Purpose
The purpose of the Knowledge Services and Solutions Board is:
(a) to be responsible to the Board of Trustees for the planning and implementation of the IET’s Knowledge Services and Solutions strategy;
(b) to provide assurance to the Board of Trustees concerning the effective delivery of strategic programmes as delegated by the Board of Trustees; and
(c) to monitor performance of strategic programmes as delegated by the Board of Trustees.
Terms of reference
The Board shall:
Strategic advice and support
(a) oversee the creation of capability to deliver the Knowledge Services and Solutions strategy.
(b) recommend changes to the IET’s Knowledge Services and Solutions strategic direction.
(c) support the development and enhancement of the Knowledge Services and Solutions strategy.
(d) look beyond the period of the IET Plan, and provide advice that will enable the IET to maintain its position as a world class provider of knowledge products, solutions and services.
(e) ensure the work of the Knowledge Services and Solutions Directorate is aligned and working collaboratively with other areas of the IET.
Supporting the effective and efficient delivery of the IET Plan
(f) provide input during the creation of the IET Plan, identifying requirements for new initiatives, and the adjustment or cessation of activities.
(g) provide assurance to the Board of Trustees that the final draft IET Plan is aligned to its longer range strategic objectives and that it has had the appropriate opportunity to input to the planning process.
(h) keep under review the portfolio of Knowledge Services and Solutions products and services to ensure that they are continuing to meet user needs.
(i) receive the Minutes of the Committees that report to the Board, note the decisions taken by these Committees and, if necessary, report to the Board of Trustees any decisions that require its attention.
Stewardship, assurance and risk management
(j) ensure that supporting governance and other groups are co-ordinated, guided, monitored and well-motivated to deliver the IET Plan.
(k) monitor performance against the IET Plan using KPIs, as defined in the balanced scorecard, and ensure that progress is being made.
(l) provide advice on longer range issues that might impact the effective and efficient delivery of the IET Plan and identify mitigations.
(m) in respect of those risks, the management of which has been delegated to the Board, operate a risk management process and, in respect of the IET’s Knowledge Services and Solutions activities, identify and respond to other significant and material risks to the IET’s ‘licence to operate’ and its capability to deliver its long-term objectives.
(n) provide a process to ensure that Knowledge Services and Solutions activity, irrespective of where it is delivered, complies with the strategy and IET Plan.
Stakeholder management
(o) operate a process to identify and manage all key stakeholders.
(p) identify key issues and create an action plan to engage members and other stakeholders both pro-actively and in response to their needs and expectations.
(q) ensure that the portfolio of Knowledge Services and Solutions products and services takes full account of the needs of Young Professionals.
(r) liaise with other Main Boards.
Reporting
(s) provide written and/or oral progress reports and assurances to the Board of Trustees at least quarterly;
(t) notify the Board of Trustees immediately of emerging risks or issues that might adversely impact on the delivery of the strategy or IET Plan are identified.
Constitution
Subject to the remainder of this paragraph 3, the Knowledge Services and Solutions Board shall be made up as follows:
Chair – appointed by the Board of Trustees from the elected Trustees
Senior staff member – Director of Knowledge
Chairs of Committees reporting to the Board
Nine Ordinary Members, who are Ordinary Members of Council, appointed to the Main Board by the Board of Trustees, on the recommendation of the Nominations and Succession Committee
A Deputy President
The Honorary Treasurer
Up to three independent specialist advisors (non-voting, non-member, remunerated)
The Board may request the Board of Trustees to appoint additional members to ensure the Board has the right balance of skills and knowledge to achieve its task.
Casual vacancies will be filled in accordance with clause 17 of the Council Regulations.
Quorum
The quorum necessary for the transaction of business by the Knowledge Services and Solutions Board shall be eight.
Meetings
(a) The Knowledge Services and Solutions Board shall meet at least twice per year and otherwise as required.
(b) Members of the Knowledge Services and Solutions Board participate in a meeting of the Knowledge Services and Solutions Board when:
(i) the meeting has been called in accordance with paragraph (c) below; and
(ii) they can each communicate to the others any information or opinions they have on any particular item of the business of the meeting.
(c) In determining whether members of the Knowledge Services and Solutions Board are participating in a meeting of the Knowledge Services and Solutions Board, it is irrelevant where any such member is or how they communicate with each other. If all the members of the Knowledge Services and Solutions Board participating in a meeting of the Knowledge Services and Solutions Board are not in the same place, they may decide that the meeting is to be treated as taking place wherever any of them is.
(d) Meetings of the Knowledge Services and Solutions Board shall be called by the Chair.
(e) Unless otherwise agreed, notice of each meeting of the Knowledge Services and Solutions Board confirming the venue, time and date, together with an agenda of items to be discussed, shall be forwarded to each member of the Knowledge Services and Solutions Board and any other person required to attend, no later than 5 working days before the date of the meeting. Where available, supporting papers shall be sent to Knowledge Services and Solutions Board members and to other attendees as appropriate, at the same time.
(f) The Knowledge Services and Solutions Board shall keep minutes of the proceedings and resolutions of all Knowledge Services and Solutions Board meetings, including the names of those present and in attendance.
(g) Draft minutes of Knowledge Services and Solutions Board meetings shall be circulated promptly to all members of the Knowledge Services and Solutions Board. Once approved, minutes should be circulated to all members of the Board of Trustees unless in the opinion of the Chair (acting reasonably) it would be inappropriate to do so.
Other matters
The Knowledge Services and Solutions Board shall:
(a) have access to sufficient resources to carry out its duties, including the access to the Governance Team for assistance as required;
(b) be provided with appropriate and timely training, both in the form of an induction programme for new members and on an ongoing basis for all members;
(c) give due consideration to laws and regulations and any applicable rules as appropriate; and
(d) arrange for periodic reviews of its own performance and, at least annually, review its constitution and terms of reference to ensure it is operating at maximum effectiveness and recommend any changes it considers necessary to the Board of Trustees for approval.