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OPERATING PROCEDURE
OP 10/C |
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BRITISH WHEEL, OF YOGA |
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Management Systems |
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Sheet Number |
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Date of Issue:
March 1993 |
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County Representatives |
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1 of
1 |
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Revised:
Dec 2006 |
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OPERATING SYSTEM FOR COUNTY REPRESENTATIVE |
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1.0 |
PURPOSE |
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This document sets
out the role of County Representative (CR) to enable them to carry
out their duties and meet their responsibilities towards BWY, their
Regional Committee, county members and the general public. |
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2.0 |
INDEX |
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1.0
Purpose
2.0
Index
3.0
Introduction
4.0
Qualifications for the role of CR
5.0
Election of CR
6.0
Period of office
7.0
Regional Committee
8.0
Expenses associated with the role of CR
9.0
Range of duties
10.0 Indemnity
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3.0 |
INTRODUCTION |
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3.1 |
In the British
Wheel of Yoga, each region is divided into areas ~ usually a county,
which is represented
by a County
Representative (C.R.). The CRs are members of the Regional Committee
and their line
manager is the
relevant Regional Officer. They keep the county’s records as
appropriate. They answer
enquiries about
classes or refer enquirers to the region’s website. They organise or
help organise
seminars and
support fund raising for the region. Depending on the size and
regional structure, the
County
Representative will organise the county’s In-Service Training
events.
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3.2 |
On the appointment
of a new CR, the RO will ensure that that the new CR has received
the relevant
information pack
and oversee the handover of records [including financial records]
from the previous job
holder. |
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4.0 |
QUALIFICATIONS
FOR THE ROLE |
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4.1 |
Common sense and
the post-holder should have and aptitude for administration and
organizational skills. |
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5.0 |
ELECTION OF
COUNTY REPRESENTATIVE |
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5.1 |
The CR is elected
annually at the Regional Annual General Meeting (R.A.G.M.). |
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6.0 |
CONTINUITY/LENGTH OF SERVICE |
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6.1 |
It is hoped that a
CR will hold office for a minimum of three years to give continuity
to the job and to
facilitate a
smooth handover to the successor. |
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6.2 |
On appointment
the Hon Gen Sec/Regional Officer ensure that the CR receives an
information pack containing key documents pertinent to the role
or advice on where these can be accessed |
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6.3 |
Where feasible the
CR will be assisted by a deputy. The CR and Deputy CR will agree the
role of the deputy
bearing in mind
the need for the Deputy CR to act in the absence of the CR.
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6.4 |
The
outgoing CR will
arrange a meeting with their successor CR in order to hand over all
records and documents
relevant to the job; explain procedures and acquaint the newcomer
with
the current activities.
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7.0 |
REGIONAL
COMMITTEE |
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7.1 |
The CR is a member
of the Regional Committee which comprises the Regional Officer,
Regional Treasurer,
County
Representatives, Regional Editor, Regional Marketing Officer,
Website Administrator and In-Service
-Training Officer.
The inclusion of Diploma Course Tutors is discretionary.
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7.2 |
The County
Representative’s line manager is the Regional Officer.
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8.0 |
EXPENSES /
FINANCIAL MATTERS |
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8.1 |
The CR will be
reimbursed through regional funds for expenditure reasonably
incurred in carrying out the
duties of the
role. There is a guideline for regional finance [OP.19]
[See Regional website] |
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8.2 |
The costs of
telephone calls is met directly by BWY using the prefix 1660 to
telephone numbers dialled for
official calls |
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8.3 |
Expenses for county
activities can be claimed from Regional Treasurer. These include
mileage for travel to Regional meetings
[The rate is in line
with that set by the Executive Committee] and all other necessary
expenses. Receipts for purchased items
should be attached
to the claim form
[see
regional website www.yoga-east.org]. |
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8.4 |
All
cheques from seminars/IST days should be made payable to BWY (and
County name, i.e.: British Wheel
of
Yoga ~ Hertfordshire) |
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8.5 |
At
the discretion of the Regional Committee,
financial concessions can be made to individuals who have
given
meritorious and loyal service to the Wheel in the past, or who need
financial support. This can apply to
annual subscriptions or to regional events. |
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8.6 |
All
areas/counties within the region are expected to support the Region
in all fund-raising activities such as
seminars.
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8.7 |
Budgeting:
The County Representative agrees with the Regional Treasurer an
annual budget for the post.
This is based on past experience and is simply to act
as a guideline to help the Regional Treasurer prepare
a regional budget for the coming year. |
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8.8 |
PURELY FOR INFORMATION:
Each year the Region receives a regional transfer payment based on
the submission of their annual accounts |
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8.9 |
PURELY FOR INFORMATION:
Early in each New Year, Central Office sends a reminder letter to
those members
who
have not renewed. County representatives may wish to issue their own
reminders. New members joining
after
1st May and before the 1st November pay half
the current subscription. New members joining between
the 1st
November and 30 April must pay a full year's subscription. |
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8.10 |
Financial Aid: A policy
statement
on the funding of Eastern Region diploma course
students, financial support for DCTs and grants to other
miscellaneous projects promoting the development of yoga in the
region is detailed in
the Teachers Index: see
Financial Aid Policy – July 2007 |
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Finance Best
Practice: An agreed set of Best Practice principles for Eastern
Region Committee members can be viewed on this site ~ ref
Finance Best
Practice ~ July 2007 |
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9.0 |
RANGE OF DUTIES |
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9.1 |
The duties set out
in this section give an overview of tasks a CR might reasonably
expect to undertake or be involved in. However, as stated in 3.1
above a CR may not necessarily carry out all these functions nor is
the list finite. |
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9.2 |
Distribution of
Regional Newsletter:
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9.2.1
The target dates and method of distribution for Regional Newsletters
are agreed by the Regional Committee |
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9.2.2
Where the Regional magazine is sent out by the County
Representative, copies should be distributed as soon as possible to
all paid up members. |
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9.2.3 9.2.3 Promotional material from
other sources is to be included at the discretion of the Regional
Committee. There will be a fixed charge for the inclusion of such
material. |
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9.2.4 The County
Representatives should let the Regional Editor know how many copies
are required for
their area
[current members plus additional copies for key people in
surrounding Counties outside of their region ]. |
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9.3 |
Membership Lists /
Class Enquiries. |
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9.3.1 BWY
Central Office send out to each CR a membership list each quarter.
If needed, extra infor- mation lists can be requested from Central
Office. |
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9.3.2 If a
member informs the C.R. of change of address, name etc., the C.R.
informs Central Office and
Region’s web site
of the change. |
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9.3.3 Address
labels/Mailing lists can be supplied by Central Office on request |
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9.4.4 The CR
should try to keep up a list of the current class details in the
area of their responsibility. To
reduce the CR’s
workload, information concerning classes can be kept on the region’s
website. The Regional
Committee should
decide the extent of teacher/class info to be held on website. |
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9.4 |
Reports for
inclusion in the regional newsletter: |
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9.1.1
The
CR will prepare and submit a report for inclusion in each issue of
the regional newsletter in order
to keep members informed about activities, events and points of
interest. Details of events, where the
organization falls to the CR, should also be forwarded
to the appropriate person for inclusion on the regional
website. |
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9.5 |
Regional AGM |
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9.5.1 The CR should give priority to attendance at the
Regional AGM [R.A.G.M] and other Regional
Committee
meetings. |
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9.5.2 The R.A.G.M is decided by the Regional Committee and is
usually held during the autumn, bearing
in
mind the deadline for production of the Regional accounts by 31 "
October. There is an operating
system for
Regional AGMs [OP:28] |
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9.5.3 In most regions the venue A.G.M. is rotated around the
counties, but some regions use a central
venue for historical/geographical reasons.
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9.5.4 The
CR should compile a report for the A.G.M. giving an overview of
their preceding year in office and
up
to date details of county membership by category |
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9.6 |
Seminars |
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9.6.1 Seminars serve several purposes and CRs play an important
role in organising these events:-
[a] They give
students and members the opportunity to further their understanding
of Yoga, to meet
other students and local teachers, to benefit from the
experience of different teaching styles and to meet
well
known teachers.
[b]
They give the CRs
the opportunity to meet Wheel Members and to encourage students to
become
members.
[c] They provide
the opportunity for teachers to keep in touch with each other.
[d] With good
planning seminars provide a source of income for the region. |
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9.6.2
Seminars can be of varying durations |
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9.6.3 Discounts for Wheel Members (25% minimum) should be
given, to encourage people to become, and
to
remain, members. Members should receive as much benefit as possible
from all local events / activities. |
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9.6.4 Where a
seminar is advertised as a BWY event, all the proceeds, once tuition
fees and
expenses have been paid, should go into regional funds. |
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9.6.2 The
C.R. should notify the Editor of the Regional Magazine and the
website administrator of forthcoming seminars. |
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9.7 |
Records |
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9.7.1 Wherever
possible records such as Regional meetings, correspondence that the
CR regards as
important
should be retained on file. Computers are the ideal solution for
such records. |
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9.8 |
Subscriptions |
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9.8.1 Early in
each New Year, Central Office sends a reminder letter to those
members who have not
renewed. County
representatives may wish to issue their own reminders. |
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9.8.2 CRs
are asked to encourage members to take out a Gift Aid. This has
three advantages: |
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9.8.2.1 It holds
the member's annual payment fixed for a period of four years.
9.8.2.2 It
reduces the number of non-renewals.
9.8.2.3 The Wheel
Treasurer can claim back tax on the Gift Aid. |
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9.9 |
Stationery / BWY Publications and
Products |
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9.9.1 The
necessary BWY can be obtained via the Regional Officer ~ in some
regions it is held on the
regions website. |
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9.9.2 A range of
leaflets, books, T-shirts, sweatshirts, yoga mats etc. are available
on line from the BWY shop
www.bwy-shop.co.uk
member’s discounts and
teacher’s discounts apply. |
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9.10 |
Teacher
Training:
Enquiries from students about teacher training should
be directed to the active DCTs or to the
Regional
Training Officer or the Region’s website. |
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9.11 |
Advertising |
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9.11.1 Where
possible the C.R. should send to the editor of Yoga Two details of
events, seminars and meetings of national interest in their county
by the copy date which is printed in Spectrum. |
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9.11.2
C.R. should send
to the Regional Editor and Regional Website details of events,
seminars, IST
events, meetings,
etc., which are of interest to the members of the Region. This
information is to be
submitted by the
copy date for the Regional magazine and the Regional Website. |
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9.12 |
Support and Nurture:
Ideally the C.R.
should ensure that new members to the county are welcomed and
introduced to the County's activities. |
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9.13 |
Computer
Security. Because
the increasing contact with regional members
it is strongly recommended that in
their own interest CRs have some form of
anti-virus / firewall protection installed on their computers.
Any
(reasonable) ensuing cost for software should be met
from regional funds. |
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10.0 |
INDEMNITY |
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Indemnity insurance [which is sometimes known as "liability
insurance"] exists for all BWY offices. This is
personal
insurance which protects [or indemnifies] officeholder against the
risk of personal liability arising
from
their breach of responsibilities, in line with the Charity
Commissioners recommendations. |
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