Last month, we featured a message from the Acting Chair /Admin of Camber Memorial Hall, calling out for help with the running of the hall.
The message proposed a rota where people only had to volunteer for one month at a time, to avoid any one person being bogged down by the needs of the role on a permanent basis. Each role is also open to a ‘job-share’ so no one has to do all of the tasks.
To keep the Memorial Hall open, the hall desperately need to form a “village co-operative”; where a large number of people take part on a small level.
That way, no one is overwhelmed and we, as a village, retain this most valuable asset. If you can help in any way, however large or small, please do come forward.
There are both admin and practical roles that need to be filled. Even if you can’t commit fully – could you take on a role for just 1 month?
The hall’s email address is enquiries@cambermemorialhall.org, you can send us a message via Camber Community Newsletter cambernews@hotmail.com, or speak to any existing Memorial Hall team member, who will pass your details to the committee.
Come on, Camber – Let’s keep our hall!
Positions that need to be filled
Admin / Chair Person
- To review daily email messages and respond accordingly, filing away within the Website system those of operational interest
- To monitor Hall phone messages and respond accordingly
- To monitor CCTV in respect of any incident
- To manage the team of rostered volunteers to ensure that the hall operation is running as per expectation, being adequately maintained, and in a good hireable condition
- To organise meeting dates, formulate and send out meeting agenda, ensuring committee members opinions and suggestions are input ready for discussion and chair each committee meeting
- To gather minutes of meetings and ensure these records are input on the latest Camber Memorial Hall website (new website currently being designed) – so as to maintain a record for Charity Commission annual submission along with the annual accounts of the Camber Memorial Hall Charity
- To ensure contractor quotes / invoices for maintenance and improvements are submitted to the committee for review and approval prior to request for the Treasurer to submit a payment
- To generally monitor that Camber Memorial Hall is up to standard and is being operated in and for the interests of the Camber community
- To maintain the key-box code numbers and ensure responsible hirers are aware of key-box code changes as well as monitoring of essential hall key cupboards
- To liaise with the whole team, ensuring everyone is aware of any day-to-day developments
- To remain aware and up-to-date on all financial accounts relating to the hall
Bookings Secretary
- To take and monitor the bookings
- To send out relevant documentation for perusal by potential hirers and obtain hirer signature on hire agreement form
- To ensure entry in the bookings calendar (relevantly colour coded) and, in liaison with the Treasurer, to ensure that paid-for bookings are shown as such (colour coded to reflect this) in the booking calendar
- To ensure that the Meet and Greet personnel are fully aware of expected hirers opening times and closing times for them to enable Meet & Greet
Funding Organiser
- This position can be shared but would normally be one person with this designated responsibility
- To source funding for the Memorial Hall via organisations such as Rother District Council, The National Lottery, local charities, and other funding opportunities, etc.
- To obtain the correct documentation to enable applications
For this role, there is no target to achieve, it just requires determination to source funding outlets , discuss any such findings with the committee and help apply if thought suitable.
Events / Media Organiser
- To search out and advise on any events that could be of interest for potential hirers
- To look at the potential of finding local residents who may be interested in organising or running special events at the hall (for example, darts, pool, table tennis or games / card playing nights, wedding receptions, birthday parties etc.
- To be responsible for the hall advertising, and notice boards affixed to the exterior walls to ensure these are continuously updated and pertaining to local businesses and events
Maintenance Supervisors
- To ensure maintenance is kept in check – heating, painting, building condition – internal and external
- To ensure winter heating system is in operation and monitoring oil tank refills when necessary
- To arrange quotes, preferably from local contractors, submitting quote options to the committee for approval and overseeing the works to ensure the hall is kept in as pristine and safe condition as possible
Hall Exterior Area Environment Persons
- To undertake gardening, clearing and maintaining, cut back bushes around hall and car park
- To install / remove car park entrance locked chain Camber ‘Red’ days
Hall Interior Cleaners
- To monitor and ensure interior is up to expectations and ready for hire and report back to maintenance supervisor any findings needing repair
Meet and Greet Personnel
- To open the hall to non-repeat hirers as confirmed by booking secretary
- To show hirers around the hall and its facilities, re-emphasise rules and regulations, and point out safety exits, fire extinguishers, kitchen utensils, etc.
- To ensure, after hire, the hall has been cleaned by hirer and everything is back in order, including rubbish, etc., and ensure lights are off and the hall is locked up
- To report to the Treasurer / Acting Admin / Chairperson the result, for the return of deposit – or not – as the case may be
