Call for Volunteers: Minutes Taker for the ICA Executive Board and General Assembly

The International Council on Archives (ICA) is seeking dedicated ICA members to volunteer as Minutes Taker for our upcoming governance meetings (Online and during our Barcelona Congress 2025). The Minutes Taker will join the ICA Extended Secretariat and will play a crucial role in accurately documenting discussions, decisions, and actions taken during our meetings.

Volunteering as a Minutes Taker offers a unique opportunity for our members to contribute to the archival community and gain valuable experience in decision making processes.

What will you be doing?

• Participating in either the Programme Commission (held twice annually), the Executive Board (held twice annually) and the Annual General Assembly (scheduled for the latter half of the year), whether virtually or in person.
  • Additional extraordinary meetings may be scheduled during the year if necessary.
  • The Executive Board and Annual General Assembly are held primarily in English, with some parts in French, but interpretation is provided.
• Taking detailed notes of discussions, decisions, and action items during these meetings. Detailed transcriptions are not necessary.
  • Recordings will be made available to ensure accuracy.
• Work closely with the ICA Secretariat, which will assist you in clarifying any points or details as needed.
• Submitting finalized meeting minutes in a timely manner.

What are we looking for?

• Excellent listening and note-taking skills.
• Strong attention to detail and accuracy.
• Ability to work effectively under time constraints.
• Very good command of the English language, preferably native speakers.
• Familiarity with ICA structure and governance preferred, but not required.

What is the time commitment?

The time required will differ based on the duration of the meeting. Usually, the Programme Commission and Executive Board convenes twice a year, once between April and May, and once between September and November. The General Assembly usually meets between September and November. For virtual sessions, governance meetings typically last two to three hours on average.

During in-person gatherings, the agenda allocates six hours for the Programme Commission (PCOM) and the Executive Board (EB), and three hours for the General Assembly (GA).

And what about the benefits?

• You will receive a general volunteering induction.
• You will receive help and guidance regarding minute taking and the process involved from the ICA Secretariat.
• You will have the chance to get involved in the planning and organization of the ICA’s governance meetings.
• You will receive support for your travel and accommodation for attending the on-site governance meetings.
  • You will need to provide your own device (such as a laptop) for this role and supporting documentation will be made available to you and meeting members in a timely manner.

How can you apply?

If you are interested in volunteering as a Minutes Taker, please submit the following to ica@ica.org:

• Your name and contact information.
• ICA membership number.
• A brief message outlining your interest in the position.

Deadline:

Please submit your application by 15 April, 23:59 CET (Paris time).

Thank you for considering this volunteer opportunity. We look forward to receiving your applications and working together to advance the goals of the International Council on Archives. If you have any questions, please don’t hesitate to contact us at ica@ica.org