WANTED: Secretary/Coordinator for Llanilltyd Fawr in Flower

Llanilltyd Fawr in Flower are a small Charity based in Llantwit Major. Our mission is to improve the environment of the Town by planting beds, planters, baskets and green spaces for the benefit of the townspeople, its businesses and visitors. Our membership currently comprises 25 women and men, most of whom, often with their partners, participate in planting and the watering and weeding of that planting. We plant out twice each year, typically in May for Summer planting and in October to plant for the following Spring. We also raise funds to cover the costs of buying plants, feed and compost, replacement of planters or baskets, watering of these through the Summer months by successful application for grants and by general fundraising activities.

There are some “officers” in LFF - Chair, Secretary, Treasurer – plus some members who form teams to plan the planting schemes or raise funds. The membership meets together up to 3 times each year. Physical meetings are difficult at the moment but “virtual” meetings can be planned.

We are now seeking someone to be the Secretary/Co-ordinator of the Charity’s operations and an outline of the duties is presented below.

The role would be paid on a retainer/honorarium basis to be negotiated.

If you would like more information or to offer to carry out this vital role for our Charity, please contact Barbara Field, Chair LFF, on 01446794751 or via barbara_field@hotmail.co.uk

PROPOSED DUTIES OF SECRETARY/ CO-ORDINATOR FOR LFF

Aim of the role is to ensure smooth planning, communication, upkeep, volunteer involvement and charity compliance so that LFF can continue to provide ongoing floral displays for the benefit of Llantwit throughout the year.

  • Maintain the calendar of LFF activities together with the Chair

  • Call for agenda items for LFF committee meetings 2-3 weeks before the scheduled date of each meeting.

  • To agree LFF committee meeting agendas with the Chair/Deputy Chair 2 weeks before the scheduled date of a meeting.

  • Distribute agendas 1 week before each scheduled meeting (by email or post, as needed)

  • Report to LFF meetings and take or delegate taking of minutes of such LFF meetings

  • Agree the minutes with the Chair and distribute them to the members within 2 weeks of the meeting having taken place

  • Receive, respond to or direct correspondence as necessary and appropriate

  • Maintain, together with the rota and contacts organiser, an up-to-date and accurate list of members and their contact details

  • Provide new members with necessary information about LFF

  • Act as the main communication channel with the members and significant bodies e.g. Charity Commission, Town council, GVS, Horticultural Society, etc.

  • Maintain, together with the Treasurer, an up-to-date and accurate list of local businesses

  • To ensure data protection at all times

  • Co-ordinate the work of the maintenance and other contractors

  • Co-ordinate with the team planning the planting seasons to ensure maintenance is delivered in a timely way

    PERSON SPECIFICATION FOR CO-ORDINATOR/SECRETARY LFF

  • Believe in importance of retaining floral displays in Llantwit Major

  • Must be well organised, good at planning ahead and capable of using basic IT

  • Good interpersonal skills

  • An interest in gardening/work of LFF

  • Some experience of similar work an advantage

Gwennan Rees