Oare Village Hall Committee – roles and responsibilities


Background


Membership of the Village Hall Committee has declined sharply over the last ten plus years, to such an extent that we no longer have the resources and manpower available to put on our village events and keep the Village Hall viable.


In order for the Hall to survive, we need new volunteers to join the Committee and share the administrative responsibilities and take on the officer roles of Chair, Treasurer and Secretary.


Leaving aside events, which have declined to almost zero, the Hall needs regular rentals to generate income and these have now virtually disappeared. We have two repeat bookings – Wiltshire Countryside Club (seven times a year max) and Parish Council (three times a year). In addition there are perhaps four ad hoc renters for parties, sports events, sales, etc. and use as a Polling Station. Financially, these are not enough to keep the Hall going and we only survive thanks to occasional donations and extremely tight financial management.


Even if we mothball the Hall, there is still a considerable amount of work involved.


Role of Committee members


  • Attend Committee meetings and the AGM
  • Help plan events and activities, including:
  • Promotion via website, Facebook, fliers, posters, Mailchimp, etc
  • Managing logistics eg catering for food events includes costing, purchasing food and bar supplies, organising cooks and helpers etc.
  • Help set up and run events and activities
  • Liaise with Hall hirers where required
  • Help maintain Hall premises inside and out
  • Volunteer for/elect Officer roles (see below)
  • Represent the Committee and be a community “champion”


Role of Officers


Besides carrying out the role of a Committee member, as above, the Officers have additional responsibilities.


Chair:


Role currently includes:

  • Chair Committee meetings and AGM
  • Prepare and deliver Chairman’s report at AGM
  • Be the public face of the Committee at events etc
  • Instigate events and ensure that they happen and are promoted etc
  • Risk assessments for Hall and events
  • Responsibility for governance of Committee and Officer roles


Treasurer:


Role currently includes:

  • Manage Hall bank accounts including paying in money, organising floats, paying bills, etc
  • Manage Hall bookings; liaising with hirers re keys
  • Manage utilities and insurance
  • Complete annual return to Charity Commission and manage CC website information
  • Prepare annual P&L accounts
  • Prepare and deliver Treasurer’s report at AGM
  • Liaise with Wiltshire Village Halls Association and other Village Halls

 

Secretary


Role currently includes:

  • Liaise with Chairman and members to set Committee meeting date; book Hall for meeting
  • Liaise with Chairman to set agenda; send agenda to members
  • At meetings, record notes and actions; after meetings, circulate notes and actions to Committee
  • Agree AGM date with Committee; book Hall
  • Print supplies of AGM agendas and previous minutes
  • Take minutes for AGM; circulate minutes afterwards
  • Submit Wiltshire Village Hall Association membership
  • Manage mailing lists


Other responsibilities of the Committee


Management of the Village Hall (currently shared amongst Officers)

  • Manage Hall maintenance/repairs – sourcing tradesmen, giving them access, paying their bills etc
  • Manage the Hall cleaner
  • Ensure supply of routine catering and cleaning supplies
  • Managing Wiltshire Council Premises Licensing


Marketing/Digital/Social Media

  • Promote Oare Village Hall events and other appropriate local community information via Oare Facebook page.
  • Respond to enquiries received via Facebook.
  • Promote Oare Village Hall events and other relevant local community information/news via the Oare website.
  • Create promotional artwork for flyers, posters, banners, digital etc.
  • Create and send promotional emails to Oare’s Mailchimp mailing list.