Chair

The Chair runs formal meetings and is responsible for the conduct of such meetings, ensuring that procedures follow the Constitution of NTBCC and the City of Edinburgh Council Scheme for Community Councils.

Duties include:

1. Provide coordination, guidance and leadership to ensure the successful functioning of the community council
2. Represent community council in meetings with City of Edinburgh Council and other external groups or delegate attendance to other community councillors
3. Ensure all meetings of the community council are properly convened and chaired in accordance with the CEC Scheme for Community Councils and published agenda
4. Ensure administrative and other tasks resulting from community council meetings are actioned
5. Ensure that the community council has sufficient resources and councillors to meet its function to represent the local community
6. Monitor the work undertaken by the various convenors and teams

Engagement Officer

Following the City of Edinburgh Council Scheme, duties include:

1. Promote the profile of community council within wider local community, including highlighting purpose of community council and services offered to the community
2. Champion importance of broader engagement with the local community and bring forward ideas/proposals to improve engagement
3. Encourage residents’ associations and street associations to register as local interest groups (LIGs) in order to participate as part of the community council
4. Liaise with other community councils and special interest groups outside the community council area to raise the profile of NTBCC and make common purpose wherever possible to achieve common goals
5. Prepare an annual report to CEC on the engagement of the community council

Secretary

The Secretary is responsible for the overall administration of the community council. Duties include:

1. Act as first point of contact for community council including receipt and distribution of all incoming correspondence to members of community council
2. Liaise with Chair regarding arrangements for all monthly and other meetings of the community council
3. Organise meetings including any room bookings and remote hosting arrangements
4. Ensure members of the community council and the public are aware of meetings; distribute agenda and details of any matters to be discussed at meetings
5. Ensure minutes of any meetings are prepared, approved and issued
6. Prepare and issue correspondence on behalf of the community council, as required
7. Ensure that community council website is maintained and that relevant information about community council is posted on website
8. Maintain distribution lists of community councillors and external contacts
9. Ensure proper record of all meetings and correspondence is retained. Secretary to be copied on all formal external correspondence

Treasurer

The Treasurer is responsible for keeping the community council’s finances and financial records in good order. Duties include:

1. Maintain a bank account in the name of the community council and ensure sufficient signatories in place to meet the needs of CEC Scheme for Community Councils
2. Retain a record of financial transactions of community council including all invoices, receipts, bank statements etc. for audit purposes
3. Record and ensure that any money received is deposited to the community council bank account
4. Pay any invoices or other costs authorised by the community council to perform its duties
5. Report periodically to the community council current details of bank balances, transactions and the community council’s overall financial position
6. Prepare annual accounts, arrange for them to be independently verified and following approval at the AGM, submitted to City of Edinburgh Council

August 2024