Role description: Hall Booking Officer
Current holder: Owen Watson -> mailto:ttc [period] clubrooms [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 027 429 6695, or Alan Knowles on 027 459 3999
What does this role accomplish for the club?
The club rents the clubrooms to a number of permanent and ad hoc tenants.
The Hall Booking Officer:
- manages renting of the clubrooms and carparks, ensuring that any problems with tenants are resolved
- ensures that rental monies are collected and passed to the Treasurer
- arranges for the clubrooms to be cleaned at times that are suitable and convenient for the club
- provides Hall Hire information
Suitable skills and experience for the job
- This role needs a person who has good liaison and organisational skills.
Authorities
The Hall Booking Officer is a member of the Clubrooms Committee
- Financial authority: Renting the clubrooms to suitable tenants, and all associated activities
- No permission from the General Committee is needed to carry out the duties of the Hall Booking Officer.
Duties and tasks
Making bookings for TTC use of the clubrooms
- book the hall for club night meetings and other uses as required. (Bushcraft and Alpine Instruction use the hall for their indoor training sessions)
- on request, let TTC committees know when the library is available for use (GC, Tramper packing, Clubrooms Committee, Huts & Tracks, Bushcraft, Alpine instruction all use the library, mainly before club night meetings commence).
Setting rental levels
- appraise market rentals from time to time to see how our rentals fit in the overall Wellington rental market.
- in discussion with the Clubrooms Committee, determine any increase in rental charges
- ensure rentals are within the WCC's terms of allowable rentals
Obtaining tenants
- ensure information on the TTC website about renting the clubrooms is current
- respond promptly to telephone and website queries for club rentals
- draw up contracts with prospective long and short term tenants
- rent out the two carparks in the front of the clubrooms on long term lease
Liaison with tenants
- ensure that there is enough changeover time between consecutive tenants
- issue keys to new tenants and keep a register of keys issued
- ensure keys are returned after rental. If not, tenants do not get their key deposit returned
- let tenants know of other tenant activity that could affect them e.g. times when Kidzstuff are using the hall
- administer the Clubrooms Committee's set codes. The hall is in a residential zone and we need to be mindful that our tenants do not unreasonably disturb the peace of our neighbours i.e. we are good neighbours
- resolve any issues tenants may have, or refer them to the Chair of the Clubrooms Committee
- invoice tenants
Liaison with the Treasurer
- send to the Treasurer copies of contracts and invoices
- liaise with the Treasurer if there are any overdue rents
- assist the Treasurer to do periodic audits of rent receivables
- let the Treasurer know when keys are returned
Other
- keep records of clubrooms bookings and usage, including usage of the library by TTC committees and groups
- keep the Clubrooms Committee informed of any issues that may arise
- carry out other activities as agreed and arranged with the Chair of the Clubrooms Committee
- draw up a contract with the clubrooms cleaner
- liaise with the cleaner on the weekly availability of the clubrooms for cleaning, at convenient times
- train a backup person to do the job when you are unavailable, so there is no impact on service
- update the Job Description as necessary/appropriate