York Civic Trust
Chief Executive - Candidate Information Pack and Job Description
Introduction to York Civic Trust
York Civic Trust was founded in 1946 by York people who saw the potential dangers likely to beset an historic city immediately after World War II, despite – or perhaps because of - the prevailing 'spirit of renewal'. They intended the Trust to have a wider remit than preservation alone, proposing that it would assist in schemes to improve amenities in the city and in establishing the highest of standards for new buildings.
The Trust works with the City Council and other partners to help and offer ideas and assistance and since 1946 has made numerous gifts to the city, including a full restoration of the Mansion House (the annual home of each Lord Mayor of York). Projects such as the closure of Deansgate, that put an end to heavy traffic thundering past the Minster, resulted from campaigns undertaken by the Trust. Each month its Planning Committee comments constructively on planning applications submitted to the City Council.
At a national level, the Trust published a report advocating the creation of Conservation Areas, a concept which was subsequently incorporated within the Civic Amenities Act 1967. These now form an important tool in conservation law.
Today the Trust runs programmes of events, visits and lectures designed to enhance members' appreciation of the city and an associated programme of educational activities for younger residents and students. It has recently established a City Enhancement Fund to make modest grants to improve the public realm in the City.
Aside from its diverse programmes of activity, the Civic Trust created and now operates Fairfax House as an accredited museum which is widely regarded as the finest Georgian townhouse in England. Purchase of the highly dilapidated Fairfax House led to its restoration and it now displays all the elegance and craftsmanship of that rich period in our history. Using the house to provide a home for the magnificent Terry collection of Georgian furniture (a bequest to the Civic Trust in 1983 ) completed a considerable visitor attraction. This Georgian town house museum must be regarded as central to the Trust's achievements .
York Civic Trust is a membership organisation, open to all who wish to protect and enhance York's architectural and cultural heritage, to champion good design and to advance the high place which York holds amongst the cities of the world. It is one of around 1000 civic societies which are dedicated to helping to improve the public realm of our towns and cities. The Trust values its independence, but seeks to work collaboratively with the City of York Council and other organisations and stakeholders.
The Trust owns property assets, museum collections and holds significant reserves, of which about half are reserved to secure the future of Fairfax House.
The Trust has around 1200 individual members and around 30 corporate members. Board Members are drawn from across the York community and bring both depth and diversity of expertise and experience to the Trust’s fields of activity. They all make a significant personal commitment to active participation in the work of the Trust.
Aims and aspirations
York Civic Trust was one of the first Civic Trusts, and our track record of achievement both locally and nationally is substantial. Its work on Conservation Areas was nationally influential and it has both influenced and delivered innovative approaches to the care of York’s heritage for more than 60 years. The Trust sees the appointment of a new Chief Executive as an opportunity to rethink how it should seek to influence and to impact upon conservation and development agendas in York, particularly in the context of changes in the way planning issues are dealt with locally and nationally. A key characteristic of the new Chief Executive will be her/his ability to demonstrate a commitment to defending the fabric and preserving the character of the city.
Context
The Chief Executive will be expected to bring the creativity and drive necessary to successfully meet the Trust’s objectives in a challenging environment where the City Council’s capabilities are diminished through reductions in public budgets, where grant aid is limited and yet public expectations and the complexity of the conservation, development and planning issues before the City are on the increase.
Structure of the Civic Trust
The Civic Trust’s governing body is its Trustee Board comprising 15 individuals elected in accordance with the Memorandum and Articles. The Board undertakes many of its activities through the following sub-committees:
· Planning
· Finance and Personnel
· Education
· Events and Activities
· Membership
· City Enhancement Fund
· Nominations and Governance
· Fairfax House
· Audit
Each sub-committee comprises members drawn from the main board of Trustees together with co-opted individuals. The sub-committees agree their programme of work with the main Board and report periodically to the Board on progress and future plans.
The Chief Executive generally attends and participates in the activities of the Trust Board and the sub-committees but is a formal member only of the Fairfax House Museum Board.
The Fairfax House Director reports directly to the Fairfax House Museum Board and is responsible for the Museum’s own staff and volunteers. This Board has delegated authority to act within the financial parameters approved by the Trust’s Finance and Personnel Committee.
Volunteers engaged in the delivery of Civic Trust activities report through the Chief Executive to the appropriate Board or Sub-Committee.
Job Description
Job Title: Chief Executive
Reporting to: Chairman and Board of Trustees
Responsible for: Office Manager, Deputy Office Manager and volunteers
Salary range: £40,000 to £50,000 dependent on experience and qualifications.
Other benefits: ## days annual leave in addition to bank holidays;
The Trust will make a contribution not exceeding 5% of salary to a mutually agreed pension provider.
Key Purpose of the Role
The Chief Executive has overall responsibility for operational management of the Trust as determined by the Board; and for finance, personnel and other administrative services across the Trust and all its subcommittees.
As Company Secretary, the Chief Executive is also the Responsible Officer and holds licences on behalf of the Trust. The Chief Executive has a duty of care to engage appropriate technical and professional expertise as necessary for the effective discharge of all the Trust’s requirements and obligations.
The specific duties and responsibilities are detailed below, although the Chief Executive may be required to undertake other duties from time to time that are compatible with the scope and authority of the role.
l. Shaping and delivering the Trust’s programmes
· Prepare medium and long term strategy and policy proposals and analysis for the Board, to aid the Trustees in adopting a forward-looking growth agenda
· Draft and gain Board approval for annual plans and budgets
· Carry forward projects, campaigns and initiatives agreed by the Board
· Ensure progress is made against the Trust’s forward plans
· Provide support to the Museum Director in the advancement of Fairfax House.
2 External Relations
· As the public face of the Trust, work with the Chairman and Trustees to enhance the Trust's effectiveness and reputation within the community at large
· Maintain and enhance contact with all media, in accordance with the Media Protocol
· Work closely with councillors, city officers and others to further the aims of the Trust
· Collaborate with bodies in the city that have related interests, and promote the work and reputation of the Trust at local, national and international levels
· Represent the Trust within the city and to other organisations, by agreement with the Trustees
· Support the development and maintenance of the Trust's online presence, ensuring it plays a full role in delivering the Trust’s aims
· Use national and international networks to advance the work of the Trust.
3 Programmes in support of charitable objectives
· Support the Trust's Planning Committee in both its strategic and reactive roles and ensure it is kept abreast of planning applications and developments in the City of York and, where necessary, make representations on behalf of the Trust
· Support the Education Committee in taking forward the Trust's commitment to active learning for all ages, and provide support for those engaged in the Trust's educational activities
· Promote and, where appropriate, undertake research in areas of the Trust's activities in the City of York and, with others, work to devise records and databases for the Trust and to support the promotion of the city's heritage and future development.
4. Services to Members
· Support the Events and Activities Committee in formulating and implementing its programme for members, and help to develop contacts with potential activity providers and venues
· Support the Membership Committee in developing plans for membership growth, and assist in income generation through gift aid, and other means; ensure the maintenance of an accurate database of all members
· Ensure members are kept up to date with the Trust’s activities and interests
· Provide editorial control for all the Trust's publications, and ensure the timely publication of the Trust's Annual Report
· Oversee the arrangements for the Trust’s Annual General Meeting.
5 Internal Trust activities
· Support the effective running of the Board of Trustees, working closely with the Chairman, preparing agenda papers as appropriate
· Support the effective running of the Trust’s sub-committees, maintaining close contact with each Chairperson
· Ensure that appropriate compliance is achieved with all statutory regulations and directives, including particularly Health and Safety, and that the Trust's own policies on such matters are implemented, monitored and regularly reviewed
· Act as Company Secretary to ensure the Trust's compliance with all statutory requirements and complete any returns for Companies House, the Charity Commission, and HM Revenue and Customs
· Maintain effective liaison with Director of Fairfax House
· Support the Trustees in their induction and duties
· Oversee the recruitment, management and welfare of staff including the provision of personal development plans and annual reviews
· Ensure the regular application and updating of the Employee Handbook
· Ensure the proper management of the Trust’s property assets and plaques, including liaison with the Trust’s professional advisers.
6 Resources
· Maintain a robust financial discipline, taking responsibility for budget compliance, budgeting and accounting procedures
· Support the Treasurer in the regular preparation and dissemination of financial reports
· Identify and exploit appropriate sources of income to aid the Trust's development, including enterprise activities, events, grants, donations, legacies and fund-raising
· Be the named lead person with responsibility for Health and Safety in terms of statutory compliance, policies, procedures and good practice; work alongside the Director of Fairfax House to ensure a safe working environment for all staff, volunteers and members of the public.
· Ensure appropriate training and development of Trust staff and volunteers
· Help to ensure successful succession planning.
Person Specification – Chief Executive of York Civic Trust
1. / Experience
1.1 / Management experience at a senior and strategic level / P
1.2 / Experience of improving organisational performance and managing change / P
1.3 / Experience of managing and developing staff / P
1.4 / Experience of events management and fundraising strategies / P
1.5 / Experience of finance and budgets / P
1.6 / Experience of town planning and/or buildings conservation/historic buildings management / P
1.7 / Experience of a membership organisation and/or working with volunteers / P
2. / Skills and Knowledge
2.1 / Knowledge of town planning and/or buildings conservation/historic buildings management / P
2.2 / Strong leadership and people management skills / P
2.3 / Excellent communication, interpersonal and networking skills, with the ability to engage an audience through public speaking and to lead public events / P
2.4 / Knowledge and understanding of health and safety regulations, compliance and risk assessments / P
2.5 / Confident and effective at making decisions / P
2.6 / Good all-round IT skills / P
2.7 / Knowledge and understanding of the voluntary/charity sector and governance structures / P
3. / Qualifications
3.1 / A relevant professional qualification, ideally in one of the following areas: conservation studies; heritage management; planning; architecture / P
4. / Values & Personal Attributes
4.1 / A demonstrable commitment to the heritage of York and to the values, aims and objectives of York Civic Trust / P
4.2 / Positive work ethic: professional, enthusiastic, conscientious, dependable / P
4.3 / Able and willing to respond quickly to the needs of York Civic Trust, with a flexible approach to working hours and the ability to travel within the city and further afield as required. / P
4.4 / Comfortable working within a voluntary organisation where ultimate decisions lie with the Board of Trustees. / P
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