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The GAP Swindon Committee Secretary Role (Volunteer)

About the GAP Swindon

The GAP Swindon is a community garden project located off Carstairs Avenue in Park South. The idea of the Swindon GAP started in 2020, and the idea was for local people to grow fruit and vegetables for local people to share. Matthew French, who is the founder, initially thought of the project, and it is now organised by a small group of dedicated volunteers.

Volunteers at The GAP have been busy installing self-supporting raised beds and “No Dig” method veg beds as part of the project, and are looking for more volunteers to join them, tending the plants, weeding, planting, sowing seeds, watering, grass cutting and installing and building more “No Dig” raised beds with recycled materials.

It is based on land behind housing in Carstairs Avenue, in Park South, on an abandoned allotment site. It can be accessed through a gap between houses opposite Lawton Close, postcode area SN3 2DE. The What3words reference to the entrance in Carstiars Avenue is cheer.couch.insect.

Secretary Role

The role of the secretary is to support the chair in ensuring the smooth functioning of the Management Committee. The role of Secretary requires an estimated commitment of 10 hours per month.

The Secretary’s tasks include:

  1. Ensure Responsible Administration
  2. · To prepare agendas in consultation with the Chair (or Deputy Chair).
  3. · To circulate agendas and any supporting papers in good time.
  4. · To receive agenda items from other committee members.
  5. · To check that quorum is present.
  6. · To minute meetings and circulate the draft minutes to all committee members.
  7. · To check that committee members and staff have carried out action(s) agreed.
  8. · To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings.
  9. · To ensure up-to-date records are kept of committee membership.
  10. Make Arrangements for Meetings
  11. · To ensure arrangements for meetings are met (organising the location or venue – where needed virtual links for online meetings).

Other Duties

  1. · Take part in hands on planting, outreach and promotional activities for the GAP site.
  2. · Attend occasional evenings or weekends to oversee site checks and update the notice boards.
  3. Qualities and Skills Required
  4. · Organisational ability.
  5. · Experience of minute-taking or committee procedures.
  6. · Good communication and interpersonal skills.
  7. · Impartiality, fairness and the ability to respect confidences.
  8. · Approachable and sensitive to the feelings of others.
  9. · Well organised and an eye for detail.
  10. · Ability to work well with the Chair.
  11. · Good time-keeping.


More information about this excellent local community initiative can be found by visiting The Gap Facebook page here – Friends of the GAP

You can also contact GAP Swindon via ‘The Shop’, Unit C George Hall Court, Cavendish Square, Park South, SN3 2LZ or via telephone on 01793 529938 or email at: