ICE South West Graduate & Student Group Roles and Process for Election of
Officers 2012-2013
Aim
The aim of this document is to outline the roles of the committee available for election and the
process of electing persons to respective positions for the session 2011-2012.
Mission Statement
The Graduates and Students Committee provides professional and personal development
opportunities to graduates, students and technician members of ICE in the South West. Its volunteer
members organise relevant talks, seminars, competitions, site visits and social activities open to all
members of ICE. The committee provides a political voice for the Graduate and Student members
within ICE in the South West region and nationally.
The elected officer positions will be responsible, as a group, for the smooth running and continued
development of the Graduates & Students Committee and will be required to ensure the committee
as a whole meets its stated annual targets, as defined by the officers immediately after the AGM.
Annual General Meeting
The Graduates & Student Committee shall hold an Annual General Meeting, usually during the first
week of October each year at a venue determined by the outgoing Chairperson. The outgoing Chair
will be responsible for conducting the meeting in accordance with the ICE SW Graduates & Students
Committee Constitution. [This document will be published for endorsement by the incoming
committee, for the purposes of the 2011 AGM the following rules stated for elections shall apply.]
For the purpose of the AGM, the term ”Member of Committee” refers to any Graduate or Student
member of the Institution of Civil Engineers who has attended an ICE SW G&S committee meeting
(presence at the AGM counts as committee meeting attendance).
Standing items for the AGM Agenda shall be:
1. Review of the previous year – Chairperson
2. Open Planning Forum on Events – Chairperson
3. Election of Officers [Chairperson, Vice Chair, Secretary, Treasurer, GSNet Rep] –Chairperson
a. All candidates must be Graduate or Student members with a minimum attendance of three
meetings on the Committee at the commencement of their term of office.
b. All candidates must be nominated and seconded by members of the Committee and no
member may nominate or second more than one candidate per post. No member may
nominate or second him or herself.
c. No candidate may be nominated for more than one post.
d. Nominations are encouraged to be submitted in advance of the AGM, but will still be accepted
from the floor on the night. In the event that no nominations for a post are received by the
deadline, the Committee may accept nominations from the floor (including from any
unsuccessful candidates from a previous vote providing there are no other nominations) at
the meeting at which the vote for that post is taking place.
e. Each candidate will be required to give a brief manifesto, which should include the following
information:
i. Who they are
ii. What experience they have
iii. Why they hope to be elected
iv. What they think they will bring to the role
f. Voting will be carried out by ballot papers, which shall be distributed, collected and counted
by the nominated returning officer, who is not standing for any position
g. Voting is open to all present at the AGM and via written notification to the Secretary prior to
the AGM. No votes by proxy will be allowed.
Organization
The Graduates & Students Committee will be made up of at least three elected officers.
Committee Roles and Responsibilities
Position
Responsibilities
Chair
• Responsibility to ensure planned events have been organised and provide
support as required.
• Chair monthly committee meetings.
• Produce agenda for the monthly committee meeting.
• Review and oversee distribution of the monthly committee minutes.
• Represent ICE SW G&S on ICE South West Main Committee.
• Produce a quarterly activity report for the ICE SW Main Committee.
• A point of contact for Graduate and Student Members throughout the South
West.
• Attend GS Net conference and meetings where required.
• Set goals and objectives in conjunction with other regional committees and
the ICE SW G&S Vice Chair.
• Organise combined social events with other young members committees.
• Encourage and coordinate organisation of social events and activities for the
Graduates and Students membership.
Vice Chair
• Overseeing progress of key ICE SW G&S Committee initiatives.
• Leading the development of the future years calendar and budget.
• Support the role of the Chair and pick up duties that they may not be able to
complete e.g. attending meetings on their behalf.
• Ensure submission of event debrief sheets and review successes and issues.
• Please note that while this role is open for election, voting will be restricted
to members who have previously been active in the committee.
• Increase your understanding of ICE SW Main Committee Activities.
• Closely liaise with the Secretary communications officer to ensure effective
communication with Members.
• Controls and maintains detailed records of all the financial affairs of the G&S
committee in conjunction with the ICE South West Main Committee Treasurer.
• Prepares forecast budget in collaboration with the team of Chairs to suit
their proposed calendar for submission and approval by ICE SW Main
Committee.
Treasurer
• Keep a record of all ICE SW G&S expenditure and track against the annual
budget for reporting to G&S Chairs and committee.
• Is the sole point of contact for all financial matters for ICE SW G&S Events.
• Arranges payment for invoices and expenses with the Regional Support
Team (RST).
• This is a key role for the successful running of the committee; duties must be
completed in a timely manner for the effective performance of the committee.
• Responsible for taking, reviewing and distributing the ICE SW Monthly
committee meeting minutes. It should be noted that the minutes must be
Secretary
distributed within one week of the committee meeting.
• Liaising with the Chair regards information distribution.
• Liaising with event organisers regards ICE SW G&S Events communications.
• Produce ICE South West Combined Calendar in liaison with all the ICE
Regional Committees and Other Institutions.
• Prepare posters and publicity material in liaison with Event Organiser.
Communications/
• Updating and exploring use of Facebook page and other social media.
Publicity Officer
• Updating key information on the ICE SW G&S Committee Webpage.
Event Organisers
• Organising an event in accordance with the events organisers pack.
• Sending event communications to RST and the Secretary.
• Attending the event, or ensuring another committee member attends if they
are unable to attend.
• Liaising with the treasurer regarding all financial matters.
• Completing an event debrief form for submission to the Vice Chair at the
committee meeting following their event.
Social Secretary
• Encourage and organise social events and activities for the Graduates and
Students membership.
• Organise combined social events with other young members’ committees.
• Aim to organise at least one social event per quarter.
City Club Liaisons
• Facilitate links between ICE SW G&S Committee and City Clubs.
• Inform G&S committee of City Club events, and vice-versa.
• Co-ordinate the planning of event calendars to minimise scheduling conflicts.
• Share knowledge on preferred venues and established special rates.
Student
University
Liaisons (Bristol,
Bath and UWE)
• Facilitate links between their University and the ICE SW G&S Committee.
• Be a point of contact for distributing posters and emails to fellow students,
promoting the value of G&S events to their training.
• Encourage other students to become involved with the ICE SW G&S
Committee.
Written
Assignment
Group Liaisons
We are looking for a Liaison for Bristol Written Assignment Group, Bath Bristol
Written Assignment Group and Other Written Assignment Groups as
necessary.
• Facilitate links between ICE SW G&S Committee and Written Assignment
Groups.
• Inform G&S committee of Written Assignment group events, and vice-versa.
• Co-ordinate the planning of event calendars to minimise scheduling conflicts.
STEMNet/Schools • Liaison with regional STEMNet group to encourage increased Graduate and
Liaison
Student involvement.
We require other members to maintain and develop links with other
Committees and Institutions, particularly other Young Member and Graduate
Panels.
• These include, but are not limited to, IStructE & IMechE.
• You will liaise with representatives from these committees to arrange
Other Institutions
reciprocal visits to committee meetings in order to understand other bodies’
Liaison
activities and agendas and where collaboration / joint events and socials can
occur.
It is important that we understand the issues facing others bodies in the
industry, their direction and that we identify, contribute to and lead
collaborative working groups.