Scarborough U3A

Leaders Information

Welcome to U3A Scarborough 

Leader Information 

Introduction 

Group leaders are central to the success and effectiveness of Scarborough u3a. Thank you for taking on the task. We hope that as well as providing education and enjoyment to others you benefit from being a leader yourself. There are committee members appointed specifically to help you fulfil your Group Leader role.

Diz Dexter, Groups Coordinator

Mob: 07778 424077

Ann Stanton

Mob: 07766765996

Email: u3agroups@scarboroughu3a.co.uk

Diz or Ann will help you make best use of the information held on the website about your group, how it’s described, it’s membership and the management of the waiting list, if there is one. They are the people to contact if you are uncertain about any of the guidance provided here or if you have any problems or concerns about your group.

Joan Walker, Venues Coordinator

Mob: 07783 379836

Email: u3avenues@scarboroughu3a.co.uk

Joan secures our various venues, deals with the bookings and signs off the invoices ready for payment. If you have any accommodation concerns, please raise them with her.

Website 

Please familiarise yourself with the U3A website as you have access to facilities that will enable you to administer your course quickly. 

Your group member confidential information, register, group numbers and waiting list are available to you on the Scarborough U3A website.  You have the ability to email your members, accept waiting list members and print your register. 

Important Documents can be accessed by

The DOCUMENTS Tab on the website or Click Here

Group Register 

Your register is printed with the names of those people who have asked to be enrolled into your group and, if relevant, the names of people who are on the waiting list.  

IT IS VERY IMPORTANT that you complete a course attendance register at every session, for the following reasons -

Fire Safety and Insurance Purposes. This is a National U3A policy.
For the Group Leaders to identify non-attendance and thereby release spaces for other u3a members.
Venue Hire  Venues expect Leaders and therefore Scarborough U3A to have a clear understanding of who is on their premises.

PLEASE NOTE -

It is a legal requirement that an accurate register is kept for future reference purposes.

Completed Registers need to be emailed or given to the Group CoOrdinator at least every 12 sessions or, sooner.
You need to Inform the Group Coordinator when a change has occurred.

NON-ATTENDANCE 

A large percentage of our courses operate a waiting list.  Given this, it is important that we free up space for members, when able. If someone does not turn up to your group for 3 consecutive weeks without explanation, please contact the individual to check that all is well and also to inform them that continued absence will result in removal from the group. If they continue to be absent with no reason given, please remove them from your group, using the website facility. 

N.B. Ensure that your Group members are aware of this rule.

GROUP VACANCIES

If you have any vacancies, please allocate someone from the waiting list.   
If you have a new member on your waiting list who is not on any other course, please make this individual a priority if possible.

Please be aware that members can apply to join your group at any time. The decision to acceptis yours.

ACCIDENTS

SHOULD AN ACCIDENT OCCUR IN YOUR GROUP, PLEASE FILL OUT OUR ACCIDENT

REPORT FORM AS SOON AS POSSIBLE AFTER THE INCIDENT.  THIS IS NEEDED FOR

INSURANCE PURPOSES,

PLEASE NOTE THAT IF IN RENTED ACCOMMODATION, IT WILL BE NECESSARY TO GIVE

THIS INFORMATION TO THE INDIVIDUAL RESPONSIBLE FOR THE ACCOMMODATION.

Please access the link below to familiarise yourself with several important and useful documents you may need:

Click Here to view all documents

Click Here to access the Accident Form

RISK ASSESSMENTS

We have included a number of Risk Assessments in the DOCUMENTS Tab to assist you. 

Please familiarise yourself with them by accessing them on the Documents page.

Please Be Aware of The Following -

Emergency Exits unobstructed
Emergency Exits unlocked
Fire Extinguishers in place
Toilet facilities open, clean, paper available etc
Walkways free from trip hazards
Kitchen facilities accessible & clean
First Aid equipment accessible

Should you have any concerns please speak with the Venue and the u3a Venues coordinator

SERIOUS ILLNESS OR BEREAVEMENT

Please Inform our U3A Secretary - Gina Ennevor

Email:   u3asecretary@scarboroughu3a.co.uk

CANCELLED SESSIONS

If you have to cancel a session please let your group members know and if in a rented or free accommodation, please let both The Venue know and our Venues Coordinator.

The more notice that can be given to cancel a booking the less likely we are to be charged the rental, (most venues require at least 24 hours notice).  If ‘on the day’ due to illness or inclement weather, please - Telephone the venue directly and then let The Venues Co-ordinator know at u3avenues@scarboroughu3a.co.uk

Venues Contact Information

Ayton Village Hall- Back Room.	Booking Clerk Bev WIlliamson	01723 865033	bevwilliamson3@gmail.com
Beeforth’s Hive	Gemma Alexander	07874850291	gemma.alexander@northyorks.gov.uk
Burniston/ Cloughton Village Hall	Maria Kitching or Karen	01723 870831	maria.kitching@bcvillagehall.org.uk
Crossgates Community Centre Main Hall or Avocet room	Beryl Lufkin	01723583462	benjamin.Lufkin123@bintemet.com

Gatesgarth Close Community Centre	Laura Harrison	07973858009	Laura.Harrison@beyondhousing.co.uk
Newby & Scalby Community Hall	Gill Kendall	01723 500699	newbyandscalbycommunityhall@btconnect.com
Newby & Scalby Community Hub	Jools Marley	01723 354018	clerk@newbyandscalby-tc.gov.uk
Plaxton Court	Amanda Sedgwick	01723 340291	amanda.sedgwick@jrht.org.uk
Scarborough MATES	Treasurer Stacey Sutton	07760422734	scarboroughmates@gmail.com
South Cliff Bowls Club	Wendy Scrivener	07484871911	scriwy74@gmail.com
St James's Church	Jan Brittain	01723 341466	stjamesarts22@gmail.com
St Laurence’s Church Rooms	Sarah Readman Parish Administrator	01723 364858	office@stlaurencescalby.org.uk
Westborough Methodist Church Wesley Room	Carol Evans Premises & Letting Admin	01723 506926	Westmethchurch1862@gmail.com
Wreyfield Methodist Church	Gill Kirby	07895880846	gillykirby@talktalk.net

Expenses

Items UNDER £100 can be authorised by The Groups CoOrdinator.

Items OVER £100 must be approved by the committee so please contact

the treasurer, Stuart Summers

Email: u3atreasurer@scarboroughu3a.co.uk

Address: 4 Mayholme, Court 16,East Park Road, YO13 0PZ

ALL INVOICES AND RECEIPTS MUST BE SENT TO THE TREASURER

EQUIPMENT

Scarborough U3A owns:

2 x DVD Players

1 x Video Player

1 x CD Player

Amplifier with 2 speakers (Bose)

1 x laptop

2 x digital projectors

Speaker system to relay sound from DVD & Video

Blue tooth speaker

OHP

Whiteboards

Flip Chart

Pens

Large projection screen

National u3a Resource Centre has lists of DVDs, slides and videos available for loan on most subjects.  Please contact them on 

Tel: 0208 3150199

Email:  resource.centre@u3a.org.uk

Refreshments 

At Venues with available kitchen facilities, Scarborough u3a advises that the Group Leader charges £1 and provides refreshments e.g. Tea /Coffee etc. Any surplus funds must be passed on to the Treasurer Twice per Year.
Groups Held in Your Own Home: The decision to provide refreshments and whether or not you charge, is up to you. Monies collected do not belong to Scarborough u3a.