OPERATING PROCEDURES OP 65							BRITISH WHEEL OF YOGA
	REGIONAL COMMITTEE					Page		Date of issue. Feb 2007
	Operating Parameters					1 of 1		Original Issue
					MANAGEMENT SYSTEMS - REGIONAL COMMITTEE
	1.0		PURPOSE
			The purpose of this operating procedure is to set out the working parameters for the Regional Committee and its responsibilities towards the management/administration of the Region, the Wheel Members in their area of responsibility and the region’s responsibilities to The British Wheel of Yoga.
	2.0		INDEX
				1.0   2.0   3.0   4.0   5.0   6.0   7.0   8.0	1.0          Purpose               2.0          Index 3.0          Introduction 4.0          Regional Meetings 5.0          Finance 6.0          Training 7.0          General Administration     Indemnity
	3.0		INTRODUCTION
			Each of the eleven regions of the British Wheel of Yoga is managed by a Regional Committee[RC], chaired by the Regional Officer (R.O.), who is a trustee of the organisation.  The purpose of the Regional Committee[RC] is provide a frame work for running the Region in accordance with BWY management systems and create an atmosphere for development and basic make-up of the Regional Committee[RC] consists of the Regional Officer, County Representatives, Regional Treasurer, Regional Editor, Website Administrator, I-S-T officer, Marketing Manager plus any co-opted members that are deemed necessary by the Regional Committee
	4.0		REGIONAL MEETINGS
		4.1	Regional Committee Meetings. The R.O. chairs the Regional Committee, which comprises the Regional Officer, Regional Treasurer, County Representatives, Regional Editor, Regional Marketing Officer, Website Administrator and In-Service-Training Officer. Other people may be co-opted onto the committee. The inclusion of Diploma Course Tutors is discretionary. The number of regional committee meetings per year is at the discretion of the Regional Committee and it should simply reflect the number necessary to manage the region
		4.2	The regional officer organises regional committee meetings. Agenda items should be sent to the RO, preferably a month prior to each meeting, and an agenda is sent out to all members of the committee 2 or 3 weeks in advance         Committee members writing reports for consideration at the meeting should distribute them prior to the meeting (when the agenda goes out) in order that other members can read and consider them. The regional officer arranges for a minute taker to be present at the meeting.  The minutes should be distributed to committee members as soon as possible after the meeting.
		4.3	The region’s four year plan is a key factor in the region development. Consideration should be given to agree         targets set by the Executive Committee.
		4.4	Regional AGM: The Regional AGM is chaired by the R.O. The R.A.G.M is usually held during the autumn ~ although         there  may be regional variations, but it should be borne in mind that the deadline for production of the Regional         accounts by 31st October and the Region’s accounts should be open and available to the members at the         Regional AGM.         For details for running Regional AGMs see OP:21.
		4.5	It is useful for changes for Regional Officers to be in place for the November Executive meeting and for publication in the  Regional Magazine
		4.6	Minutes of the Regional AGM should be available for all members in the region.
		4.7	It is useful for the dates of the regional meetings to be set out well in advance and some regions regularize the timings of the meetings, for example; third Saturday of February, June, September. This makes committee members aware of the dates and clashes with Seminars, IST days, etc, can be avoided.
	5.0		FINANCE
		5.1	Details of the Wheel’s financial systems for Regions are detailed Regional Finances OP:19        Regions. Each year the Region receives a regional transfer payment based on the submission of their annual        accounts[ the original intention of this payment was to enable regions to produce a regional newsletter]. Regions        are expected to be self-financing and the and the R.O. is expected to support fund-raising activities for the        Region to enable it to develop and prosper.
		5.2	The  Regional Committee are responsible for planning and controlling the region’s finances. An annual budget plan        should be prepared for the forthcoming year.
		5.3	Personal expenses incurred for regional administration, [postage, stationary, etc], should be claimed through the        Regional Treasurer from regional funds.
		5.4	The cost of telephone calls is met directly by BWY using the prefix 1660 to telephone numbers dialled for official calls. This currently only available for BT subscribers and where to committee members is not a BT subscriber the cost of telephone bills should be made through the normal expenses claim system.
		5.5	The Regional Committee may authorise a subscription payment from Regional Funds to those who need limited financial support, i.e.; membership subscription, etc. All such payments are at the discretion of the Regional Committee.  Note: In most regions, financial resources are limited and applicants requesting financial support to pay for teacher training, etc, should directed to the Skills Council Scheme for a Career Development Loan. [ The Regional Committee should also encourage DCT’s running diploma courses to budget their courses in such a way to help people on low incomes to pay more easily.]
		5.6	Travel Costs: 5.6.1  Mileage for attending N.E.C. can be claimed from the National Treasurer at the rate prevailing at the time. 5.6.2  Mileage for Regional Meetings can be claimed from the Regional Treasurer at the rate prevailing at the time.
	6.0		TRAINING
		6.1	The Regional Officer and the Regional Committee are the prime movers in planning the Region’s training needs.
		6.2	The long-term aim for each Region is to increase the number of qualified teachers and DCTs in each County.  The R.T.O, together with the Regional Committee, should encourage and support in‑service training in the Region and liaise with DCTs/senior Wheel teachers to ensure that sufficient in-service training days are provided each year to afford all diploma holders the opportunity to complete their In-Service-Training requirement.
		6.3	In all regions, the DCT’s line manager is the Regional Officer.
		6.4	The Regional Training Officer, together with the Regional Committee, should assess the training needs of   the region and advise the region’s DCTs accordingly. This assessment should take into account: BWY Diploma Courses, Foundation Courses and BWY Training Modules, etc.
		6.5	Where training events are undersubscribed, the Regional Officer, along with the Regional Committee should evaluate the region’s needs and decide whether or not to support the event.
		6.6	The Regional Officer should support the County Representatives with planning of seminars throughout the  Region. Seminars serve several purposes and the R.O.’s remit is to drive the region forward in backing these events because:
			6.6.1     They give teachers and students 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.
			6.6.2     They give the R.O./CRs the opportunity to meet Wheel members and encourage the general public               attending seminars become members.
			6.6.3     They provide the opportunity for teachers to keep in touch with each other.
			6.6.4     Seminars can provide a source of income for the region.
			Members Discounts: Discounts for Wheel Members a minimum of 25% is the recommended norm and greater if the regional fund can accept such discounts. Members should receive as much benefit as possible from all local events and activities.
	7.0		GENERAL ADMINISTRATION
		7.1	Stationery is available from Central Office. Each year, before Congress, the CRs are asked to complete the stationary order form sent from Central Office. These orders are collected at Congress or at N.E.C. meetings by the R.O.
	8.0		INDEMNITY
		8.0	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.
			Original Issue:   Carole Ledger, Diane Law, Helen Smith    February 2007
			For any changes, suggestions, alterations to this page please contact Eastern Region Web Admin: e-mail us now © British Wheel of Yoga
			EASTERN REGION  ~ LOCAL ISSUES
			The following relate to local issues and are supplements to the National Management Systems and intended to support to governance of Eastern Region.
			Addendum 1
			EASTERN REGION : Rotation/Sequence of IN-SERVICE-TRAINING-Days (Intended as a guide)
			Jan East Essex   For counties running more than two IST days  per annum, please consult with other County Representatives to avoid dates clashing   Feb Herts Mar Suffolk May West Essex Jun Cambs Sept Norfolk Nov Beds
			Addendum 2
			EASTERN REGION : DIARY FORM
			DIARY Form for requesting additions or changes to the Diary Page of the Eastern Region website, please use the following form layout:-
			Date [including year] Location Tutor and Event Description Details and Booking Form Contact
			For additions to the Diary Page on the website, please cut and paste the above form, add details and e-mail it, as an attachment , to Website Administrator.
			Flyers, giving extra details of the event, may be sent to Website Administrator , as an attachment and can be downloaded a pdf document. Please: only a single attachment for each event.
			Addendum 3
			Dates for Eastern Region Committee Meetings [please add to your diary]:-
			Third Saturdays of February,  September and 2nd Saturday of June.
			2010
			20th February 2010                                     Regional Committee Meeting
			12th  June 2010                                            Regional Committee Meeting
			18th September 2010                                  Regional Committee Meeting
			23rd October 2010                                       Regional AGM (Norfolk)
			2011
			19th February 2011                                     Regional Committee Meeting
			11th  June 2011                                            Regional Committee Meeting
			17th September 2011                                  Regional Committee Meeting
			October 2011 (date to be confirmed)     Regional AGM (Herts)
			2012
			18th February 2012                                    Regional Committee Meeting
			16th  June 2012                                            Regional Committee Meeting
			15th September 2012                                  Regional Committee Meeting
			October 2012 (date to be confirmed)     Regional AGM (West Essex)
			Addendum 4
			EASTERN REGION
			To Add / Delete / Change Class Details ~ Please complete the form in the Teachers Section
			Addendum 5
			FINANCE: For a summary of what financial benefits may be claimed by people on the Regional Committee, see Financial Benefits
			Addendum 6
			FINANCE: For details of agreed Best Financial Practice for Eastern Region County Representatives please look at Best Practice
			Addendum 7
			Financial Aid: For details relating to the financial support and grants to Eastern Region projects promoting the development of yoga in the region please see Financial Support Policy Statement in the Teachers Index: see Financial Aid Policy – July 2005
			Addendum 8
			West Essex This is the sequence for the counties to plan ahead for the Regional AGM  for Eastern Region Beds Cambs Suffolk East Essex Norfolk Herts
			Addendum 9
			REGIONAL MAGAZINE proposed Copy and Issue dates 2010 Issue Copy by   Issue Date Winter 15th November   Early January Spring 1st March   Early April Summer 1st June   Early July Autumn 1st September   Early October
			For any changes, suggestions, alterations to this page please contact Eastern Region Web Admin: e-mail us now © British Wheel of Yoga