Volunteers Required - Fancy doing something interesting?

GOOD GOVERNANCE

To review the good governance documentation available to the Trustees, advise them on the need for compliance with various laws, the need to development new policies; and modify this list accordingly.

GRANT APPLICATIONS Urgent

To draft proposals and plans for submission to grant making bodies (Two weeks work) The extension will need funding for fitting out, including a lift. There are a number of documents that need to be prepared for any bid for funds. The task is to find out which are the common documents (policies, business plan, community support, demographics etc) collecting them together and To draft them where they do not exist yet.

BOOKING SECRETARY

To undertake the duties of Booking Secretary (About 3 to 4 hours per week; To receive booking enquiries, undertake the booking process in conjunction with the Treasurer, Caretaker and Chairman. To ensure the Tithe Barn office wall calendar is up-to-date and correct and participate in the development of the booking and hiring policy and of the management plan. This role requires access to the internet and use of the booking secretary’s mobile phone. The role can be undertaken ex-committee, but the trustees would prefer it to be a committee member.

INTERIOR DESIGN - New Request

To help with the design of the inside of the current building. Including details of lighting, colours, textures, the ceilings, covering cabling, dust traps and cleanability. The Barn has not been seriously decorated since it was opened in 1956 and we want to show off the beautiful building and make it a more pleasant place to be.

HIRING POLICY

To review our Hiring Policy (One weeks work); The Village Hall exists to provide a facility to the village and to do this needs an income to maintain the decoration and structure of the building and hire staff to care for the building. The hire charges need to cover these costs but also need to be affordable by villagers and inline with alternative facilities in near by villages. The task is to assess the and describe the facilities offered and to assess and classify the types of hirer, to establish local charging levels in other halls, and propose a charging structure for the Tithe Barn that should not be too complicated, and should be flexible enough to accommodate different types of hirer.

HEALTH AND SAFETY

To draft a Health and Safety Policy (Two weeks work); Good governance and responsible operations require the trustees to have assessed the health and safety risks of their building and surroundings, the materials and chemicals used in the building, including cleaning materials, and their use by hirers, and to mitigate those risks where sensible and identify and control those that are not preventable. The task is to draft a health and safety assessment for the village hall, identifying the risks, assessing their likelihood and consequences an proposing reasonable mitigation. This should include materials covered by COSH regulations.

LICENSING LAW

To review compliance to licensing law (One weeks work); The task is to understand the current mode of operation, and assess it’s compliance with the current law

EQUIPMENT MAINTENANCE PLAN

To draft a maintenance manual for all the systems and functions of the Tithe Barn (Two weeks work); The task is to put together a manual of instructions and maintenance information for all the equipment and systems at the Tithe Barn to provide a ready reference for anyone who needs it.

INVENTORY

To undertake a full inventory (One Weeks work); The task is to catalogue all the  equipment in the Tithe Barn for contents insurance purposes, and to assess each items quality and state, the cost of replacement.

EVENTS AT THE BARN

To plan and running events with their marketing and publicity (Two weeks work); The Village Hall is part of the Air in G and is shortlisted for the Vital Villages initiative. This will give access to a number of top national quality acts that can be staged at the Tithe Barn. The task is to assess the suitability of the Tithe Barn as an arts venue, to propose what changes might be made to improve it and to support the presentation of a performance with advertising and publicity material and general organisation of the night.

SORT OUT THE OFFICE

Following the archive of historic documents to redesign the office for modern simplified use for our current processes and procedures (Two weeks work): To including questioning those processes and procedures to simplify them to the minimum required for good governance. Redesigning the minimum office furniture required to support the trustees and redecorating the office.

EQUAL OPPORTUNITIES

To review compliance with Equal Opportunities Legislation (One weeks work); The task is to draft an equal opportunities policy for the trustees.

RISK ASSESSMENT

To draft a Risk Assessment (Two weeks work); Good governance and responsible operations require the trustees to have assessed the risks of their building and surroundings and their use by hirers, and to mitigate those risks where sensible and identify and control those that are not preventable. The task is to draft a risk assessment for the village hall, identifying the risks, assessing their likelihood and consequences an proposing reasonable mitigation.

ARCHIVING

To archive historic documents etc. (Two weeks work); Over the years a large number of documents have been collected. The task is to ascertain what document are required to be stored for Charitable, Tax or other reasons and remove those that have no historic interest, and file the rest in archive filing with annotation for easy reference.

SECURITY

To draft a Security Policy (One weeks work); The task is to review the security of the building addressing the need to allow free access for users and villagers and to prevent access by those intent on vandalism and doing damage. The sort of thing we want to look at are such as keyless entry control systems and swipe cards for the alarm.

being done FIRE RISK

To review our Fire Risk Assessment (One weeks work); A fire risk assessment has been drafted. The task is to assess the document and analyse the risks for likelihood and consequence, and propose mitigation where reasonable.

being done INSURANCE

To review our current insurance cover (Two weeks work); To review our current cover, our insurance needs (including but not limited to building, contents, employment, trustee indemnity). To review options for change including a number of Village Hall and Third Sector Specific providers and recommend to the Trustees a way forward.

being done MANAGEMENT PLAN and BUDGET

To draft a Management Plan, Business Plan and Budget (Three weeks work); For any enterprise to succeed and to have a future there needs to be a clear understanding of where the organisation is headed and how it intends to get there. The task is to draft template documents for a Village Hall

being done CHARITY LAW

To review compliance with Charity Law (One weeks work); The task is to ensure that the trustees comply with all the necessary charity legislation and advise where changes to the processes and procedures used by the committee should be changed.

Done EMPLOYMENT CONTRACT

To review our Employment Contracts (One weeks work); To review the existing contract for compliance with current employment legislation.