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Tararua Tramping Club

Te rōpū hikoi o te pae maunga o Tararua   -   Celebrating 100 years of tramping

Governance Role Hall Booking Officer

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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
Category
Role description

Page last modified on 2023 Aug 17 05:36

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