Roles and Responsibilities for Eridge Village Hall Trustees
1. Chair
Primary Responsibilities:
Lead trustee meetings and ensure effective decision-making.
Oversee the overall management and strategic direction of the hall.
Act as the main spokesperson for the hall when liaising with external bodies.
Ensure compliance with legal and charitable regulations.
Mediate disputes among trustees or stakeholders.
Key Tasks:
Set agendas for meetings in collaboration with the Secretary.
Represent the hall at community events or council meetings.
Monitor the performance of other trustees and provide support.
Ensure alignment with the hall's mission and vision.
2. Secretary
Primary Responsibilities:
Maintain records of trustee meetings, including agendas and minutes.
Manage all correspondence on behalf of the hall.
Ensure compliance with administrative regulations (e.g., Charity Commission).
Organize and schedule trustee meetings.
Key Tasks:
Distribute meeting documents to trustees in advance.
Maintain a calendar of key deadlines and events.
File annual returns and reports to relevant authorities.
3. Treasurer
Primary Responsibilities:
Manage the hall’s finances, including budgets, bank accounts, and financial records.
Prepare regular financial updates for the trustees.
Ensure compliance with financial regulations and reporting standards.
Key Tasks:
Prepare the annual budget and oversee income/expenditure.
Present financial statements at trustee meetings.
Liaise with accountants and auditors (if applicable).
Manage payroll (if applicable) and oversee hall bookings revenue.
4. Marketing Trustee
Primary Responsibilities:
Promote the hall and its facilities to maximize bookings and community engagement.
Develop marketing campaigns and strategies.
Maintain and update the hall’s website, social media, and newsletters.
Key Tasks:
Create promotional materials (e.g., posters, flyers).
Engage with the local community to gather feedback and ideas.
Monitor effectiveness of marketing efforts and adjust accordingly.
5. Maintenance Trustee
Primary Responsibilities:
Oversee the upkeep, repairs, and safety of the hall premises.
Ensure compliance with health and safety regulations.
Develop a maintenance schedule and budget.
Key Tasks:
Conduct regular inspections of the hall’s facilities.
Coordinate with contractors or volunteers for repairs.
Maintain an inventory of hall equipment and supplies.
6. General Support Trustee
Primary Responsibilities:
Provide additional support across all trustee areas as needed.
Assist with ad hoc projects or events.
Act as a backup for other trustees during absences.
Key Tasks:
Attend meetings and contribute to discussions.
Assist with fundraising or community initiatives.
Step into other roles temporarily if required.
Suggested Timetable for Trustee Meetings
Frequency:
Quarterly formal meetings (e.g., January, April, July, October).
Additional ad hoc meetings as needed.
Meeting Agenda (2 hours):
10 mins: Welcome and introductions (Chair).
20 mins: Approval of previous minutes and action updates (Secretary).
30 mins: Financial review (Treasurer).
20 mins: Maintenance updates and safety review (Maintenance).
20 mins: Marketing and events discussion (Marketing).
10 mins: Customer relations feedback and issues (Customer Relations).
10 mins: AOB and next steps.
Term of Office and Re-Election
Term of Office:
Trustees to serve a term of 3 years.
Staggered elections to ensure continuity (e.g., 2-3 trustees reelected annually).
Re-Election:
Trustees are eligible for re-election for up to two consecutive terms.
A break of one year required after serving two terms before reapplying.
Succession Planning:
Identify potential successors and provide mentorship during the final year of service.
Conduct annual self-assessment to evaluate effectiveness.
Adopted March 2025