1.0 Introduction

This policy paper addresses the scenario where a waterways organisation has a place on its Board for an IWA nominee to become a Trustee/Director. It also considers IWA representation by other means. No one should represent IWA unofficially, so anyone purporting to represent IWA should be officially appointed to that role. All appointments should be formally notified to all such organisations, and all appointments, whether new or a renewed, should be made by IWA’s trustees.

2.0 There are two distinct categories:

1. Category One: Nomination of an IWA person to take a up a trustee/director role as a member of the organisation’s board.
2. Category Two: Nomination of an IWA representative to represent IWA’s views on an advisory committee or other grouping of organisations.

3.0 Glossary:

1. “Nominee” covers all persons nominated by IWA to other organisations.
2. “Representative” covers those who are nominated to represent IWA’s views – i.e. they do not become Trustees/Directors of the host organisation and would be expected to be informed by IWA policies.
3. “Host organisation”: This is the organisation that IWA is nominating into.
4. “IWA sponsor”: This refers to the body within IWA that the nominee would report back to.

4.0 For all appointments of either category:

IWA centrally should:

1. Know which organisations have a place for an IWA nominee or representative and to have a record of occupancy, vacancies, and likely renewal dates. This would enable planning to attract and choose potential IWA candidates for these roles.
2. Have a list of all external appointments and which part of the IWA (e.g. Navigation Committee) leads on recommending that appointment. This list should be clear as to the status and requirements of the proposed role.
3. Be ready to respond to requests for nominees or representatives by having a prospective candidate ready after discussion between relevant officers within IWA (e.g. senior staff, committee and region chairs).
4. Be clear that IWA needs willing, able and enthusiastic people. On no occasion should anyone be nominated who has not the time, inclination, or understanding for the role.
5. The candidate should be advised to familiarise themselves as a minimum with the potential host organisation’s website, latest annual accounts, and recent newsletters.
6. Provide nominees with the basic guidance letter clearly setting out the nature of the role and be asked to sign that they have read it. This should make clear if the nominee is accepting personal liabilities, e.g. as a company director.
7. Keep nominees updated, once in post, by the Officers/Restoration or similar bulletins so that they can keep their host organisation informed on IWA developments from time to time as well as be aware of IWA priorities and issues.
8. Require and remind nominees to report back to the sponsoring part of IWA governance at least twice a year.
9. Be prepared in advance for renewals with the sponsor within the IWA recommending whether the nominee should be asked to continue.
10. Highlight to all active and potential nominees the education and preparedness opportunities available within the IWA e.g. webinars, conferences, mailing lists.

5.0 Category One 

Nomination by IWA to membership of another organisation’s Board: This is normally when an organisation has a place in its Articles of Association or other constitution for an IWA nominee. The nominee becomes a full trustee/director of the host and accepts all the responsibilities, duties and liabilities that go with this. They must act in the host’s interests, though it can be hoped that they would do so in the light of the IWA’s mission, campaigns and methods. Nominees will often be expected to become company directors too and must be advised to undertake due diligence on the Host Organisation’s finances, governance, health and safety, etc.

They may be undertaking high risk work and nominees should be clear that, as with all trustees and directors, they do take on personal liability albeit mostly limited.

6.0 Category Two

Appointment of an IWA representative to a place on an advisory committee or other grouping of organisations – this is where IWA members or officials represent IWA on external bodies which may be charities; statutory agencies; advisory groups, but there is no expectation that they would become a Trustee or Director.

In the case of representatives, it would be expected that they would promote IWA’s policies as appropriate when relevant matters are discussed within the host organisation. This will vary according to the setting, as in some cases the IWA representative will be working within the host organisations policy context e.g. CRT or EA. The representative needs to be able to judge the level at which they can effectively operate, in some cases they may be there just to represent IWA’s presence at an event organising group. Each nominee should know who in IWA they can discuss matters with.

7.0 Conclusions.

These nominations are quite widespread and very important in terms of pursuing IWA policies, partnership building, intelligence gathering and campaigns. Choosing them well and equipping them is important. Giving them rewarding roles with clarity as to any risks and responsibilities is important. Keeping a dialogue with them should help to encourage them and help both sides to remain up to date for quality assurance purposes.

The policy was approved by trustees on 5th December 2024.