Our Constitution



1NAME – The name shall be “The University of the Third Age, Aylesbury Vale” (in this constitution called The U3A).
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
2.2.1In 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.
2.2.2Publish books, pamphlets, reports, leaflet, journals, films, videos, and instructional matter.
2.2.3Found and carry on schools and training courses and run lectures, seminars, conferences and courses.
2.2.4Encourage and assist in the formation and operation of area and regional groupings of other U3As.
2.2.5Receive 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.
2.2.6Do all such other lawful things as may be necessary for the attainment of the above Objects or any of them.
3.1Eligibility. 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.
3.2Termination The committee may terminate the membership of any member if:
3.2.1There is any money owed to the U3A in respect of membership or other fees after two (2) months from the due date.
3.2.2The 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.
4.1Committee-composition . The Committee shall consist of,-
4.1.1At least five and not more than ten members (excluding those who are co-opted) including the principal officers (Chairman, Secretary and Treasurer).
4.1.2Not 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.
4.1.3Persons 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.
4.2Committee-election, responsibility and period of office
4.2.1The 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.
4.2.2Nominations 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.
4.2.3Ordinary 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.
4.2.4The newly elected Committee shall take office at the conclusion of the Annual General Meeting.
4.2.5Election 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.
4.2.6In 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.
4.2.7The 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.
4.2.8Committee 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.
4.3Committee meetings.
4.3.1There shall be no fewer than four (4) Committee meetings in any twelve (12) consecutive months.
4.3.2The quorum for any Committee meeting shall be three (3) or one third of the Committee whichever is the greater.
4.3.3At 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.
4.3.4Special 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.
4.3.5The Secretary shall ensure that minutes are kept of all committee, sub-committee, annual general and special general meetings.
4.3.6The 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.
4.4Committee-finance. Liability and employment
4.4.1The 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.
4.4.2All proper costs, charges and expenses incidental to the management of the U3A may be defrayed from the funds of the U3A.
4.4.3The 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.
4.4.4No 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.
4.5Committee-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.
5.1The 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:
5.1.1Receiving and approving the Annual Report.
5.1.2Receiving and approving the examined accounts
5.1.3Electing the officers and ordinary members of the Committee
5.1.4Appointing an examiner for the accounts
5.1.5Considering proposals to alter the constitution subject to the requirements of Clause 8.
5.1.6Considering any other business which has been published in the agenda.
5.2A 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.
5.3The 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.
5.4Accidental omission to give notice to any member shall not invalidate the proceedings of any General Meeting.
6.1All 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.
6.2The 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.
6.3The 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
7PROPERTY.   Any property of the U3A shall be vested in the Trustees.
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.
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.

Revised 11/10/2018