Honorary Secretary – Help us make a difference!

We are looking for an Honorary Secretary who can support the Board of Trustees to undertake the charity’s aims:

to promote high standards of planning and architecture
to educate the public in the geography, history, natural history, culture and architecture of the city
to secure the preservation, protection, development and improvement of public amenities and features or areas of historic or public interest in the city
to promote the concept of active citizenship among the people of the city

Brief Synopsis of the Role

Maintain familiarity with the BCS membership lists and governing documents – Memorandum and Articles of Association
Record the dates of co-option, election or re-election of every Trustee to ensure compliance with their terms of office
Create and publicise an annual calendar of meeting dates for the Board of Trustees and Annual General Meeting
Prepare an agenda for each of these meetings in consultation with the BCS Chair, and distribute with previous minutes
Check whether each of these meetings has a quorum for decisions to be legitimate, and is structured appropriately
Attend all meetings of the Board of Trustees, noting those attending, apologies for absence and motions considered
Attend all Annual General Meetings, noting those attending, apologies for absence, votes taken and motions considered
Produce timely minutes of all meetings, summarising discussions and recording voting outcomes, decisions and actions
Log the attendance at all meetings and draw the attention of the BCS Chair to any persistent absences
Apply the BCS branding guidelines, for example in the graphic style of documents and the use of the coat of arms
Respond to ad hoc queries from BCS Trustees and Members on any of these responsibilities as required
Keep a register of the membership of Committees and proactively coordinate their Chairs’ regular reports to Trustees
Negotiate with providers and book venues for meetings and events, as required by the Board and its Committees

This role is unpaid and would be undertaken in a voluntary capacity, while contributing to the fantastic work of the civic society.

Time Commitment

Attending six Trustee meetings per year – meetings currently take place from 15.00 – 17.00pm at a city centre location subject to changes
Maximum one to two hours per week on routine matters

If you’re interested in this opportunity, please get in touch with Stephanie Bloxham on info@birminghamcivicsociety.org.uk.

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