East of England region - Branch operating guidelines

1. Introduction

The primary function of the Region is to ensure the provision of low cost CPD opportunities for members. It was established at the 2006 Members Forum that the membership supports maintaining and developing the Branch structure as the primary provider of CPD. It was agreed that Branches will be the main focus for delivery. The role of the Region was deemed to be that of CIEH governance, administration and support.

This document provides brief guidelines on the relationship between the Branches and the Region and administrative arrangements. The document will be reviewed as necessary to reflect any changes to constitutions, outcomes from the Forum or other relevant developments.

2. Vision Statement

The purpose of the Region is to engage with the CIEH membership within the area and to ensure that high quality, effective information and training in all aspects of Environmental Health are available to all regional members. This will be achieved through the following objectives:

The provision of opportunities to meet members’ needs at a local/regional level.
The provision of networking opportunities for members.
The provision of opportunities to share best practice.
The provision of quality CPD activities for members across the region.
The provision of opportunities for members to contribute to the governance and policy development of the CIEH.
To act as a conduit for information to pass from CIEH to regional members and vice versa.
To maintain regular contact with members and provide information by electronic and postal services.

3. Proposals for contributing to national policy issues

The East of England Region will contribute to the governance of, and provide expertise to, the Chartered Institute of Environmental Health through the regionally elected Trustees and other appointees serving on the various Boards and Task Groups, and through the Expert Advisory Panels. The RMB will contribute to and co-ordinate the regional response to consultation documents and other technical requests from CIEH.

4. Work programme

The Region must produce a rolling three yearly Business Plan detailing how the Region, including regional sub-structure, will meet the needs of its members. This Business Plan must be endorsed by members at the Spring Forum and be submitted to the CIEH Policy and Resources Committee by 30th June of the year prior to the Business plan taking effect.

The Business plan will clearly indicate how member events will be funded and confirm the amount of financial support that the Region intends to request from the CIEH for each of the three years. Financial support is based upon entirely upon the request made to the Policy and Resources Committee via the Business Plan.

Action Point 1:
Branch Secretaries must provide the RMB with a member endorsed business plan for the financial year ahead by 1st April.

5. Finance

Branch treasurers are required to accurately maintain accounts. Verified accounts are required by CIEH/CHGL each year in order to release funding to the RMB.

The RMB will call for scrutinised Branch accounts annually (by 31st January). The set up of the accounting system employed is to be in accordance with the method used by the Regional Treasurer to assist with the year end accounting. Standard forms are provided by the CIEH for the end of year accounts.

Action point 2: Branch Treasurers must provide verified accounts to the RMB by 31st January each year.

6. Communications

The Region will ensure that Members are kept informed of the Regional events and activities principally by email but also by:

maintaining the Regional Web Site
the Annual Members forum
use of the Events section of EHN
attendance at Branch meetings by Regional Management Board Officers

For full details see the Regions Communications Policy at Appendix 1

Action Point 3: Branches must ensure

that RMB officers are invited to relevant events; and
that information is placed on the website, by providing the Executive Officer with details of all forthcoming events with adequate notice. The Executive officer will circulate this to Board members and arrange for inclusion on the website.

Action Point 4: Branches must ensure that all events are published in the EHN Events Section and are accessible to all members of the Region.

7. Monitoring of achievements

The RMB will monitor the delivery of the objectives, programme of events and other targets it sets out to achieve at intervals during the year.

The RMB will hold a Member’s Forum at which the members have the opportunity to comment on the draft Business Plan. The Business Plan will be based on activity at both Branch and Regional level and therefore it is necessary for Branches to contribute to this process.

Action Point 5: Branches must provide a written annual report to the RMB by 1st February each year. This must include details of the CPD activity including uptake and cost.

8. Conference/New Professionals Bursaries

The Region may support the Practitioners Conference/ New Professionals Event as follows:
The Region may determine to fund a number of places and will invite applications from regional members. Applications will include an explanation of why the applicant wishes to attend and the benefit they perceive. Preference will be given to individuals who would not otherwise be in a position to go. Branches will be advised of successful applicants within their area. The Region anticipates funding the place only. Branches may consider whether they wish to support attendance costs and, if so, will deal direct with the candidate in this respect.

Appendix 1 – East of England Region - Communications Policy