Purpose
The purpose of the Volunteer Engagement Board is:
(a) to be responsible to the Board of Trustees for the planning and implementation of the IET’s volunteering vision;
(b) to ensure there are sufficient volunteers, with appropriate skills and experience, empowered and supported to meet the IET’s needs in fulfilling its objects;
(c) to provide assurance to the Board of Trustees concerning the effective delivery of strategic programmes as delegated by the Board of Trustees; and
(d) 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 volunteering vision;
(b) recommend changes to the IET’s volunteer engagement strategic direction;
(c) support the development and enhancement of the volunteering vision.
Supporting the effective and efficient delivery of the IET Plan
(d) provide input during the creation of the IET Plan, identifying requirements for new initiatives, and the adjustment or cessation of activities;
(e) provide assurance to the Board of Trustees that the final draft IET Plan is aligned to their longer range strategic objectives and that they have had the appropriate opportunity to input to the planning process;
(f) keep under review the portfolio of volunteer engagement products and services to ensure that they are continuing to meet user needs;
(g) ensure volunteers are placed at the heart of the IET, recognising their importance and ambassadorial role in realising IET strategy;
(h) engage with networks and communities of volunteers to keep well informed on the overall volunteering experience and approve proposals for the establishment of communities and networks, monitoring their performance, and, when appropriate, closing them down.
(i) provide direction to the EngTalk public engagement talks programme.
(j) encourage innovation in ways for members to become engaged in volunteering;
(k) co-ordinate cross-organisational initiatives supporting volunteers embedded in operational teams, to deliver a consistent volunteering experience;
(l) promote the advancement of IET one-team working culture, values, behaviours and standards for volunteers;
(m) ensure policies are in place for the safety and compliance of teams delivering IET activities;
(n) benchmark engagement with Professional Engineering Institutions and relevant organisations to monitor good practice.
(o) 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
(p) recommend to the Board of Trustees the creation and dissolution of governance, community, member and volunteer groups which report through the Board;
(q) monitor performance using KPIs, as defined in the IET Plan, and ensure that progress is being made;
(r) provide advice to the Board of Trustees and the staff on longer range issues that might impact the effective and efficient delivery of the IET Plan, identifying suggestions for mitigating action;
(s) ensure that effective risk management plans are in place for those risks delegated to the Board, in accordance with the IET’s risk management process;
(t) monitor performance of strategic programmes as delegated by the Board of Trustees.
Stakeholder management
(u) operate a process to identify and manage all key stakeholders;
(v) 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;
(w) ensure that the portfolio of volunteer engagement products and services takes full account of the needs of Young Professionals (IET members under the age of 30);
(x) liaise with other Main Boards.
Reporting
(y) provide written and/or oral progress reports and assurances to the Board of Trustees at least quarterly;
(z) 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 Volunteer Engagement Board shall be made up as follows:
Chair - appointed by the Board of Trustees from the elected Trustees
Senior staff member - Director of Governance and Policy
Chairs of Committees reporting to the Board
Nine Ordinary Members, who are Ordinary Members of Council, appointed to the Volunteer Engagement Board by the Board of Trustees on the recommendation of the Nominations and Succession Committee.
Representatives of the Registration and Standards Committee and one of the Professional Development Committees.
A Deputy President
The Honorary Treasurer
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
Eight
Meetings
(a) The Volunteer Engagement Board shall meet at least twice per year and otherwise as required.
(b) Members of the Volunteer Engagement Board participate in a meeting of the Volunteer Engagement 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 Volunteer Engagement Board are participating in a meeting of the Volunteer Engagement Board, it is irrelevant where any such member is or how they communicate with each other. If all the members of the Volunteer Engagement Board participating in a meeting of the Volunteer Engagement 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 Volunteer Engagement Board shall be called by the Chair.
(e) Unless otherwise agreed, notice of each meeting of the Volunteer Engagement Board confirming the venue, time and date, together with an agenda of items to be discussed, shall be forwarded to each member of the Volunteer Engagement 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 Volunteer Engagement Board members and to other attendees as appropriate, at the same time.
(f) The Volunteer Engagement Board shall keep minutes of the proceedings and resolutions of all Volunteer Engagement Board meetings, including the names of those present and in attendance.
(g) Draft minutes of Volunteer Engagement Board meetings shall be circulated promptly to all members of the Volunteer Engagement 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 Volunteer Engagement 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.