Our trustees play a vital role in making sure that East Grinstead Memorial Estate Ltd (EGMEL) achieves its core purpose. They oversee the overall management and administration of the charity. They also ensure that we have a clear strategy and that our work and goals are in line with our vision. Just as importantly, they support and challenge the status quo to enable EGMEL to grow and thrive, and through this, achieve our mission.

Duties:

• Support and provide advice on our purpose, vision, goals and activities.
• Approve operational strategies and policies, and monitor and evaluate their implementation.
• Oversee our financial plans and budgets and monitor and evaluate progress.
• Ensure the effective and efficient administration of the organisation.
• Ensure that key risks are being identified, monitored and controlled effectively.
• Review and approve EGMEL’s financial statements.
• Provide support and challenge in the exercise of their delegated authority and affairs.
• Keep abreast of changes in our operating environment.
• Contribute to regular reviews of our own governance.
• Attend Board meetings, adequately prepared to contribute to discussions.
• Use independent judgment, acting legally and in good faith to promote and protect our interests, to the exclusion of their own personal and/or any third-party interests.
• Contribute to the broader promotion of EGMEL’s objects, aims and reputation by applying your skills, expertise, knowledge and contacts.

As a small charity, without any employees, there will be times when the trustees will need to be actively involved beyond Board meetings. This may involve scrutinising board papers, leading discussions, focusing on key issues, providing advice and guidance on new initiatives, presenting externally, or other issues in which the trustee has special expertise.

What we are looking for:

We are looking for people willing to bring energy, enthusiasm and commitment to the role, and who will broaden the diversity of thinking on our board.

You do not need previous governance experience – we will provide an induction and full training.

Key attribute needed that you have an interest in the enjoyment, protection and enhancement of a 100-acre community green/ woodland space in the centre of East Grinstead.

Personal Skills and Qualities:

• Willingness and ability to understand and accept their responsibilities and liabilities as trustees and to act in the best interests of the organisation.
• Ability to think creatively and strategically, exercise good, independent judgement and work effectively as a board member.
• Effective communication skills and willingness to participate actively in discussions.
• A strong personal commitment to equity, diversity and inclusion.
• Enthusiasm for our vision and mission.
• Willingness to lead according to our values.
• Commitment to Nolan’s seven principles of public life: selflessness, integrity, objectivity, accountability, openness, honesty and leadership.

Terms of appointment Terms of office:

• Trustees are appointed for a 3-year term of office, renewal for 2 further terms to a maximum of 9 years.
• This is a voluntary position, but reasonable expenses are reimbursed.

Time commitment:

• Attending 4 Board meetings annually. Currently meetings are held in person at Chequer Mead, East Grinstead.
• Attending occasional meetings as necessary with our key tenants and other stakeholders.

Committee membership:

• Ad hoc and occasional support through working groups.

Charity trustees are the people who ultimately exercise control over, and are legally responsible for, the charity. Each board of charity trustees should have a secretary and in our case given the charity is registered as both a charity and a limited liability company, the secretary may or may not be a trustee director, but whose duties include

• Administration and compliance;
• Preparing for board meetings;
• Taking meeting minutes;
• Other meetings

While there are no formal qualifications required for a secretary of a charity, the charity

trustees need to satisfy themselves that the person has the skills and resources to perform these duties.

Where a charity is a company, the secretary has additional duties under company law and common law in his or her capacity as a company secretary, for example preparing and filing annual returns with the Companies Registration Office.

The general duties and responsibilities of the secretary of the charity are outlined below:

Administration and compliance

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

A certain amount of preparation is necessary to ensure that board meetings are as effective as possible. The secretary should 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 quorum is present (and that it is present throughout the meeting if required) and being aware of any proxy voting arrangements if allowed by the charity’s governing document;
• Ensuring the venue/room is prepared appropriately for the meeting.

Taking meeting minutes

The purpose of minutes is to provide an accurate, impartial and balanced internal record of what happened at a meeting. 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.

We are seeking a creative Social Media Specialist to join the East Grinstead Memorial Estate in a voluntary capacity. Responsible for posting to our Facebook channel, creating compelling content. If you have proven experience as a Social Media Specialist, that would be ideal, but this could be in a personal or professional capacity. Looking to engage with our membership, appeal to new members and keep our audience up to date with events, and news items.