Administration

Appendix 4 – Administration

Board of Management

The Board of Management consists of twelve Directors, one of whom is also the nominated Company Secretary. To be nominated and elected a Director at an Annual General Meeting, an individual must be a paid up member of the Trust. Each Director may serve a maximum of three years before they must stand down and either retire from the Board or offer themselves up to an Annual General Meeting for reelection.

Five of the Directors are originally nominated by Worthing Borough Council. Before the Trust became a limited company, the Council was free to nominate appointees, and according to their standing order, required Council membership of the management board to be less than 50%. With a board of twelve directors, that limited the number of Council appointees to five. Now that the Trust is a limited company, different rules and legal obligations apply, and neither the Council, nor the Trust, may oblige a Director to resign in favour of an alternative nominee, although the Trust reserves the right to request resignation in the case of misconduct. Prior to the Board meeting immediately preceding the Annual General Meeting, the Secretary will remind Directors whose current term is due to expire, and establish if any Director intends to retire from the Board. If any of the five “Council nominee” directorships will fall vacant, the Secretary will notify the Council and seek a nominee from them to fill the vacancy.

Job Descriptions

Chairman of the Board

The Chairman of the Board is appointed by the Board from one of its Directors. It is usual for the Chairman to be selected from one of the five “Council” Directors. The role of the Chairman includes responsibility for chairing the quarterly Board meetings, the Annual General Meeting and any Extraordinary General Meetings that may be called. The Chairman is also expected to offer a few words of introduction at various occasional events, e.g. the 30^th Anniversary celebrations.

Secretary

Board Duties

The Secretary is appointed by the Board from its complement of Directors. The Secretary is officially the Company Secretary of the High Salvington Mill Trust Limited and is responsible for communications with Companies House and the Charity Commission. The Secretary takes minutes of Board and General Meetings and issues copies of these minutes and agendas. The Secretary receives correspondence and reports on this and any consequent actions to the Board. Occasionally, the Board, or an individual Director, will request the Secretary to write a letter, on behalf of the Trust.

The Secretary also manages the Directors’ Roll. This records dates of elections to the Board, and it is a duty of the Secretary to remind Directors when their term limits will be reached and determine if they wish to stand for re-election or retire as a Director at the next AGM. Details of any changes of Directors or changes in a Director’s details must be notified to Companies House.

Calendar and Events

The Secretary must book the meeting rooms for the quarterly Board meetings; book St. Peters Church and a speaker for the Annual General Meeting; contact various third parties to notify them of dates and book organisations and individuals for events.

The Secretary must produce a draft calendar in the middle of the preceding year so that as many dates as possible can be agreed before requests for these dates start to arrive, around August or September. Events organised by the Secretary include:

AGM	May	St. Peters Church (or other venue) and a speaker must be booked.
National Mills Day	May	The Amateur Radio club must be contacted.
Barn Dance	June	The caller must be booked and a decision made on whether to sell tickets in advance.
Classic Car Day	August	The Classic Car club (MG or Austin A30 Owners) must be notified.
Carol Service	December	The conductor must be booked. Usually, either Fr. Norman from St. Symphorians, or Peter Hill from West Blatchington.

Reporting

The Secretary is responsible for preparing the Annual Report and incorporating the Annual Accounts prepared by the Treasurer (who will arrange for them to be audited) and the audit certificate. The Annual Report needs to be prepared for the April Board meeting to approve, so that copies can be sent to every member, along with an agenda and membership renewal form, prior to the Annual General Meeting in May. Once the AGM has approved the Annual Report and Accounts, the Secretary needs to complete the Companies House and Charity Commission annual returns. Both will need the Trust Annual Return.

Communications

The Secretary receives renewal notices for Insurance. The mill is insured by the Council, but the Trust requires Public Liability and contents insurance.

The Secretary also receives renewal notices for several publicity publications. TBD.

The Secretary’s Year

Book committee rooms for quarterly board meetings.

Book St. Peter’s for AFM and a speaker to provide 30-45 minute talk.

Write Annual Report and liaise with Treasurer to include Annual Accounts. Distribute to Directors with AGM for April board meeting. Liaise with Membership Secretary for envelopes addressed to members and send copies of annual report and accounts to each member, along with integrated notice of AGM and agenda, with a membership renewal form on the reverse.

Contact radio hams to book for National Mills weekend open day.

Contact car club (MG owners, Austin Seven, or other) to book for Classic Car open day.

Book conductor for carol singing round the bonfire.

Mid-May, submit annual return to Companies House.

Submit annual report to Companies House.

Submit annual return to Charities Commission.

Guide Organiser

The Guide Organiser is responsible for training guides, step controllers and gate-keepers and organising a rota of guides to provide the guided tours on windmill open days. Rota organisation needs to commence in February and must be coordinated with the Open Day Volunteer Organiser. A meeting for volunteers is usually held on the third or fourth Sunday of March, before the first open day of the year, so that changes to procedures can be communicated and new guides, step controllers or gate keepers can be inducted.

Open Day Volunteer Organiser

The Open Day Volunteer Organiser is responsible for producing a rota of open day volunteers to man the refreshments, shop, steps and gate. A normal open day requires two people for refreshments, two people for the shop, one step controller, and one gate-keeper. The fete and crafts fair may require additional people, if, for example, ice creams are to be sold away from the kitchen, or the shop is spread out onto a stall in the mill field.

Rota organisation commences in February with the telephoning of all names on the current open day volunteers list. Coordination with the Guide Organiser is required.

Event Organiser

Event Organisers run fund-raising events for the Trust. Traditionally, events include a Barn Dance in June, a Fete in July and a Crafts Fair in September.

Events must be approved, in advance, by the Board. Event organisers must book the venue, arrange with the Treasurer for floats, organise volunteers and publicity, contact contributing third parties, run the event, and write to thank contributors afterwards.

Private “Letting” of the Mill and/or Facilities.

The Trust occasionally lets the site or equipment to private groups for short events. A recommended scale of donations or charges has been recommended by the Board.

Recommended Scale of Donations/Charges

Use of Mill Field £30

Use of Kitchen/Toilets £10

Use of Granary £10

Use of Roundhouse £10

Use of Gatehouse £10

Use of Barbecue £10

Use of Trestles (offsite) 10p per foot (minimum £10)

Use of Picnic Tables/Chairs (offsite) £1 per set (table + 4 chairs)

Use of Fête Games (offsite) £5-£20 per game

Use of Megaphone (offsite) £5

Use of Boiler(s) (offsite) £5

Guided Tour of Windmill/Shop Opening (non open-day) £1 per adult/50p per child

Use of Education Centre Meeting Room¹ £10

Typical Events

Book Sale Mill Field, Trestles, Kitchen/Toilets £40

Barbecue Mill Field, Kitchen/Toilets, Barbecue £50

Marquee Event Mill Field, Kitchen/Toilets £40 (excl. cost of marquee)

1 Not yet available.