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«Section Subject 1.0 Introduction and background 2.0 CIMA Regulations governing Areas and branches 3.0 Areas – UK 3.0 General 3.1 What are the UK ...»

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UK AREA AND BRANCH

HANDBOOK

CONTENTS

Section Subject

1.0 Introduction and background

2.0 CIMA Regulations governing Areas and branches

3.0 Areas – UK

3.0 General

3.1 What are the UK Area objectives?

3.2 What are the roles of Area Co-ordinating Committee members?

3.3 Annual General Meetings

4.0 Branches – UK

4.0 What are the objectives and membership criteria for branches?

4.1 What are the responsibilities of a branch committee?

4.2 Who are the members of a branch committee?

4.3.0 What is the role of the Branch President?

4.3.1 What is the role of the Branch Secretary?

4.3.2 What is the role of the Branch Treasurer?

4.3.3 What is the role of the Branch Careers and Education Officer?

4.3.4 What is the role of the Branch Public Relations Officer?

4.3.5 What is the role of the Branch Membership Secretary?

4.3.6 What is the role of the Branch Welfare Officer?

4.4 Annual and Extraordinary General Meetings

4.5 Annual reports

4.6 Regions: CIMA North West and CIMA South East

5.0 Students

5.0 Students

5.1 Exams

6.0 Members’ Network Support

7.0 Events

7.0 General

7.1 How to organise a dinner/dinner dance

7.2 How to organise a conference, seminar or prestige event

7.3 CPD Technical Updates

8.0 Marketing

8.0 What is the CIMA corporate identity?

8.1 What is the local event marketing strategy?

9.0 Finance

9.0 What is the Area and branch finance policy?

9.1 Annual budgets (UK)

9.2 Expenses

10.0 Sponsorship

11.0 What is CIMA’s policy on Continuing Professional Development?

12.0 CIMA Benevolent Fund

13.0 Charitable causes policy for branches and divisions

14.0 Business development managers

15.0 What are CIMA’s plaques and medals awarded for?

16.0 Members – New members/death of a member etc.

17.0 Members in Practice Management Group

18.0 Regional spokespeople policy New page 30 May 2008

APPENDICES

1a CIMA Council and Committee structure 1b MNG terms of reference 1c CIMA organisation chart 3a ACC agenda 3b Procedure for election of Area officers 3c ACC Annual General Meeting agenda/notice 3d What are the procedural guidelines for Chairmen at Area AGMs?

3e Area/branch Committee directory 4a Branch committee agenda 4b How to write an effective press release 4c How to write in plain English (Branch AGM agenda and notice) 4d Branch committee AGM agenda 4e What are the procedural guidelines for Chairmen at branch AGMs?

6 Members’ network support organisation structure 7a What information and resources are available from HO?

7b Event report form 7c Event feedback form 7d Event attendance certificate 7e Dinner checklist 7f Stand order form 7g Promotional gift order form 8a Local event flyer 9a VAT invoice template 9b Members’ expenses claim form (pictorial) 9c Members’ expenses claim form (landscape) 9d Area business plan 9e Travel and subsistence reimbursement policy 9f BACS details form

–  –  –

1.0 CIMA

CIMA is a professional body incorporated by Royal Charter. The chief objectives are:

• to promote and develop the science of Management Accountancy

• to provide a professional organisation for Chartered Management Accountants.

A Council of Fellows governs CIMA; policy is debated by committees and determined by Council.

The Chief Executive and staff run CIMA on a day-to-day basis.

The Presidential year runs from the Annual General Meeting (held early June). The financial year of CIMA runs from January to December and CIMA publishes its Annual Report and Accounts in April.

Institute Bye-law 42(d) states that Council has the authority to establish local and regional organisations and to appoint local and regional representatives.

This Handbook complies with CIMA’s Royal Charter, Bye-laws and Regulations, which may be amended from time to time. In the event of a delay in updating the Handbook, the Royal Charter, Bye-laws and Regulations take precedence over anything written and defined here. Every Area and Branch Secretary should hold a copy of this Royal Charter booklet; copies are available from the Secretariat Department and on the CIMA website (www.cimaglobal.com).

1.1 Council and its committees:

1.2 Members of Council:

There are 38 elected members of Council (who must be Fellows) representing the 19 Areas (including overseas Areas). Council also has co-opted members and ex-officio members.

Representation is not uniform across all Areas, nor is there a formula of “x members per Council member”. Instead, Council Regulations prescribe and regulate the number of Council members per Area.

1.3 Elections:

Members usually elect members of Council for a three-year term and, in most UK Areas, at least one vacancy occurs each year. Where Areas only elect one member of Council, elections take place every three years. Notice of vacancies appears in the December and January editions of Financial Management and the Head of Secretariat supplies nomination forms.





1.4 Committees:

Council usually meets in December, March, June (brief business meeting only), July and October. The CIMA President chairs Council meetings. Executive Committee assists Council in its work along with a small number of Policy and Enabling Committees. The role of these standing committees is to advise and assist Council on policy. The present standing

committees of CIMA are:

• Members’ Services

• Lifelong Learning Policy

• International Development

• Technical

• Professional Standards

• Marketing.

The Executive Committee includes: President, Deputy President, Vice-President, the Immediate past-President, the Chairmen of the above standing committees and two lay members i.e. Members of Council who have no responsibilities as a Chairman or ViceChairman (elected by Council).

(See list of CIMA Committees and Boards, Appendix 1a)

1.5 Members’ Network Group (MNG) MNG is responsible for Areas and branches in the UK. This Management Group is a Board of the Members’ Services Committee. It is appointed annually, and usually includes a number of Members of Council (one of whom is Chairman), members active in the local UK network and other members as required. The MNG is supported by Members’ Network Support (MNS). For further information, contact the Secretary, Helen Eldridge.

The MNG terms of reference are at Appendix 1b.

1.6 CIMA staff CIMA employs over 350 members of staff. The majority is based in the UK with some working in

regions, including homeworkers, and nearly a hundred in the following overseas Divisions:

Australia, China, India, Ireland, Hong Kong, Malaysia, Singapore, Sri Lanka and South Africa. All are under the general direction of the Chief Executive of CIMA. In broad terms a department of staff supports each standing committee. (See CIMA Staff Organisation Chart, Appendix 1c)

–  –  –

TERMS OF REFERENCE FOR THE MEMBERS’ NETWORK GROUP

(Agreed by Members’ Services Committee 5 July 2007) Development and Planning

1. Continually consider the network infrastructure to ensure that it is fit for purpose in its provision of local CPD, either face to face or by use of e-technology to CIMA’s UK membership.

2. Contribute to the role of the Members’ Services Committee in achieving the objectives of the Institute’s business plan by developing new projects as directed by the Committee.

3. Where appropriate make recommendations to Members’ Services Committee on strategies which enhance the provision of services to the CIMA’s U.K. membership. In making those recommendations, the Group should at all times be aware of how the recommendations may impact fellow members outside of the UK.

Communications

4. Establish communications with the UK membership to identify their CPD requirements and provide a communication channel to disseminate information about CIMA’s services and products.

5. Provide a communication channel which encourages and facilitates the involvement of the UK membership and the exchange of information and views between them and CIMA.

6. Establish a link into CIMA’s Marketing Committee to ensure the exchange of information with regard to any regional PR activity and developments concerning event promotion.

Accountability

7. Agree budgets for the local network’s programme of events and establish management and control structures to monitor activity.

8. Establish budgets for any major new projects, agree these with the Members’ Services Committee, monitor and report to the Committee on performance.

9. The Group should be aware of ‘local’ CPD delivery throughout the global (divisional) network.

–  –  –

2.0 The following constitutional regulations (in italics) which are relevant to Areas and branches are taken from the CIMA Royal Charter, Bye-laws & Regulations, (amended 1 December 2006). This document may be amended from time to time, and any amendments take precedence over anything written and defined in this handbook. The Secretariat Department at HO can supply copies of the CIMA Royal Charter, Bye-laws and Regulations, which are also accessible via the website by clicking on About us, Governance, Charter and byelaws.

2.1 Bye-law 42(d):

Subject to the Laws of the Institute the Council shall have the following powers: to establish local and regional organisations of the Institute and to appoint local and regional representatives. In practice, in the UK, the local and regional representatives are elected locally and Area Secretaries and Branch Secretaries are notified to MNG.

2.2 Extract from Members’ Regulations:

12.1 The Council shall arrange for the establishment of branches of the Institute in such places or for such purposes as the Council shall think fit and every Member living or working within the area served by a branch or otherwise connected with the purpose for which the branch shall have been established shall be entitled to membership thereof on such conditions as to payment of subscriptions and the like as the Council shall prescribe. Every branch shall be deemed to be an integral part of the Institute and the funds of the branch shall be Institute funds subject to the control of the Council which may be delegated to a branch.

12.2 The Council may establish overseas organisations of the Institute in such places and with such constitutions as the Council shall think fit and every Member living or working within the area served by such an organisation shall be entitled to membership thereof on such conditions as to payment of subscription and the like as the Council shall prescribe. Such overseas organisations and their funds shall likewise be deemed to be part of the Institute and under the control of the Council in like manner to the branches.

12.3 Societies may be established by the Council for the Registered Students. Such societies shall be attached to a branch or overseas organisation and while not forming an integral part of the Institute, the societies shall nevertheless be subject to the direction of the Council and the funds of the societies shall be Institute funds under the control of the Council.

12.4 No branch, overseas organisation or students’ society shall be formed otherwise than by the Council.

12.5 All the branches, overseas organisations and students’ societies established by the Company before the incorporation of the Institute shall automatically acquire a like status in relation to the Institute and shall be subject to the Laws of the Institute.

12.6 Any branch, overseas organisation or students’ society may at any time be dissolved by the Council and the funds thereof then in the hands of such branch, overseas organisation or students’ society shall be paid and transferred to the Council or as it may direct.

12.7 All other matters pertaining to the constitution objects powers and functions and organisation of branches, overseas organisations and students’ societies shall be prescribed and regulated by Council Regulations.

2.3 Extract from Council Regulations

11.1 The Council may from time to time make such rules as they shall consider necessary for the government and control of branches, overseas organisations and students’ societies of the Institute, and on formation and at all times during their existence such branches, overseas organisations and students’ societies shall conduct their affairs in accordance with such rules.

11.2 Subject to approval by the Council of an annual budget of the proposed expenditure submitted by the Committee of a branch, or of an overseas organisation, grants may be made out of the funds of the Institute for the formation and maintenance of branches, overseas organisations and students’ societies of such amounts as in the opinion of the Council are reasonable having regard to the activities of such branches, overseas organisations and students’ societies in connection with the furtherance of the objects of the Institute.

11.3 In all cases, following the annual election, the appointment of an Honorary Secretary of an Area or branch in the United Kingdom shall be notified to the Members’ Network Group, and the Honorary Secretary of a branch not in the United Kingdom shall be notified to Members’ Services Committee.

11.4 Subject to the approval of the Council, a branch or overseas organisation may form a sub-branch or a sub-organisation for the purpose of meeting the needs of Members in an outlying district. Where it is not appropriate to form a sub-branch or a sub-organisation, a branch may form a group for this purpose.

–  –  –



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