Management Committee Terms of Reference
1. The Sedlescombe Village Hall CIO, known as the Village Hall, registered its first constitution with the Charity Commission on 9th September 2024 and was established by the Commission in that month.
2. Nothing in these Terms of Reference shall be interpreted as replacing or supplanting anything in the Sedlescombe Village Hall CIO’s Constitution or any of its subsequent amendments.
3. These Terms of Reference are agreed by the full Board of Trustees of the Village Hall and may not be altered without the approval of the trustees at a full, quorate meeting of the Board of Trustees
4. The Management Committee is accountable to the full Board of Trustees
5. The Management Committee of the Sedlescombe Village Hall CIO exists to:
5.1. Support the Trustees in carrying out the aims of the CIO as specified in its Constitution.
5.2. Facilitate a rapid response to management, financial or maintenance issues that may arise from time to time.
5.3. Ensure the efficient running of the hall, its booking and other systems.
6. The Management Committee shall consist of:
6.1. The Chair of the Board of Trustees
6.2. The Treasurer
6.3. The Secretary
6.4. The Hall Manager
6.5. The Bookings Secretary
6.6. Any other Trustee who wishes to attend
7. Meetings of the Management Committee will normally happen once a quarter between the regular quarterly meetings of all Trustees.
8. Meetings including additional meetings can be summoned by the Secretary or the Chair
9. A meeting of the Management Committee will be considered quorate if two of the four members mentioned in 6.1-6.5 are in attendance, and at least two Trustees are present in the case that any of the persons mentioned are Trustees.
10. The business of the Management Committee will normally include a report from the Hall Manager and the agenda will relate to repair, maintenance and finance issues.
11. The Management Committee will have delegated authority to take spending decisions on behalf of the Trustees with a maximum spend of:
11.1. £500 total per meeting
11.2. £250 in respect of any one item
12. Additionally, the Hall Manager will have authority to spend up to £100 per month per budget head without prior authority These sums should be invoiced for reimbursement accompanied by a receipt. This expenditure should be included in the Hall Manager's regular reports. For restocking the Screen Bar, the limit will be £200. The Quarterly Meeting of the Trustees will review these Terms and Conditions regularly
Last Updated May 2024
1. The Sedlescombe Village Hall CIO, known as the Village Hall, registered its first constitution with the Charity Commission on 9th September 2024 and was established by the Commission in that month.
2. Nothing in these Terms of Reference shall be interpreted as replacing or supplanting anything in the Sedlescombe Village Hall CIO’s Constitution or any of its subsequent amendments.
3. These Terms of Reference are agreed by the full Board of Trustees of the Village Hall and may not be altered without the approval of the trustees at a full, quorate meeting of the Board of Trustees
4. The Management Committee is accountable to the full Board of Trustees
5. The Management Committee of the Sedlescombe Village Hall CIO exists to:
5.1. Support the Trustees in carrying out the aims of the CIO as specified in its Constitution.
5.2. Facilitate a rapid response to management, financial or maintenance issues that may arise from time to time.
5.3. Ensure the efficient running of the hall, its booking and other systems.
6. The Management Committee shall consist of:
6.1. The Chair of the Board of Trustees
6.2. The Treasurer
6.3. The Secretary
6.4. The Hall Manager
6.5. The Bookings Secretary
6.6. Any other Trustee who wishes to attend
7. Meetings of the Management Committee will normally happen once a quarter between the regular quarterly meetings of all Trustees.
8. Meetings including additional meetings can be summoned by the Secretary or the Chair
9. A meeting of the Management Committee will be considered quorate if two of the four members mentioned in 6.1-6.5 are in attendance, and at least two Trustees are present in the case that any of the persons mentioned are Trustees.
10. The business of the Management Committee will normally include a report from the Hall Manager and the agenda will relate to repair, maintenance and finance issues.
11. The Management Committee will have delegated authority to take spending decisions on behalf of the Trustees with a maximum spend of:
11.1. £500 total per meeting
11.2. £250 in respect of any one item
12. Additionally, the Hall Manager will have authority to spend up to £100 per month per budget head without prior authority These sums should be invoiced for reimbursement accompanied by a receipt. This expenditure should be included in the Hall Manager's regular reports. For restocking the Screen Bar, the limit will be £200. The Quarterly Meeting of the Trustees will review these Terms and Conditions regularly
Last Updated May 2024
