Specimen Role Description for the Charity Secretary of the Board of Trustees
This guidance provides a model role description for a charity secretary of the board that a charity of any size can adapt for their own organisation’s needs.
How to prepare an agenda
Put the main items at the top of the agenda and make clear what is for decision, discussion or information only.
In a cultural organisation an artistic/curatorial report should be placed at the front of the agenda rather than tucked down among less relevant matters.
Timings per item can be helpful but rely on good chairing to maintain them.
Assume that board members have read the papers in advance – when discussing pre-circulated papers only highlight the essential points.
This means that board papers need to be circulated at least a week in advance and in a format that is suitable for each member.
Only circulate papers at a meeting in an emergency.
Related resources
Guidance
Inside The Board Secretary's Handbook
The Board Secretary’s Handbook tells you what a board secretary is and why you need one. It explains the roles, duties and responsibilities depending on your organisation.
Website
Manage your Charity
This resource is aimed at supporting charities to ensure the proper procedures and policies are in place to manage the charity’s resources effectively and, where appropriate, to make changes to their charity. Published: by the Charity Commission of Northern Ireland, 2014.
Website
The Practice of Minuting Meetings by ICSA: the Governance Institute
A feedback statement from members of ICSA on handling minutes.