information and advice centre.
A MEMBER OF THE THIRD AGE TRUST AS AN
|1||NAME – The name shall be “The University of the Third Age, Aylesbury Vale” (in this constitution called The U3A).|
|2||OBJECTS AND POWERS. (THIS CLAUSE CANNOT BE AMENDED).|
The advancement of education and, in particular, the education of older people and those who are retired from full time work by all means, including associated activities conducive to learning and personal development in Aylesbury Vale and its surrounding locality
|2.2.1||In furtherance of the above the U3A may purchase, take on a lease or in exchange, hire and otherwise acquire and sell or dispose of real or personal property and any rights and privileges which the U3A may think necessary for the promotion of the objects.|
|2.2.2||Publish books, pamphlets, reports, leaflet, journals, films, videos, and instructional matter.|
|2.2.3||Found and carry on schools and training courses and run lectures, seminars, conferences and courses.|
|2.2.4||Encourage and assist in the formation and operation of area and regional groupings of other U3As.|
|2.2.5||Receive donations, endowments, sponsorship fees, subscriptions and legacies from persons desiring to promote the objects of the U3A or any of them and to hold funds in trust for the same.|
|2.2.6||Do all such other lawful things as may be necessary for the attainment of the above Objects or any of them.|
|3.1||Eligibility. All persons retired from full time employment interested in supporting the Objects of the Third Age Trust shall be admitted to membership at the approval of the committee and upon payment of the annual subscription as determined by the committee, provided that they agree to abide by this constitution and any conditions properly imposed by the committee.|
|3.2||Termination The committee may terminate the membership of any member if:|
|3.2.1||There is any money owed to the U3A in respect of membership or other fees after two (2) months from the due date.|
|3.2.2||The member acts in a way which is prejudicial to the U3A or brings it into disrepute.|
|PROVIDED that the individual concerned shall have the right to be heard by the committee before a final decision is made.|
|4.1||Committee-composition . The Committee shall consist of,-|
|4.1.1||At least five and not more than ten members (excluding those who are co-opted) including the principal officers (Chairman, Secretary and Treasurer).|
|4.1.2||Not more than two ordinary members who may be co-opted by the Committee: they shall have full voting rights and their term of office shall expire at the next following Annual General Meeting.|
|4.1.3||Persons who need not be a members invited by the Committee to serve because of their special expertise; they shall not have voting rights and their term of office shall expire at the next following Annual General Meeting or such other earlier time as may be decided by the Committee.|
|4.2||Committee-election, responsibility and period of office|
|4.2.1||The election of the Principal Officers and the ordinary Members of the Committee shall be held at the Annual General Meeting of the U3A and such elected members shall be trustees of the charity.|
|4.2.2||Nominations for election to the Committee duly agreed by the nominee shall be proposed and seconded and delivered in writing to the secretary on or before a date specified by the Committee.|
|4.2.3||Ordinary members of the Committee shall be expected to contribute to the working of the Committee by assuming such specific areas of responsibility as may from time to time be defined by the committee.|
|4.2.4||The newly elected Committee shall take office at the conclusion of the Annual General Meeting.|
|4.2.5||Election of Officers and Ordinary Members to the Committee shall be for an initial period of three (3) consecutive years from the date of election after which the Officer(s) and Ordinary member(s) may be re-elected annually for not more than two (2) periods of one (1) year in accordance with the provisions of paragraphs 4.2.1 and 4.2.2. Upon completion of five (5) years continuous service the elected member shall retire and not be eligible for election to the Committee until two(2) years have elapsed.|
|4.2.6||In exceptional circumstances, where it is deemed necessary for the continued efficient running of the U3A, the Committee may co-opt a former Officer or Ordinary Member of the Committee who would otherwise be disqualified by the two (2) years restriction specified in paragraph 4.2.5 and 4.2.8.|
|4.2.7||The Committee may appoint sub-committees to which it may from time to time, and for such time as it may determine delegate such of its powers and functions as it may decide. Sub-committees shall report to the Committee as soon as possible on actions taken under delegated powers.|
|4.2.8||Committee members may resign office by giving not less than twenty one (21) day’s notice in writing to the Secretary or the Chairman, and shall not then be eligible for re-election or co-option to the committee until two (2) years have elapsed from the effective date of resignation. The Committee shall have power to fill casual vacancies from the membership. Such an appointee shall serve until the next Annual General Meeting and shall be eligible for election in accordance with paragraphs 4.2.1, 4.2.2 and 4.2.5.|
|4.3.1||There shall be no fewer than four (4) Committee meetings in any twelve (12) consecutive months.|
|4.3.2||The quorum for any Committee meeting shall be three (3) or one third of the Committee whichever is the greater.|
|4.3.3||At Committee meetings matters shall be decided by a simple majority votes of the Committee members present. In the case of an equality of votes the Chairman shall have a second or casting vote.|
|4.3.4||Special Committee meetings may be called at anytime by the Chairman, or by any two members of the Committee, upon seven (7) days notice being given to all the Committee members of all the matters to be discussed.|
|4.3.5||The Secretary shall ensure that minutes are kept of all committee, sub-committee, annual general and special general meetings.|
|4.3.6||The proceedings of any committee or sub-committee shall not be invalidated by any defect in the appointment, election or co-option of any member of any committee or sub-committee.|
|4.4||Committee-finance. Liability and employment|
|4.4.1||The Treasurer shall keep accounts of all the monies received and expended on behalf of the U3A and shall prepare and publish such accounts duly examined at the Annual General Meeting. All monetary transactions shall be made through properly authorised accounts in accordance with the directives of the Committee.|
|4.4.2||All proper costs, charges and expenses incidental to the management of the U3A may be defrayed from the funds of the U3A.|
|4.4.3||The Committee may appoint employees who are not members of the committee either permanently or on a fixed contract as may from time to time be necessary for carrying out the work of the U3A and may fix their terms and conditions of employment. For the purposes of employment law the Committee shall be the employer.|
|4.4.4||No Committee member shall be chargeable or responsible for loss caused by anything or act done or omitted to be done by him/her or any agent employed by him/her or by any other Committee member although the employment of such agent was strictly not necessary or expedient or by reason of any mistake or omission made in good faith by any Committee member or by reason of any other matter or thing other than wilful and individual fraud or wrongdoing on the part of the Committee member who is sought to be made liable.|
|4.5||Committee-powers. All matters not provided for in this constitution relating to the U3A and not involving an amendment to this constitution shall be dealt with by the Committee.|
|5||ANNUAL AND SPECIAL GENERAL MEETINGS|
|5.1||The Annual General Meeting shall be held once in each year and not later than fifteen (15) months after the preceding Annual General Meeting. At least twenty-one (21) days’ notice shall be given in writing to all members. A quorum shall be twenty per cent (20%) of the paid up members. Only members who have paid their subscriptions for the current year shall be entitled to vote. The business of the Annual General Meeting shall include:|
|5.1.1||Receiving and approving the Annual Report.|
|5.1.2||Receiving and approving the examined accounts|
|5.1.3||Electing the officers and ordinary members of the Committee|
|5.1.4||Appointing an examiner for the accounts|
|5.1.5||Considering proposals to alter the constitution subject to the requirements of Clause 8.|
|5.1.6||Considering any other business which has been published in the agenda.|
|5.2||A special General Meeting of the U3A may be convened at any time by a resolution of the Committee or upon a requisition signed by one-fifth or more of the members stating the object of the meeting. A meeting held on such a requisition shall be called by the Secretary of the U3A giving the other members fourteen (14) days’ notice of such a meeting. There shall be a quorum when twenty per cent (20%) of members are present.|
|5.3||The Chairman of the U3A shall be the Chairman of any Committee or General Meeting at which he/her is present. In his/her absence the members shall elect a Chairman for the meeting. The Chairman of the meeting shall have a second or casting vote.|
|5.4||Accidental omission to give notice to any member shall not invalidate the proceedings of any General Meeting.|
|6.1||All the income and property of the U3A shall be applied solely towards the Objects of the said U3A and none of it shall be paid or transferred in any way to its Committee members provided that nothing herein shall prevent the payment in good faith of reasonable and proper remuneration to any officer or servant of the said U3A ( other than a Committee member) and repayment of out-of-pocket expenses to members or Committee members incurred in the course of the work of the U3A. A bank or building society account shall be opened in the name of the U3A and withdrawals shall be made on the signature of two committee members, one of whom is a principal officer.|
|6.2||The U3A shall have the power to collect and accept donations and to issue appeals for donations and to raise money by bequest and otherwise. Any money raised and received shall be retained by the U3A and be used at the discretion of the Committee. No form of permanent trading shall be undertaken in the raising of funds.|
|6.3||The financial year of the U3A shall end on the 31st July in each year and not more than thirteen (13) weeks later the Annual General Meeting shall be convened for the purpose of receiving the Annual Report and examined accounts|
|7||PROPERTY. Any property of the U3A shall be vested in the Trustees.|
|8||ALTERATIONS TO THE CONSTITUTION. (THIS CLAUSE CANNOT BE AMENDED)|
The provisions of this constitution other than clauses 2 and 9 and this clause may be amended with the assent of not less than two thirds of the members of the U3A present and voting at a General Meeting of the U3A. Twenty one (21) clear days shall be given to the members stating the intention to put forward such a resolution. No amendment shall be made which would cause the U3A to cease to be a charity.
|9||DISSOLUTION. (THIS CLAUSE CANNOT BE AMENDED)|
The U3A may at any time be dissolved by a resolution by a three-quarters majority of those present and voting at any meeting of the said U3A of which at least twenty-one (21) clear days notice stating the intention to put forward such a resolution shall have been sent to all members of the U3A. If any assets remain after the satisfaction of all debts and other liabilities, such as assets held by or in the name of the U3A shall be transferred to such charitable institution or institutions having objects similar to the U3A as the U3A shall decide.
What personal information do we collect?
When you express an interest in becoming a member of Aylesbury Vale U3A you will be asked to
provide certain information. This includes:
• your name
• home address
• email address
• telephone number
• your subscription preferences
• Gift Aid declaration
How do we collect this personal information?
All the information collected is obtained directly from you. This is usually at the point of your initial registration. The information will be collected initially from your membership application forms. The lawful basis for collecting and storing your information is due to the legitimate interest that Aylesbury Vale U3A has in communicating with you as a member/contractual relationship that you, as a member, have with the U3A. In order to inform you about the groups, activities and events that you can access as a member we need to store and process a certain amount of personal data.
How do we use your personal information?
We use your personal information:
• To provide our U3A activities and services to you
• For administration, planning and management of our U3A
• To communicate with you about your group activities
• To monitor, develop and improve the provision of our U3A activity
• For delivery of the Trust publication – Third Age Matters (If you opt to receive it)
We’ll send you messages by email, post, other digital methods and telephone to advise you of U3A activities.
Who do we share your personal information with?
We may disclose information about you, including your personal information
• Internally ‐ to committee members and group conveners – as required to facilitate your participation in our U3A activities;
• Externally – for direct mailing for the Third Age Trust magazine – Third Age Matters. The magazine is distributed by a third party processor and your information is shared with the distribution company via a secure online portal if you opt to receive it. If you wish to change your option please contact the membership secretary
• If we have a statutory duty to disclose it for legal and/or regulatory reasons. In this instance we will seek to obtain your consent. Information would be shared without consent where there were serious safety concerns and it was felt to be in your or the U3As best interests to disclose information.
How long do we keep your personal information?
We need to keep your information so that we can provide our services to you. In most instances information about your membership will not be stored for longer than 12 months. The exceptions to this are instances where there may be financial, legal or insurance circumstances that require
information to be held for longer whilst the issues are investigated or resolved. Where this is the case member/s will be informed as to how long the information will be held for and when it is deleted.
How your information can be updated or corrected?
To ensure the information we hold is accurate and up to date, member’s need to inform the U3A as to any changes to their personal information. You can do this by contacting the membership secretary (firstname.lastname@example.org) . On an annual basis you will have the opportunity to update your information, as required, via the membership renewal process. Should you wish to view the information that the U3A holds on you, you can make this request by contacting the membership secretary – as detailed above. There may be certain circumstances where we are not able to comply
with this request. This would include where the information may contain references to other individuals or for legal, investigative or security reasons. Otherwise we will usually respond within one month of the request being made.
How do we store your personal information?
Aylesbury Vale U3A has in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use or modification.
Security measures include use of cloud storage, firewalls, use of a management database system.
Your membership information is held on a securely and accessed by Committee Members and Group Leaders – as appropriate.
Availability and changes to this policy
This policy is available on the website(www.avu3a.org.uk ) or in printed format from the membership secretary. This policy may change from time to time. Members will be informed via the newsletter and the monthly meetings when any material changes are made to Aylesbury Vale U3A’s policies and procedures.
If you have any queries about this policy, need it in an alternative format, or have any complaints
about our privacy practices, please contact the membership secretary
This policy was adopted on : 5 September 2019