Pant Memorial Hall committee always welcomes new members.The hall is and always has been run by volunteers, building on the original committee members who set the place up back in 1922. We are a charity, so nobody gets paid – but everybody gets thanked !
Joining the committee is a great way to get more involved in the life of the village, learn some new skills, meet new people from all walks of life and give something back. However much or however little time you have, there’s always something that can be done to help.
The original governing document determined that the institute should be run ‘without regard to sex, political or religious opinions’ and we continue to uphold those principles and more. The committee is and needs to be a cross-section of the village.
The governing document mandates a minimum of seven committee members – there’s no maximum. There are four main officers:
Committee chair: runs the meetings and is the ‘face’ of the charity (note that all trustees have an equal say, there’s no ‘boss’ in the structure – the ultimate team!). There is also a vice-chair.
Committee secretary: (or operations manager)…sends out meeting agendas, takes and sends out minutes of meetings, acts as general point of contact, deals with the charity commission, the council , the papers etc, handles publicity, manages hall maintenance.
Booking secretary: keeps the diary, takes bookings and provides hiring forms, information and keys to hirers. Bookings taken by phone and by a dedicated email address.
Treasurer: monitors the finances, sees that the bills are paid, pays out expenses, pays in cash and payments to the bank. Our accounts are held online and we pay and invoice via online banking wherever possible, so the treasurer needs a computer and internet access.
What else needs doing? Just a few examples: watering the plants, organising the remembrance service, weekly fire alarm check, monthly first aid kit and emergency light check, making tea at the bazaar, hosting the Pop Up Cafe, fixing things (we pay tradespeople and a cleaner but there are always small jobs that need doing), managing the website, advertising the hall.
We work hard to communicate properly – email access is useful but not essential. The idea is that anyone can delegate and split their tasks. Real life comes before the village hall, which means we need to be organised. The more of us there are, the easier it is.
Committee members are elected either at the March AGM or at a special committee meeting, so you can join at any time. Anyone wishing to resign may also do so at any time by writing to the chair of the committee.
There are four committee meetings a year including the AGM. Meetings are held at the hall in the evening, so are accessible for those coming from work. The only position that needs daytime availability is that of the secretary (and even that could be delegated). All others fit round the ‘day job’. We are volunteers and our hirers recognise that.
As the hall is a registered charity, becoming a committee member means becoming a charity trustee. This allows you to have influence on how the hall is run. For the current structure of the hall charity, trustees must be 18 or over and not disqualified from acting as a charity trustee. Here is the government guidance on being a charity trustee.
We are well aware of our responsibilities both to the charity and to our hirers, and we have all the required health and safety and risk policies in place.
If you are unwilling or unable to become a trustee, we also welcome volunteers (of course everyone is a volunteer!) Like the trustees, you can do as much or as little as you want – we always have a list of small things that need doing to keep the place looking good and working well. Please note that volunteers cannot influence how the hall is run nor handle finances.
Interested? Please get in touch to find out more. Email email@example.com