OPERATING PROCEDURES OP 65						BRITISH WHEEL, OF YOGA
	REGIONAL COMMITTEE				Section	Page	Date of issue. Feb 2007
	Operating Parameters				01	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 respon-sibilities 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 agreed 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 31 " 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 offices 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 dialed 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
		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
		8.1     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
		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
		Addendum 3
		Dates for Eastern Region Committee Meetings [please add to your diary]:-
		Third Saturdays of February, June and September
		2008
		16th February 2008                               Regional Committee Meeting
		21st June 2008                                       Regional Committee Meeting
		20th September 2008                           Regional Committee Meeting
		October 2008 (date to be confirmed)     Regional AGM (Suffolk)
		2009
		21st February 2009                               Regional Committee Meeting
		20th  June 2009                                     Regional Committee Meeting
		19th September 2009                           Regional Committee Meeting
		October 2009 (date to be confirmed)     Regional AGM (East Essex)
		2010
		20th February 2010                               Regional Committee Meeting
		19th  June 2010                                     Regional Committee Meeting
		18th September 2010                           Regional Committee Meeting
		October 2010 (date to be confirmed)  Regional AGM (Norfolk)
		Addendum 4
		EASTERN REGION
		NEW CLASS DETAILS ~ Please complete the form in the Teachers Section
		Addendum 5
		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 5
		FINANCE: For details of agreed Best Financial Practice for Eastern Region County Representatives please look at Best Practice
		Addendum 6
		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
		For any changes, suggestions, alterations to this page please contact Eastern Region Web Admin: e-mail us now © British Wheel of Yoga