OPERATING PROCEDURE 09						BRITISH WHEEL OF YOGA
	Regional Officer:				Section.	Sheet Number	Date of Issue    Oct 1992
	Operating Parameters				01		Revised                 February 2003
			OPERATING SYSTEM FOR REGIONAL OFFICER
	1.0	PURPOSE
		1.1     The purpose of this operating procedure is to set out the working parameters for the task of Regional Officer. It deals with responsibilities towards the management/administration of the Region, the Wheel Members in their area of responsibility and 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   9.0	Purpose               Index Introduction Regional Officers Main Responsibilities Regional Meetings Finance Training General Administration      Indemnity
	3.0	INTRODUCTION
		3.1     Each of the eleven regions of the British Wheel of Yoga is represented by a Regional Officer (R.O.). Any person nominated for membership of the B.W.Y. Executive Committee [N.E.C.] must show two years full membership immediately prior to that nomination.  The R.O. is a trustee of the organisation and represents the Region at the B.W.Y. N.E.C. meetings, which are held twice a year.  Although the office comes up for re‑election on an annual basis, it is suggested that the period of office should be of a three year, minimum period after which time the job‑holder may wish to stand down or continue. The time period of three years is only a suggested minimum, to give any future applicant an idea of the commitment and to give continuity to the job, the Region and the N.E.C..
	4.0	REGIONAL OFFICER’S MAIN RESPONSIBILITIES
		4.1     The Regional Officer is responsible for managing the Region and overseeing it’s development, supported by the Regional Committee.
		4.2     The R.O. is elected at the region's Annual General Meeting.
		4.3     The R.O. represents the region on the Wheel’s N.E.C. and is responsible for ensuring that any decisions made by the N.E.C. which may affect the region, are passed down the line.
		4.4     In accordance with the BWY Child Protection Policy, the Regional Officer fulfils the role of Regional Child Protection Officer (R.C.P.O.).  The role of the R.C.P.O. can be referenced through BWY Operating Procedure OP:60.
		4.5     The R.O. chairs the Regional AGM and Regional Committee [see Regional Meetings 5.0 this document].and is responsible for ensuring that any National matters raised at Regional Meetings are discussed at the N.E.C. meetings.
		4.6     The R.O. liaises with the Regional Committee to ensure that the time and place of the AGM encourages the participation of the maximum number of members of the region.
		4.7     The R.O. must ensure that all current BWY Operating systems appertaining to the correct running of the region are available to the people administering the regions’ needs. The main operating systems for regional activities are:-
		4.7.1     BWY Constitution. 4.7.2     BWY Management Systems [OP:00] 4.7.3     Exec Committee  [OP:01] 4.7.4     Regional Officer’s Operating System [OP:09] 4.7.5     BWY Trustees [OP:38]  4.7.6     County Representative’s Operating System [OP:10] 4.7.7     Regional Finances  [OP:19 ] 4.7.8     Regional AGMs [OP:21] 4.2.9     Regional Training Officer [OP:29] 472.10  Regional Editor [OP:28 ] 4.7.11   BWY Safety Statement [OP:30] 4.7.12   BWY Governing Body Statement [OP:41] 4.7.13   Regional Child Protection Officer [OP:60] 4.7.14   Regional Website Administration [OP:61] 4.7.15   BWY Chief Executive Officer [OP:62] 4.7.16   The Essential Trustee: What you need to know [ CC3 ]        Note: copies of all Charity Commission documents covering all aspects of charity administration can be downloaded  and printed from the Charity Commission website:   www.charity-commission.gov.uk/index.asp A useful background book is Better Charity Management: A Radical Approach To Improved Performance by Harry Stone[ISBN 1852524413]. This book looks at how many charities are run and organised. It recognises that a charity often has no measurable product and is hard to analyse in term of conventional precepts. It sets out four sectors based around the people involved and the jobs they have to do.
		4.8    The R.O’s residential costs for attending National Congress and N.E.C. meetings are paid from Central Funds. They are also encouraged to attend the DCT Training weekend in September, as teacher training is an integral part of regional affairs.
		4.9    The R.O. should also keep relevant correspondence from Central Office and N.E.C. minutes that update, explain or alter directives. R.O.s are responsible for keeping the region’s important records, correspondence and documents relating to regional affairs. In order to simplify the keeping of regional records it is suggested that, wherever possible, meetings and correspondence, etc area computerised.
		4.10    The R.O. can request regional membership lists from Central Office [Note: County Representatives receive quarterly updates along with labels for the distribution of the regional magazine].
		4.11    The R.O. should support the Regional Editor and ensure that content and professionalism is maintained.   Executive directives regarding content are mandatory.
		4.12    The R.O. should support the Regional Website Administrator and ensure that content and professionalism is maintained. R.O.s must ensure that websites are maintained using authorised software and a back-up system is in place.
		4.13    The R.O. should support the Regional Marketing Officer and ensure that the region’s marketing is in line with the direction agreed by the Regional Committee.
	5.0	REGIONAL MEETINGS
		5.1    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. 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.
		5.2    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.
		5.3    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.
		5.4    Nominations and elections must be in line with BWY Operating procedures.
		5.5    It is useful for changes for of regional offices to be in place for the November Executive meeting and for publication in the  Regional Magazine
		5.6    Minutes of the Regional AGM should be available for all members in the region.
	6.0	FINANCE
		6.1    Details of the Wheel’s financial systems for Regions are detailed Regional Finances OP:19 The R.O. works closely with the Regional Treasurer regarding the administration of regional finances and keeping records.
		6.2     A Regional Transfer payment from National Funds, based on the Region’s membership is paid each December [in advance]. It is based as percentage of on-going membership subscription income as at 31st October. This should be used for the benefit of the Region
		6.3    Regions are expected to be self financing and the R.O. is expected to support fund-raising activities for the Region for the Region to enable it to develop and proposer.
		6.4    Personal expenses incurred for regional administration,[postage, stationary, etc], should be claimed through the Regional Treasurer from regional funds.
		6.5     The cost of telephone calls is met directly by BWY using the prefix 1660 to telephone numbers dialled for official calls.
		6.6    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.]
		6.7     The Regional Officer and the Regional Committee are responsible for planning and controlling the region’s finances. An annual budget plan should be prepared for the forthcoming year [ for timing see 5.1 ].
	7.0	TRAINING
		7.1    The Regional Officer and the Regional Committee are the prime movers in planning the Region’s training needs.
		7.2    The long-term aim for each Region is to increase the number of qualified teachers and DCTs in each County.  The R.O. 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.  The frequency of a Diploma Holder’s in‑service training is stipulated by the Education Committee.
		7.3    In all regions, the DCT’s line manager is the Regional Officer.
		7.4    The Regional 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.
		7.5    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.
		7.6    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: 7.6.1  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. 7.6.2  They give the R.O./CRs the opportunity to meet Wheel members and encourage the general public attending seminars become members. 7.6.3  They provide the opportunity for teachers to keep in touch with each other. 7.6.4  Seminars can provide a source of income for the region.
		7.7     Discounts for Wheel Members (25% recommended minimum) should be encouraged, wherever possible. Members should receive as much benefit as possible from all local events and activities.
	8.0	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.
	9.0	INDEMNITY
		9.1      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:	John Green			October 1992
		Amended:	V.Neale-Smith			Jan 2002
		Amended:	M.Hardy-Smith			October 2005
		This issue:	S. Bottonne/H. Smith			May 2006:
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