On 2nd September, we held a Zoom meeting for the Chairs and Vice Chairs of u3as in the South East Region. It was encouraging to see so many u3a groups represented. They discussed the current challenges they were facing and explored potential solutions. Their discussions are summarized below.
Networks and Clusters
Historically, networks developed organically as a means of neighbouring u3a groups supporting each other – sharing suggestions for speakers, organising study days and suggesting solutions for potential administrative problems. Some networks remain strong units today. However, nationwide, many networks are finding it difficult to fill committee roles and attendance at network events is poor.
Reasons are unclear, but include the geographical size of networks and distances involved in travelling to meetings, especially when public transport connections are poor. Zoom and Teams meetings have taken the place of much face to face contact, but are not totally adequate. Our Kent Network finally closed last month. It remains to be seen how the u3a groups involved reorganise. The possibilities include smaller ‘clustering’ by neighbouring u3as and/or forming smaller networks.
At a recent Network Link meeting, the clarity of communication regarding networks and clusters was questioned and the suggestion made that national or regional definitions should be established. Currently, these structures operate independently without any hierarchical relationship. As informal local groupings, new networks and clusters may well cross regional and existing network boundaries
Sally pointed out that some U3As belong to 2 networks, Some do not belong to any network, but all belong to a region. She noted that the u3a regions and the Third Age Trust are gradually taking over some of the functions originally filled by networks, including communications, committee role support and direct contact with u3as.
The Challenges for Clusters and Networks
Clustering with neighbouring u3as may be a way forward for u3as to support each other. However, it was noted at the Chairs and Vice Chairs’ meeting that there are potential challenges. Convenient clustering and networking may cross regional boundaries and will need clear terms of reference. There may be differences in subscription costs and conditions of membership. For some u3as, the annual subscription is all inclusive. For others, the annual subscription is minimal and members pay as they go to their Interest Groups.
The general agreement of the meeting was to keep administration as informal and as simple as possible. If a member of a u3a group which operates a one off payment for all activities wants to use the facilities of another u3a where members pay when they attend, they would need to pay their way forward if that was the pattern in place, even if their own u3a uses an all-inclusive pattern. Sally emphasized the importance of local u3a groups maintaining their autonomy and agreed that the administration of clusters and networks is best kept as minimal and as informal as possible. She suggested that The Third Age Trust may soon provide clear guidelines for networks, if not clusters, too.
Committee Relationships and Challenges
The group discussed the frustrations that can be experienced by some committee members during their transition from working in a corporate environment to working in a volunteer environment. There can be a mismatch in expectations of a u3a chairperson with a background of working in the corporate world and the capabilities and expectations of a volunteer committee member. The advice shared included discovering the strengths of committee members and celebrating their contributions rather than expecting corporate efficiency. Gracious thanks to volunteers were acknowledged to be essential. A workshop for chairs from corporate backgrounds who are not used to dealing with volunteers was suggested.
Filling Coaches
Several Chairs sympathised with each other over the difficulty of filling a coach for outings and holidays. This is depressing when partnering with neighbouring u3a groups also fails. It was noted that the cost of coaches has increased significantly since COVID. Helpful suggestions included
- exploring what may be offered by the Association for Group Travel Organisers (AGTO).
- conducting member surveys to gauge interest before organising.
- organizing several convenient local pickup points
- focusing on day trips with included meals, rather than overnight stays
- using travel agents to organize trips with minimal financial risk to the U3A, while maintaining control over the group experience.
In Case Of Emergency ( ICE) Cards
Consensus on the use of these was not reached. There are strong feelings for and against using them. There are privacy and GDPR considerations and there is no official requirement to carry them by u3a or insurance companies. However, they are a personal convenience in the case of accident or unexpected illness and afford Group Leaders reassurance. Group Leaders are within their rights to insist on members of their group carrying ICE information. It is good practice for Group Leaders to request ICE details for coach outings and sporting activities. Mobile phones programmed with ICE details can provide a compromise.