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).

The principal responsibilities of Board Members (Trustees) are jointly to:

- Ensure that the Institution operates within its objectives as defined in the Royal Charter, and in the public interest
- Determine strategic options for the Institution and in consultation with Council, select those to be pursued. Decide the means to implement and support them
- Ensure that the Institution's organisational structure and capability are appropriate for implementing the chosen strategies
- Delegate authority to management, and monitor and evaluate the implementation of policies, strategies and business plans
- Determine monitoring criteria to be used by the Board
- Communicate with senior management and establish effective internal controls
- Ensure that communications both to and from relevant stakeholders and the wider Membership are effective
- Understand and take into account the public interest, and the interests of stakeholders and the wider Membership
- Represent the Board on Standing Committees and act as a link between these and the Board
- Ensure relations with the wider Membership and relevant stakeholders are monitored by gathering and evaluation of appropriate information and that appropriate action is taken if required
- Review and evaluate present and future opportunities, threats and risks in the external environment relating to the Institution and take appropriate action
- Adhere to the Board Code of Conduct
- Promote the goodwill and support of the wider membership and relevant stakeholders.

In carrying out their duties, Board Members (Trustees) should:

- Understand the distinct roles and responsibilities of the Institution’s Board, Council, Standing Committees and Executive and the extent of their respective authority
- Be exemplary role models as leading members of the profession Act at all times in the best interests of the Institution maintaining confidentiality where and when required
- Not benefit from their position beyond that which is allowed by the law and is in the interests of the Institution - Identify and declare any actual or potentially perceived conflicts of interest
- Not accept gifts or hospitality where this could be seen as likely to influence the decisions of the Board
- Ensure that when presenting views and interests of a particular individual, group or collective, they consider and vote in the interest of the Institution as a whole
- Respect different opinions but accept the majority view and collective responsibility
- Participate in annual board self-assessment and any training necessary to fulfil their role.

Competencies/Criteria

The following competencies/criteria for Board Members (Trustees) are desirable:

- Be a corporate member or served as a member of Council.
- Commitment to the Institution and its objectives
- Knowledge and understanding of the objectives and range of Institution activities, the role of Board and the key internal and external stakeholders
- Ability to think at a strategic level, understanding both the process of development and implementation of policy, and the implications of strategic and policy decisions on the Institution's resources
- Ability to challenge constructively
- Ability to promote the Institution in a positive and constructive way
- Leadership ability, influencing others and taking decisions as necessary
- Understanding of team member role, listening/working constructively with others
- Specific skills to enhance professionalism including presentation (technical and practical), oral communication, and interpersonal skills
- An understanding of financial reporting
- Honesty, integrity and a respect for confidentiality
- Awareness on local, national and global scales of building services engineering issues and an appreciation of how the Institution can lead or assist change for the better

Commitment

Board Members are expected to attend Board and Council meetings regularly, in order to make an appropriate contribution. In addition, members are required to set time aside to read and prepare for the meetings, so that they can confidently and effectively carry out their trustee responsibilities. They are expected to attend other Institution events to demonstrate involvement and support and be available to members and stakeholders but also be active in another capacity for the Institution. The standard term is three years.

Qualifying Criteria

The main responsibilities of Council Members are to:

- Assist the Board in determining the strategic options for the Institution and selecting those to be pursued
- Discuss and make recommendations about how to implement and support them
- Understand and take into account the representative interests of stakeholders and the wider Membership
- Discuss and evaluate present and future opportunities, threats and risks in the external environment relating to the Institution and give guidance to the Board as appropriate
- Monitor the communications both to and from the Board, relevant stakeholders and the wider Membership and advise the Board regarding their effectiveness
- Develop and maintain constructive, collaborative and mutually respectful relations with the Board and Trustees, other Council Members and staff
- Support and when asked, explain the Institution’s decisions and rationale to colleagues and other individuals who express interest
- Promote the goodwill and support of the wider membership and relevant stakeholders
- Where appropriate, seek to enlist further volunteers to assist in the work of the Institution.

In carrying out their duties, Council Members should:

- Understand the distinct roles and responsibilities of the Council and the Institution’s Board
- Be exemplary role models as leading members of the profession
- Act at all times in the best interests of the Institution
- Not benefit from their position beyond that which is allowed by the law and is in the interests of the Institution
- Identify and declare any actual or potential conflict of interest
- Not accept gifts or hospitality where this could be seen as likely to influence the decisions or guidance of the Council
- Ensure (where representing a particular group or constituency) that their constituency’s views and interests are present in the debate, while actually considering the interests of the Institution as a whole
- Be respectful of different opinions but accept the majority view

Competencies/Criteria

The following competencies for Council Members are desirable:

- Commitment to the Institution and to its objectives
- Awareness and understanding of the objectives and range of Institution activities, the role of Council and the key internal and external stakeholders
- Ability to promote the Institution internally and externally in a positive and constructive way
- Understanding of team member role, and listening/working constructively with others
- Ability to discuss without being adversarial or losing respect and goodwill
- Ability to provide constructive ideas and proposals for the benefit of the Institution whilst acknowledging the art of the possible
- Capacity to question information and explanations supplied by officers/staff of the Institution
- Ability to represent the consensus views of groups of members where they serve as representatives
- Acceptance of collective responsibility for Council decisions
- Honesty, integrity and a respect for confidentiality
- An awareness - on local, national and global scales - of building services engineering issues and an appreciation of how the Institution can lead or assist change for the better

Commitment

Council Members are expected to attend Council meetings regularly, in order to make an appropriate contribution. There are normally 3 meetings a year and Council members are expected to attend all 3 or, in the case only of representatives of Regions, Groups, Societies and Networks, arrange alternative representation. Elected members do not need to send alternative representation. Regular non-attendance may result in removal as a representative and a request for a replacement. Under these circumstances, the President will write to the Region, Group, Society or Network concerned reminding them of their obligations. In addition, members are required to set time aside to solicit views from the wider membership, read and prepare for the meetings, so that they can confidently and effectively carry out their responsibilities. They are all expected to be active in another capacity for the Institution. The standard term is three years.