GOVERNANCE STRUCTURE – U3A BALLARAT
U3A Ballarat is an association incorporated under the Victorian Associations Incorporation Reform Act 2012 operating in accordance with that Act.
U3A Ballarat is run by its members, for its members as a not-for-profit association, managed by a committee comprising office holders and ordinary committee members.
Our registered details
U3A Ballarat Incorporated
No A13304K
RULES OF ASSOCIATION
U3A Ballarat Rules of Association
The rules of governance by which U3A Ballarat operates are largely based on provisions set out in model rules as published by Consumer Affairs Victoria. These Rules are taken to constitute the terms of a contract between the Association and its members.
These Rules set out the purposes and powers of the Association as well as the membership requirements, general rights of members, disciplinary powers, grievance procedure, provisions relating to the Committee of Management, annual and general special meetings and elections.
COMMITTEE OF MANAGEMENT
As a member of U3A Ballarat it is important to understand the role of the Committee of Management in the governance structure.
U3A Ballarat is a not-for-profit incorporated association and committee members, like all those who give their time to facilitate day to day functions, they do so in a voluntary capacity.
The governance of the Association is the responsibility of the Committee of Management who provide collective leadership and direction.
Members
The Committee of Management comprises members who are elected from and by the wider membership at the Annual General Meeting.
Upon election, Committee of Management members commit to providing good governance to the membership and to work within the framework of the Rules, policies, procedures and guidelines, as approved.
In undertaking their roles, committee members take on responsibility for ;-
– making decisions in the best interests of the association
– ensuring compliance with legal and rule requirements
– the effective management and financial viability of the Association
– settling strategic aims and direction
– keeping proper records
– developing policies consistent with the legal framework
Composition of Committee
Office Holders
President
The President runs meetings and represents the association at public events
Vice President
The Vice-President assists the President and can take on the leadership role in the Presidents absence,
Treasurer
The Treasurer is responsible for the financial affairs of the association with committee oversight.
Secretary
The Secretary has responsibility for maintaining a Register of Members, organizing meetings, taking minutes, dealing with correspondence, compliance with registration and AGM requirements and record keeping.
In addition to these office holders, the Rules provide for the committee to comprise the Immediate Past President and ordinary members.
POLICIES AND PROCEDURES
To aid the Committee in its governance role, the following policies have been adopted to facilitate the operation and management of U3A Ballarat and provide clarification and guidance to members.
Terms and Conditions of Membership
The purpose of this document is to set out the terms and conditions under which membership and renewal of membership of U3A Ballarat Incorporated, is provided. Members must agree to these Terms and Conditionswhen applying for, or renewing, membership.
Terms and Conditions of Membership
Code of Conduct
The Code of Conduct of U3A Ballarat seeks to establish acceptable behavior and ethical standards for the Association and its members. It provides a framework for members to act ethically, responsibly and respectfully, and to foster a positive and safe environment for all.
Privacy Policy
This policy outlines how U3A Ballarat handles personal information to ensure compliance with legal, ethical, and operational standards. It applies to all U3A Ballarat members and volunteers, and any other individual or entities who access or handle our data.
Risk Management Policy
This Policy (and others referred to in the Policy) identify potential risks and the procedures that will, as far as is possible, minimize the incidence of risk and mitigate the impact of any risk that eventuates.
Risk Management Procedures and Tutor/Convenor Undertaking.
1a. 2026 Risk Management Procedures – indoor classes all venues.pdf
1b. 2026 Tutor-Convenor undertaking – indoor classes all venues.pdf
2a. Risk Management procedures-outdoor groups.pdf
2b. 2026 Tutor-Convenor undertaking – outoor classes.pdf
3а. Risk Assessment Procedures- Bushwalkers and Cycling.pdf
3b. 2026 Tutor-Convenor undertaking -bushwalkers cycling.pdf
4a. Risk management Procedure-Share Your Garden.pdf
5b. 2026 Tutor-Convenor undertaking -BGMAW.pdf
6a. 2026 Risk Management Procedures – ONLINE CLASSES.pdf
6b. 2026 Tutor-Convenor undertaking -ZOOM.pdf
Blake Gordon Manual Arts Workshop
The Blake Gordon Manual Arts Workshop is a U#A Ballarat facility located at the Ballarat Specialist School Farm Senior School campus in Norman Street, Invermay. The manual sets out the specific procedures to manage risks and create a safe working environment for all those using the facility.
BGMAW Operating and Health and Safety Manual
Injury and Incident Reporting Policy U3A Ballarat recognizes that the health and safety of its members and volunteers is important. This Policy requires injuries and illness resulting from accidents or incidents that occur in a U3A Ballarat context to be reported and investigated and the forms that must be completed when an injury or incident occurs.
Injury and Incident Reporting Policy
Injury and Incident Report Form
City of Ballarat BNCC Incident Report Form
Refund Policy U3A Ballarat is a voluntary self-funded not for profit association that provides a wide range of educational activities at a minimal cost to it’s members. This policy sets out the process and guidelines the Committee of Management apply when a request for a refund of a membership or other fee is made. In general, membership subscriptions are nonrefundable except in unusual circumstances.