FARNHAM U3A Minutes of the Committee Meeting held on Monday 10 th April 2017 at 3.30 p.m. in the Farnham Maltings 1. Present Sue Willson (Chair), Jo Watson (Vice Chair), Mary Williams (Hon Secretary), Glennis Turner (Hon Treasurer) Ann Vickers, Mike Love, Val Atkinson, Anne Connolly, and Nickie Brander In attendance Ron Mansfield, Malcolm Ellis, and Gill Smith 2. Apologies Erica Currie, Pete Wisbey, Michael A'Bear, and Ian Webster for anticipated late attendance 3. The Minutes of the Meeting of 6 th March 2017 were approved by the committee and signed by the Chair. 4. Matters arising (i) Mary Williams reported that she has thanked Rosie Ellis for her photography for the website. Ron Mansfield was also thanked for photographing members of the committee. Jo will photograph any other members who have not yet been taken. Jo suggested that anyone wanting copies of photographs should ask Rosie direct. Action: Jo (ii) Mary has bought 2 rolls of flipchart paper for emergerncy use. These will be stored in the U3A cupboard where group leaders can access them if needed.. Group leaders will need to supply their own soluble pens for use with the flipcharts. It was reported that the cupboard is always being left open. Also that one group kept a key for the whole of a session which was hugely inconvenient. Previous notices on the door have either disappeared or been ignored. It was agreed that It was concluded that the groups who actually use the cupboards should be made aware of their responsibility to return things and ensure the cupboard is locked. Val Atkinson can supply the necessary information. Ron will send out an e- mail to all people who use the equipment. Action: Val, Mike, Ron and Nickie (iii) Mary pointed out that there was a misprint in the agenda which should have read splitter not splatter. Ann Vickers will check with Pete that he has made the purchase as proposed. Action: Ann (iv) The Chair felt that all members of the committee should take copies of the Third Age Magazine for its informative contents. It was agreed that Mary may take names and addresses from the data base to arrange for this.
(v) The Farnham U3A Quiz team were congratulated on achieving runner up in the inter U3A Quiz. They came 2 nd. out of 22. (vi) Eileen has found that researching the history of Farnham U3A is too big a project for her to cover on her own. However she will do what she can and report back to the committee. The U3A Local History Group, of which Jo is a member, might be asked to take it further. It was agreed that it is important that all U3A members should be aware of the aims, ethos and history of Farnham U3A. This could be included as a single page document on the Farnham U3A website. Jo will get something together to that effect and run it past Sue. Action: Jo, Sue (vii) Mary will write to Ian Johnson to formally confirm the invitation to be honorary examiner. (viii) There have been two complaints that need addressing. First the problem of members' mobiles ringing during lectures and group meetings. It was agreed that group leaders should be asked again to point out the rules regarding this nuisance on a regular basis. Secondly the lack of a room plan on display, on a notice board for example. The Maltings building has a confusing layout and such a plan would be invaluable, especially to new members. Sometimes groups are moved at the last minute to an unfamiliar location. There could be a Health and Safety issue involved. Nickie said that such a plan could be included in the programme, and on the Website. Mike Love agreed to take this issue up with the Maltings. 5. Reports from committee members Reports have been circulated in advance. Action: Mike, Nickie Jo further reported that the quotation for printing the trifold leaflets by Treloars of Alton is very reasonable at 185 per 1000 copies. The committee gave unanimous approval for her to go ahead with this. She will ask Treloars for the lead time for printing the programme. It was suggested that Jo also get a quotation for membership cards, and address labels as well. Sue thanked Jo for making this contact which will be a great asset to Farnham U3A. Jo reported that there is a full coach for the visit to Kew Gardens. Action: Jo 6. Points for discussion (i) The Dementia Alliance website was reportedly uninformative. Sue will ask Alastair Shanks to come and give a brief outline of say 10 minutes to raise awareness in our committee members. Action: Sue (ii) Glennis has looked at the new Beacon System of managing membership payments. It would be of most benefit to those who struggle with their administration, in particular new groups. It would be a huge project for Farnham U3A to move to a new system. The system currently in operation is working well.
Nickie observed that the Beacon System offered a welcome transparency and ease of access with everything in one place. It would be helpful to have the information on which member is in what group or groups easily available. To that effect group leaders will be asked to send a type written list of all those members registered with them, and all those who are on their waiting list. Action: Nickie Sue suggested that Glennis, Anne and Nickie consider whether they think that the Beacon System would be useful to Farnham U3A in the future probably it was not likely to be the case at present.. Action: Glennis, Nickie, Anne This brought the meeting to discuss registration day. More people will will required on duty on that occasion. (iii) Donations in memory of Eva Mack have reached 585. The idea was thought to be that it be used for the benefit of Farnham U3A. Improved sound equipment or other IT equipment was not thought to be needed at this time. Malcolm suggested funding a lecture in her name which was unanimously approved. As Eva Mack was a keen gardener a lecture from a member of the RHS at Wisley was thought most appropriate and Sue will look into it. It was agreed that the Barley Room would be the most suitable venue. Mike will check cost and availability and also ask about the cost of hiring the Great Hall. Action Sue, Mike (iv) Nickie has had 55 positive responses to the Group Leaders' meeting. She has a very full agenda. She needs help with mikes/sound system, and will discuss this with Ann. She also asked the committee's approval to potentially add a requested second yoga group, led by a professional teacher, Judy Alexander. This could take place at The Sands Village Hall which has ample free parking. Mike will attend one of her sessions to check her suitability. Action: Nickie, Ann, Mike (v) Mary proposed a simple black cloth printed with U3A logo in white, to use as a table cover, at the cost of between 100 to 150. It was approved. She will look into the purchase of material, and the printing and report back. (vi) Ann reported that she now has 7 tables for the Quiz in May which will take place in the Long Kiln room. They are only one person short. Standby substitutes would be useful. Malcolm will do the scoring with Ian's help. Ann will ask members of the committee to help on the day. Any other business Action: Ann, Malcolm, Ian (i) Nickie reported that as no member volunteered to take over the play reading group Margaret has already closed it down.
(ii) The two projectors that Ron has been inspecting are not powerful enough for the Barley Room and are complicated to use. They could be sold. (iii) The leader of the Animal- Human Relations group requested tuition in using a projector. Meeting room 2 is not suitable for projection. Nickie and Mike will search for an alternative. Action: Nickie, Mike (iv) Mike is still hunting for options with regard to room allocation. Nickie reported that new groups have appeared willing to have lunchtime meetings, which will ease the pressure. (v) Ann reported that Alan Little asked to be relieved of committee duties. Ron and Pete work well together and would like a third to back them up. Ron indicated that he has someone with suitable qualifications in mind, who is not yet available but hopes to be so shortly. Action: Ron (vii) Ann will write to Laurence to clarify whether or not he wishes to stay on the committee. Action: Ann (viii May. Ann reported that the painting group will be exhibiting their work in the Riverside Cafe in (ix) Anne Connelly reported that Stuffing Day will now be Thursday 3 August in the Cellar Bar thus saving carrying boxes up and down so many stairs.. (x) The next meeting will take place at 12 Noon on Monday 8 th May 2017 at the Farnham Maltings There being no further business the meeting was closed at 5.25pm.