Annual General Meeting 2024

Our next AGM will be held on Thursday 23 May 2024 at 19:30 at Ambrosden Village Hall. The public are encouraged to attend! We will be recruiting for the roles listed below:

Chairperson

1. To chair committee meetings and the AGM
2. To prepare meeting agendas in consultation with the secretary
3. To plan meetings
4. To represent the group and speak on its behalf
5. To act or take decisions for the group between meetings, if necessary, after consultation with other officers
6. To sign, and occasionally write letters, on behalf of the committee
7. To lead on grant applications and fundraising
8. To support and encourage other members
9. To lead and produce ideas
10. To be one of the designated cheque signatories

Vice-Chair

1. Deputise for the Chairman when required to do so.
2. Take the lead in initiating improvements to the aesthetics of the Hall and the fabric of the building
3. Lead the efforts to improve the Hall’s storage facilities
4. To handle user feedback and complaints
5. To be one of the designated cheque signatories

Secretary

1. To prepare agendas for meetings in consultation with the chairperson
2. To call meetings and circulate the agenda and any other papers
3. To call the AGM, with publicity sent out within the timescale set out in the constitution
4. To take and record minutes of committee meetings and the AGM and ensure minutes of the previous meeting are agreed by the committee and signed by the chairperson
5. After meetings, to inform members who were absent of any actions agreed
6. To receive correspondence and report appropriate parts to the committee
7. To keep the minute book, a copy of the Trust Deed and constitution and any other committee records, and maintain the file repository (online)
8. To be one of the authorised cheque signatories
9. In cooperation with the Treasurer to complete the returns required by the Charity Commission

 Treasurer

1. To keep a record of day-to-day financial transactions
2. To control petty cash and receipt all petty cash payments
3. To check bank statements and reconcile them with the cash book
4. To prepare (or have prepared) end of year accounts
5. To arrange for the independent examination or audit (depending to turnover) of the accounts
6. To ensure bank mandate forms are completed and up-to-date
7. To prepare the annual report and present it to the committee for agreement
8. To be one of the authorised cheque signatories
9. To prepare an annual budget for consideration by the committee
10. To monitor income and expenditure against the budget
11. To report the financial situation to the committee regularly (at every meeting if possible and at least quarterly)
12. To report any financial irregularities
13. To report on the end of year accounts to the AGM in co-operation with the Secretary to prepare the annual return to the Charity Commission

Bookings / Social Media Secretary

1. Main point of contact for regular (weekly, monthly and annual) users
   1. Managing bookings for regular users
   1. Producing invoices and monitoring/chasing payments
2. Primary point of contact for people enquiring about booking the hall for a single event
   1. Communicate facilities and times available
   1. Communicate (in writing and verbally) Terms and Conditions relating to hire
   1. Produce invoices and monitor payments
   1. Returning deposits after single bookings
   1. Provide a visit (if required) and access (via key safe code given just before event)
   1. Check the hall for cleanliness
3. Management of the bookings email
4. Management of the Hall website and Facebook page
5. Liaising with the Treasurer regarding booking income
6. To be one of the authorised cheque signatories

Operations Officer

1. To monitor insurances and any licences required
2. To oversee any health and safety checks and ensure notices are displayed
3. To manage and keep updated the Village Hall Operations Manual
4. To manage the list of and bring for review all current and new policies and procedures of the hall, including the hire terms and conditions over the course of the year

Events Officer

1. To coordinate, schedule and arrange events over the course of the year (e.g. quiz nights, bingo nights, village celebrations, fundraising, etc)