U3A Sunbury

Note: The roles below are not a listing of Committee positions. Rather, it outlines basic roles needed by Sunbury U3A. Some Committee members may hold more than one role.
Not all persons handling these various roles need to be on the Committee of Management, they could be a Key Volunteer, or a member of a sub-committee. Key Volunteer positions are appointed by the Committee.

The only Committee positions required to be filled under our Rules of Incorporation are the four Committee Office Bearers (President, Vice-President, Secretary and Treasurer). Office Bearer positions can only be held for a maximum of three years.

SUNBURY U3A ROLE DESCRIPTIONS RATIFIED FEBRUARY 2024

Note: The roles below are not a listing of Committee positions. Rather, it outlines basic roles needed by Sunbury U3A.
Some Committee members may hold more than one role.
Not all persons handling these various roles need to be on the Committee of Management, they could be a Key Volunteer, or a member of a sub-committee. Key Volunteer positions are appointed by the Committee.

President (Office Bearer):

Seek continuous improvement and actively work towards achieving clear goals in areas including funding, accommodation, volunteers, members, courses, events, technology and publicity.
Oversee the strategic planning and policy development.
Actively promote and establish links with other community, government, business and U3A groups, in consultation with the Media Liaison Officer.
Provide direction, motivation and support to all committee and Sunbury U3A members.
Ex-officio member of all sub-committees with right to attend meetings as required.
Chair all committee meetings, including the Annual General Meeting.
Present progress reports at each committee meeting and AGM.

Vice-President (Office Bearer):

Seek continuous improvement and actively work towards achieving goals in areas including funding, accommodation, volunteers, members, courses, events, technology and publicity.
In consultation with the president manage the strategic planning and policy support process.
Provide an additional source of leadership and support to the committee and Sunbury U3A membership.
Assist the President as required.

Treasurer (Office Bearer):

Work within the framework of the Sunbury U3A Finance policy and Standard Operating Procedures.
Maintain records of income and expenses for Sunbury U3A, including tracking grant income and expenditure.
Monitor the payments of subscriptions of new members in consultation with the Membership Secretary.
Manage the collection of annual subscription fees.
Record payment of current members’ fees and activate member via UMAS.
Distribute receipts for cash payments and reconcile these with UMAS reports.
Monitor payments for events, record members’ payments on UMAS and liaise with the Events Co-ordinator on these payments as required.
Ensure that fiduciary standards are maintained and ensure all expenditure has committee approval.
Act as contact with Sunbury U3A’s bank and grant bodies.
Submit Sunbury U3A data to Consumer Affairs each year.
Maintain, update and pay insurance policies on behalf of Sunbury U3A.
Present financial statements at each committee meeting and AGM
Prepare and present an annual statement and future budget for approval by the Committee.
Assist with applications for funding and grants.

Finance Group – not yet addressed

Secretary (Office Bearer):

Become familiar with and ensure the Constitution and Rules and By-Laws of Incorporations under which Sunbury U3A operates as an Incorporated Body are followed.
Act as contact person with the U3A Network, the Department of Consumer Affairs, Hume City Council and other bodies providing services to Sunbury U3A. Filter emails and distribute to relevant committee members.
Maintain official records of important correspondence, meetings and policy documentation.
Ensure membership records are securely maintained in consultation with the Membership Secretary.
Submit Sunbury U3A membership data to U3A Network Victoria each year.
Assist with applications for funding and grants.
Prepare and distribute the agenda for committee meetings and AGM.
Take notes and record decisions made at committee meetings and AGM, and produce minutes which, once approved at the subsequent meeting, become a final record.
Support the Treasurer in reporting requirements to Consumer Affairs, Victoria.
Make minutes of meetings available to the Committee.
Generate and respond to official correspondence as required.

Membership Secretary:

Manage members details in Sunbury U3A Members Administration System (UMAS) with UMAS coordinator.
Collect and process new membership fees and follow up any outstanding fees and support the treasurer in processing membership fees on annual rollover.
Produce and distribute membership name tags as requested.
Act as the point of contact and send out welcoming information to new and potential members.
Ensure membership records are securely maintained in consultation with the Secretary.
Provide regular orientation, at the beginning of each term, for new members.
Present the report of new memberships to each committee meeting.
Decease members on UMAS as required and review membership types in consultation with the Committee, Courses Co-ordinators and UMAS Administrator.

UMAS Coordinator

Oversee and maintain all aspects of the Sunbury U3A Members Administration System (UMAS).
Provide UMAS assistance, instructions and training for administrators, coordinators, group leaders and members.
Perform system upgrades and rollover procedures as required.

Courses Coordinator:

Actively work towards achieving an interesting and entertaining range of courses and events.
Prepare and publish updated course information and timetable through UMAS and website each term.
Liaise with Webmaster to ensure all courses information on the website is current and accurate.
Meet with new leaders and introduce them to the spaces where they will be hosting their courses.
Liaise with, encourage, and support potential and current group leaders on an ongoing basis.
Liaise with venue owners regarding bookings and access for rooms and facilities for courses.
Assist Committee to arrange new venues as required.
Conduct meetings with group leaders individually at the end of each term, and at least one combined tutors’ meeting per annum.
Prepare progress reports for committee meetings.
Assist UMAS Coordinator with end of year Rollover procedures.

Courses Group:

Monitor enrolments in Courses.
Assist the Courses Coordinator as required.
Assistance may include:

o Supporting new and existing group leaders as required.

o Arranging venue bookings or equipment for courses.

o Inputting course details into UMAS.

o Liaising with Webmaster to add course details to website.

o Managing attendance records and monitor UMAS wait lists to fill any vacancies.

o Following up emails.

o Withdrawing members from courses. o Adding wait-list members to courses.

Webmaster:

To be the primary contact for all members and committee regarding all things related to the website design, performance and content.
To advise the committee on how best the website may be used, and on future developments, updates, and enhancements.
To report to committee at the appropriate forums on the status of the website.
To ensure the website is maintained at a standard acceptable to committee and members.
To develop pages and posts as requested in the appropriate layout and design.
To ensure the requested pages deliver what is required and meet member’s needs.
To ensure that the website always has the latest updates for members on urgent matters such as notices.

Webmaster Support:

To act as a backup to the Webmaster when needed. i.e. In the event of vacations, illness etc.
To ensure that the ‘backend’ of the website contains the appropriate tools for the Webmaster to carry out their responsibilities.
To ensure that the website is monitored for changes so that problems or mistakes can be remedied quickly and efficiently.
To ensure that the websites statistic package provides usage data to the Webmaster and committee.
To advise the Webmaster on actions required to clean up the website, manage change over at year’s end, and ensure it manages its memory and speed.

Events Coordinator:

Actively work towards achieving an interesting and entertaining range of speakers, events and outings.
Arrange team meetings to collectively discuss ideas about what guest speakers, events and outings are going to be organised for the next term and ideally beyond, with each team member specifying how they would like to contribute.
After the meeting the Event’s Coordinator prepares a program for the next terms guest speakers, events and outing and which is provided to the Committee and the Events Team Leaders, to enable them to follow through with arranging/organising their guest speakers, events or outings, ensuring that their part of the program is met.
Prepare and publish details of the guest speaker, events and outing term program to members so that they can register their interest and inform IT Webmaster so that details can be published on the Website.
Manage the database of the guest Speakers, events and outings in Sunbury U3A Members Administration System UMAS with IT Webmaster.
Liaise with, encourage and support potential and current group leaders on an on- going basis
Work as part of the team by also arranging guest speakers, events and outings.
Act as host to guest speakers that Events Coordinator has organised, and ensure that facilities and audio/visual equipment are set up as required for all guest speakers, and to purchase gifts for the guest speakers.
To liaise with Team Leaders and Treasurer when deposits or final payments for outing and events have to be made or President/Vice President if support is needed.

Guest speaker, events and outings Team Leaders:

To be an active member of the Events Team putting forward ideas and following through with the arrangements of providing guest speakers and organising events and outings that individually have been suggested and allocated as part of the total Events program for that term.
To liaise with the Event’s Coordinator, to seek assistance if it is required and to advise if there are any problems that would interfere with the outcome of the Event’s term program.
To monitor the reports program in UMAS and to send detailed information of event or outing that has been arranged, to members that have registered for the event or outing.
On the day of the Guest Speaker/s, that the team leaders have arranged, to act as host and for an event or outing to act as the leader, registering names of members who have attended, linking in with venues that are being attended and to provide support and assistance to members where needed.

Policy and Procedure Officer:

Develop, review, distribute, revise/update the policies, procedures and associated documentation.
Adhere to U3A Sunbury’s Constitutional standards and requirements.
Ensure the policy and procedure creation process is followed and content is properly reviewed by the committee of management prior to submission for publication.
Maintain and distribute policies, procedures, guidelines and forms via email for review by the committee of management.
Ensure all policies, procedures, guides and forms are registered once final approval by the committee of management and prior to publishing on the website.
Assist in training other members to take on the role where required.

Policy Group – still to be completed

Media Liaison Officer:

Create advertisements for publications to promote Sunbury U3A activities.
Identify where promotions are to be displayed.
Submit any promotional material for approval to Sunbury U3A Committee of Management for any paid advertising.
Create newsletter to promote Sunbury U3A and identify events and courses on a term-by-term basis.
Promote need for volunteers and tutors

Equipment and Property Manager: ( not yet reviewed)

Arrange repairs to property as required through property owners.
Maintain and update records of lease agreements as required.
Liaise with Treasurer to ensure venue rental is paid as required.
Maintain the assets and key register for Sunbury U3A.
Ensure equipment is in working order and stored correctly.
Arrange inspections and safety checks of facilities and equipment as required.
Arrange appropriate disposal of obsolete/damaged items.
Train group leaders in equipment use as required.
Obtain required supplies and equipment approved by Treasurer for group leaders and committee members.

Delegate Network Representative: (this role is generally performed in conjunction with another role) (not yet reviewed)

Regularly attend and participate in U3A Network meetings as the Sunbury U3A representative.
Present reports of Network meetings to each committee meeting.

U3A Sunbury

Sunbury U3A is highly regarded as a vibrant, proactive and relevant organisation, embedded within the Sunbury community, with a focus on generating quality opportunities for seniors to participate in life-long learning and fellowship.

U3A Sunbury Committee Members and Key Volunteers – Overview of Roles