Board Secretary

Garryowen Community Development Company (CDP)

Board Secretary

Garryowen Community Development Project are seeking to recruit a Board Secretary to join the Board of Directors.

Garryowen Community Development Project is a registered charity and volunteer led organisation whose main aim and mission is to empower local people to be actively involved in meeting the needs of their community. 

We are working together to develop sustainable services and facilities for all members of the community with the aim of making Garryowen a better place to live. 

We are grounded by the principles of Community Development of:

• Collectivity
• Community Empowerment
• Participation
• Social Justice and Sustainable Development

We deliver a range of programmes and activities in the community that address community needs including:-

• Health, Wellbeing and Activity based programmes for all ages
• Adult Education courses
• Clubs and groups for Older Adults
• Events and activities that promote participation in the community by all ages

THE ROLE

Administration and compliance

The secretary of a charity together with all other charity trustees are responsible for the

efficient administration of the organisation, particularly with regard to ensuring compliance with

statutory and regulatory requirements. The role of the secretary includes:

• Maintaining the register of any members, the register of trustees / directors and

secretaries, the register of trustees’ and secretary’s interests;

• Being familiar with the charity’s governing document, the legal responsibilities of

charities under the Charities Act 2009 and the charity’s internal governance rules;

• Helping to ensure that charity trustees file all relevant statutory returns and

information with the Charities Regulator (e.g. annual reports, changes to the charity’s

details and/or trustees’ details);

• Ensuring that the board of charity trustees are aware of the requirements to comply

with the relevant codes such as the charity’s Code of Conduct for Charity Trustees

and the Charities Governance Code;

• Ensuring that decisions and actions of the board of charity trustees are accurately

recorded and implemented;

• Tracking progress with the charity’s risk register/ business plan/ strategic plan and

making sure any correspondence for the charity trustees is brought to the attention

of the board.

Preparing for board meetings

The secretary will assist the Chairperson of the board with the planning of and the agenda for each board meeting. The role of the secretary includes:

• Making sure the timetable of board meetings for the year ahead is agreed;
• Sending out notification of board meetings to charity trustees (and others where applicable);
• Working with the Chairperson of the board to set each board meeting agenda, including the management of any agenda items received from other charity trustees;
• Circulation of board papers/pack at least five days in advance of meetings;
• Dealing with any issues charity trustees have regarding board papers/pack;
• Checking that a quorum1 is present (and that it is present throughout the meeting if required);
• Ensuring the venue/room is prepared appropriately for the meeting.

Taking meeting minutes

The role of the secretary includes:

• Taking the minutes at board meetings and maintaining the records of all meeting minutes;
• Keeping a record of all issues discussed, decisions taken and any actions required to implement a decision;
• Working closely with the Chairperson to ensure that the draft minutes are accurate;
• Issuing draft minutes to charity trustees for consideration after board meetings and dealing with any subsequent requests for corrections to be made before they are formally approved;
• Ensuring that minutes are stored safely and are accessible by the Chairperson of the board and any other charity trustee if required.

Other meetings

The secretary will normally play a support role in setting up and running any Annual General Meeting (AGM) or Extraordinary General Meetings (EGMs) where required.

The secretary may delegate some or all of these duties, but responsibility for his or her performance remains with the secretary.

The Garryowen Board Secretary must illustrate previous charity experience; and administration experience.  This is a volunteer role and will be based in Limerick City.

Please forward expressions of interest and a current CV to info@garryowencdp.com

To the discuss this role please contact the Chairperson Claire Flynn on 0858768522.