u3a

Nottinghamshire Network of u3as

Group Coordinators PSG: Notes from meetings

Click this button to return to PSG page

September 2026:

Meeting notes summary prepared by AI from supplied minutes.

Meeting details

  • Group: Nottinghamshire Network of u3as — Groups Coordinators PSG
  • Date: 10 September 2026
  • Time: 16:30 (Zoom)
  • Prepared by: JH

Attendance

  • Present: LT, HT, AL, SM, IH, LL, IS, PW, JH
  • Apologies: JT, PF, LJ, JM, AE, LM, BP, ALew, JTh, PB

Key points (summary)

  • June workshop feedback
    • No single reason identified for lower attendance compared with the previous year.
    • Thanks noted to those who responded to the query.
  • Networking / contact sharing
    • Few asked to be put in touch with other Group Coordinators.
    • Email addresses were shared where requested.
  • Introductions
    • Attendees introduced themselves.
    • Mix of new and experienced coordinators; representation from both large and small u3as.
  • Adapting groups without a leader
    • PW described converting a History Group into a social format where members bring items of interest, enabling the group to continue.
  • Suggested topics for Group Leaders’ meetings
    • Awareness of u3a policies, guidance and required paperwork.
    • Use of Beacon membership/administration system.
    • Financial arrangements for groups.
    • Risk assessments and safety procedures.
    • Refreshment arrangements and informal formats (example: a pub lunch encouraged open discussion for a smaller u3a).
  • Copyright and performing rights
    • Agreed importance of correct handling.
    • Kate Cowan presentation and the national u3a guidance sheet referenced as primary guidance.
    • Presentation and guidance attached for reference.

Next meeting

  • Date: Tuesday 16 February 2027
  • Time: 16:30 (Zoom)

March 2026

Meeting details

  • Group: Nottinghamshire Network of u3as — Groups Coordinators PSG
  • Date: Wednesday 18 March 2026
  • Format: Zoom
  • Prepared by: JH

Attendance

  • Apologies: SS, PF, BP, LJ
  • Present: AM, LB, SB, AL, ALi, PW, AE, BB, SM, JH

Introductions

  • Mix of experience from a few months to five years.
  • u3a sizes ranged from under 100 to about 1,300 members.
  • Most currently run an average number of groups.

Ideas for unusual groups

  • Fashion — advice available from AM.
  • Pool and snooker groups exist; practical challenge is finding tables.
  • Some groups continue to meet on Zoom.
  • Jigsaw groups popular; various swapping systems used.

Sustainable groups

  • Collaborative running helps groups continue.
  • Monitor waiting lists to assess demand and consider starting additional groups.
  • Insurance: mixing members with non-members can invalidate cover.
  • Recruitment: talk to new members to fill groups.
  • Clusters: arrangements and uptake vary; some clusters limit cross‑u3a group joins (example: max three groups). Suggest discussing cluster use at a Network meeting or workshop.

Misconduct and complaints

  • Workshop “Dealing with Complaints in your u3a” is being revised.
  • Advice: address issues promptly and seek help from the u3a office when needed.

Next meeting and events

  • Proposed next meeting: Thursday 10 September 2026 at 16:30 (consider starting 15 minutes later to aid attendance).
  • Network workshop: Face‑to‑face workshop at Newstead Community Centre on 1 June; Groups Coordinators expected to be involved.

September 2025:

At the meeting in September 2025 the following ideas were discussed:

Ideas for Recruiting New Group Leaders

  • With support from the Coordinator, encourage members to take it one month at a time, taking turns to plan a meeting/visit
  • Share aspects of the role - emailing members, booking room, refreshments, finance etc
  • Just have one coordinator to deal with admin but otherwise members are expected to take turns
  • Encourage announcements and presence at the monthly meeting
  • Some groups may like to make a presentation about what the group does. These last two can demystify what a GL actually does.
  • Produced a checklist to help new GLs with the process of setting up a new group. 

Managing Difficult Participants

  • Advise leaders to consult the coordinator for support and practical suggestions.
  • Address issues promptly and gather perspectives from all involved before acting.
  • Act early if members express intent to leave, aiming to resolve conflicts and retain engagement.

Engaging Former Committee Members

To retain the experience and enthusiasm of outgoing committee members, it was suggested that they could be invited to help start duplicate groups when existing ones reach capacity.

Next Meeting

Please note the next meeting will take place on Wednesday at 4:15 pm, 18th March 2026. (The date has changed due to the East Midland regional event taking place on the 11th March 2026

April 2025

Here’s a quick round-up from our Groups’ Coordinators meeting held on Monday 28th April. Thanks to all who attended—and to those who sent apologies.

Attendees

Representatives joined from various local U3As, including Warsop, Mapperley, Newark, Beeston, Mansfield, Southwell, Burton Joyce, and Ravenshead.

Sharing Ideas & Good Practice

  • Beeston U3A gave insights into their impressive setup: with over 1100 members and 100+ interest groups, they have four Group Coordinators. Each manages a quarter of the groups by category (e.g. sports, languages) and plays a key role in launching and supporting new activities.
  • Calligraphy is gaining traction! Beeston and Mansfield run groups already, and Southwell expressed interest in a short introductory course. Know someone who might lead it? Let us know!
  • A new Spanish Group may be starting in Newark, with inspiration drawn from existing groups in Beeston and Burton Joyce.
  • Southwell’s Short Courses Programme was highlighted. It’s run by a small committee team with a pre-agreed budget, making all courses free to members—brilliant for reducing admin! The format has been successful for 2–3 years, covering topics like:
    • First Aid (via Red Cross or St John)
    • Fire Safety (fire service-led)
    • Financial Advice & Future Planning
      More ideas and potential repeats are welcomed.

Upcoming Events & Dates

  • Notts Network Event: Tailored to Group Coordinators. A poster is available—please check if you haven’t seen it! Can't attend? The national Interest Groups Matter workshop might be a great alternative—details on the U3A national site.
  • Next Zoom Meeting: Set for Tuesday 2nd September at 4:15pm. Add it to your diaries!

Final Notes

The meeting wrapped up at 4:50pm, and we didn’t need the backup Zoom link. If you have questions or want to follow up on anything discussed, feel free to contact me.

Looking forward to seeing many of you on June 23rd!

Warm wishes,
J.H.
Groups’ Coordinators PSG organiser

NOTE: This report was created by AI from supplied minutes, TM