President, Vice President and Honorary Treasurer

Qualifying Criteria

The President takes office automatically following his or her term of office as President-Elect.  

Role

The role of the President, as the elected leader of the Institution, is to represent in a professional manner the Institution as a figurehead, spokesperson and a leader on behalf on the Institution and its members. The President is required to provide guidance and direction to the Board and the CEO on strategic and operational matters of the Institution and demonstrate leadership externally. The President also undertakes the role and responsibilities of a Board Member (Trustee).

Responsibilities/Duties (additional to those of a Trustee)

The principal responsibilities of the President are to:

- Demonstrate leadership on behalf of and in the interests of the whole membership in pursuit of the Board’s agreed goals.
- Recognise the higher profile that the role gives them and the added responsibility that this entails in serving the Institution and the members at large and therefore act appropriately with discretion and confidentiality at all times.
- Raise the profile of the Institution and uphold its standing and standards.
- Attend and preside over all major formal and social events of the Institution
- Attend and support some activities of Societies, Regions, Networks and Patrons whenever possible and appropriate both in the UK and overseas.
- Attend events of sister bodies by invitation when possible and appropriate.
- Be conversant about all the major aspects and issues currently being handled by the Institution and understand its position on them.
- Maintain a professional and supportive relationship with the CEO and staff.
- Chair the Council, Board of Trustees and House sub-committee in a professional, efficient and inclusive manner.

Commitment

The President is expected to attend Board, Council and House sub-committee meetings on a regular basis and chair them professionally. He/she shall be required to set time aside to research read and prepare for meetings so that they can confidently and effectively carry out their duties. In addition he/she will be expected to attend a range of Central and Regional other meetings and events of the Institution across the UK and Ireland as well as those of other industries or professions. An annual visit to the ASHRAE Winter meeting is part of the Presidential calendar in January (approximately 5 days). The average time commitment over the Presidential year amounts to 1 – 2 days/week.

Qualifying Criteria

Candidates must be Fellows, Members, Associates or Licentiates of the Institution who are or have been members of Council.

Role

The role of Vice-President is to assist the President in conducting the day to day affairs of the Institution, to deputise in the event of his/her absences and act as a representative when required. A Vice-President also undertakes the role and responsibilities of a Board Member (Trustee) and other specific duties as listed below.

Responsibilities/Duties (additional to those of a Trustee)

The principal responsibilities of Vice-Presidents are to:

- Assist the President in leading the Institution to achieve its goals.
- Represent the President at related events and meetings, Institution functions and special events when required
- Undertake assignments delegated to the Presidents, such as Leading ad hoc committees and/or projects
- Delegate duties to Board members as they pertain to the day to day operations of the Institution and the responsibilities of the position.
- To be prepared to lead or champion some aspect of CIBSE activities or direction as determined by the Board.

In carrying out their duties, the Vice-Presidents should:

- Be aware that as an Officer of the Institution they have a higher profile and responsibility as a representative than ordinary Trustees.
- Take every opportunity to show leadership potential and ability for any future roles

Competencies/criteria (additional to those of a Trustee)

A Vice-President shall be a corporate member of the Institution and the following competencies/criteria for Vice-Presidents are desirable:

- Served on the Council of the Institution
- Good knowledge of the industry and the Institution’s work
- Ability to champion causes and respond to future issues affecting the Institution
- Has the respect of Board and Council and be acceptable to the membership
- Free of vested interests and will always promote the interests of the Institution first.
- Enjoys a good working relationship with the Headquarters staff
- Can devote the time required and has the support of both family and employer (where applicable)
- Ability to effectively chair and lead debates, in order to establish consensus and aid decision making
- Ability to clearly and effectively communicate the views and aspirations of the Institution publically and to other external stakeholders.

Commitment

Vice-Presidents are expected to attend Board, Council and relevant Standing Committee meetings regularly, in order to make an appropriate contribution. In addition, they shall be required to set time aside to solicit views from the wider membership, research, read and prepare for meetings, so that they can confidently and effectively carry out their responsibilities. He/she will be expected to attend a range of events and meetings in support or instead of the President as a representative of the Institution. The term of office is one year but Vice-Presidents may be appointed to serve more than one term, to a maximum of three years.

Qualifying Criteria

Candidates may be members of the Institution or non-members whom the Board considers to be suitably qualified for the role.

Role

The role of the Honorary Treasurer is to be responsible for ensuring that effective financial and administrative systems and procedures have been established, are being consistently followed and are in line with Charity best practice and legal requirements. The Hon Treasurer also undertakes the role and responsibilities of a Board Member (Trustee) and other specific duties as listed below and provides regular reports to the Board.

Responsibilities/Duties (additional to those of a Trustee)

The principal responsibilities of the Honorary Treasurer are to:

- Oversee the financial affairs of the Institution and ensure they are legal, constitutional and within accepted accounting practice
- Ensure that Board Members are aware of their financial obligations and take a lead in interpreting financial data to them
- Oversee the production of an annual budget and propose its adoption
- Liaise with relevant staff, Board and Committee members to ensure the financial viability of the Institution
- Regularly report the financial position at Board meetings
- Lead on appointing and liaising with auditors Ensure that the Institution pursues its objects as defined in its governing document.
- Ensure that the Institution applies its resources exclusively in pursuance of its objects
- Confirm that the financial resources of the Institution meet its present and future needs and that there are appropriate reserves and investment policies
- Understand the accounting procedures and key internal controls to be able to assure the Board that the charity’s financial integrity is sound
- Ensure that the accounts are properly audited, that accepted recommendations of the auditors are implemented
- Formally present the accounts at the Annual General Meeting
- Monitor the Institution’s investment activity and ensure its investment policy is consistent with the policies, aims, objectives and legal responsibilities
- Advise on the Institution’s reserves and investment policy
- Ensure that appropriate financial systems and controls are in place
- Supervise the audit and monitoring of the Institution's rules and procedures.
- Actively participate in Board meetings Chair the Finance, Risk and Governance Sub-committee

In carrying out their duties, the Honorary Treasurer should:

- Have the respect and confidence of the Board
- Have a good working relationship with CEO, Finance director and account’s staff

Competencies/criteria (additional to those of a Trustee)

The Honorary Treasurer shall be a corporate member of the Institution and the following competencies/criteria for Honorary Treasurer are:

- Desirable to have served on the Council of the Institution
- Essential to have good financial analysis skills and experience in the financial management of a business or charity
- Essential to have the ability to effectively chair and lead debates, in order to establish consensus and aid decision making
- Essential to have the ability to clearly and effectively report on financial matters affecting the Institution
- Able to devote the time and be free of vested interests

Commitment

The Honorary Treasurer is expected to attend Board, House Committee, Finance, Risk and Governance Sub-Committee and Council meetings regularly, in order to make an appropriate contribution. In addition, they shall be required to set time aside to research, read and prepare for meetings, so that they can confidently and effectively carry out their responsibilities. The term of office is one year but the Honorary Treasurer can and is expected to serve more than one term (usually 3 – 5).