The success of the Institute is founded on its corporate, diplomate and student members' committed, enthusiastic and extensive voluntary involvement in and support of its professional activities. The Institute relies on a mutually beneficial partnership with all its members.

The Regions are an essential component of the Institute's organisational structure and are key to maintaining that partnership with the members. They enable all members to participate in and influence Institute activities and policies. Their positioning in the governance structure makes them a unique and pivotal communications channel between members and the Institute Council.

This Charter describes the governance and functional arrangements through which Regions are able to operate effectively.

For the purposes of the Charter, the term Regions includes the various Branches, Societies and Students Societies which collectively make up CIPFA's regional structure and their membership spread including Advanced Diplomates and members of the AAT.

The Institute's regional structure is currently as follows:

England and Wales: There are five regional areas -
the Midlands, the North Eastern, the North West and North Wales, the South East, and South Wales and the West of England
Scotland
Northern Ireland
The Republic of Ireland
Channel Islands
Mainland Europe.

The structure is reviewed from time to time as circumstances change.

REGIONAL NOMINATION TO THE INSTITUTE COUNCIL

Each of the six Regions in England & Wales and Scotland has a Regional Representative who sits on the Institute Council. Following a review of the Institute's governance structure, it has been agreed that formal elections should be introduced for regional representatives. Nominations will be invited from amongst the corporate membership of each Region, and if more than one nomination is received an election will take place. Regions have formally amended their constitutions in 2003 to allow for the introduction of these elections. This will pave the way for the elections to take place annually from 2004. (The South Wales & West of England Region will be amending its constitution in 2004, with the first election taking place in 2005). The seventh regional seat on Council is for a representative from the combined memberships of the Northern Ireland, Republic of Ireland, Channel Islands and European Regions, and the person recommended to fill the seat is agreed annually by the four regional chairs and the Chief Executive.

The Board for the Regions is an important element in the Institute's corporate governance structure. The Board comprises one representative nominated by every Branch, Region and Students' Society (usually the Chairman), together with the seven regional representatives on Council. In addition, three CIPFA Council members serve on the Board.

The Board is one of CIPFA's three main Boards and, as such, regularly reports on its performance directly to the Management Committee. The secretariat provides the necessary administrative support to help the Board to fulfil its terms of reference. The Chair and the Vice-Chair supervise and manage agenda planning for the Board's activities.

The Board sees its primary role as a catalyst for renewal, change and responsiveness and has agreed its terms of reference on that basis as follows:

The Board for the Regions exists to oversee and monitor the annual work programmes for CIPFA's Regions in support of the CIPFA Development Strategy, to develop effective working relationships with CIPFA Council and other CIPFA Boards, and to encourage the sharing of best practice between Regions. As such it has agreed the following terms of reference:

• To set the framework for, and to guide and oversee the production of development plans by all regions, with a view to maximising the impact which regions have in support of the CIPFA Development Strategy hallmarks.
• To set the framework for, and to guide and oversee the production of an annual report by each region in order to monitor the delivery and measure the output of plans.
• To encourage best practice in the regions through the sharing of ideas and achievements and their incorporation into regional development plans.
• To proactively seek to strengthen links with the CIPFA Council by acting as a communications link and proposing and contributing a regional perspective to strategic discussions at Council.
• To develop effective and appropriate working relationships with other CIPFA Boards
• To plan, promote and organise an annual Conference for the Regions
• To review and from time to time recommend improvements to the distribution of funding to regions and to evaluate and make recommendations in relation to any bids for additional resources
• To advise, encourage and support the regions in the marketing of CIPFA and its qualifications.
• To advise, encourage and support the regions in delivering continuous professional development activities for members and students.

Within the objectives set out in their constitutions the functions of Regions include:

• encouraging and supporting the participation of members and students in Institute activities through local events and activities;
• organising annual activity programmes to support the Continuing Professional Development (CPD) of members and students;
• supporting the Institute's marketing function and, in particular, working with the Education and Training Directorate marketing team to devise and implement targeted programmes of local marketing activities;
• encouraging consultation and communication on the development and management of the Institute's activities between members in the Regions, the Board for the Regions and the Institute Council;
• supporting the work of the Board for the Regions;
• co-operating and liaising with other local professional groups, including local AAT, CCAB Institute and HFMA branches.

The balance and content of these functions vary from time to time depending on regional priorities and needs and Institute strategic policies.

In order to fulfil these functions, each Region prepares, and monitors progress against, an annual development plan, which is informed by, and aims to support, the CIPFA Development Strategy. The plan is based on regional assessments of members' interests and personal development needs. The activities contained within the development plan are listed under each of the Institute's 7 'hallmarks' to which they apply, as follows:

• Accessible and responsive
• Strong sustainable growth
• Upholding highest standards
• Influential in the profession
• High profile in the public services
• Delivering real improvements on the ground
• Best use of resources

A copy of the plan is provided to the Board for the Regions as part of the Regions' information and best practice exchange programme. The plan should be discussed at the Region's Annual General meeting.

In addition, every Region is encouraged to arrange and host an annual visit by the President.

Membership of Regional Committees

Each of CIPFA's Directors is assigned to one or more Region and aim to attend each Region's Council meetings to provide support and act as a communication channel. The Regional & Volunteer Support Manager is available to attend meetings where Directors are unable to attend, and provides a point of contact for Regions on all Institute activities. Council members based in a Region are encouraged to support and, where possible, attend regional council meetings.

Consultation

The Institute Council and Boards consult the Regions on major matters concerning the development and running of the Institute and the professional responsibilities of members.

The Board for the Regions

The Board for the Regions provides an opportunity for representatives to voice a collective view as part of the Institute's governance arrangements.

Conference for the Regions

The annual Conference for the Regions is planned, promoted and organised by the Board for the Regions with support from the Secretariat. The venue, content and arrangements for the Conference are decided in consultation with Regions.

Institute Matters

The Institute produces a monthly newsletter, Institute Matters, which is circulated by e-mail to all National and Regional Council members to keep them up to date with current issues. Regions are encouraged to supply items of interest for inclusion in the newsletter on a periodic basis.

Membership Database

CIPFA's central membership database, maintained by the Secretariat, enables Regions to obtain labels and reports on their membership in a variety of formats. Further research is planned on enabling Regions to hold local databases, which can be updated on a periodic basis from the Institute's central database.

Web Site Facilities

Regional pages are provided on the CIPFA website and support and assistance is available to Regions in the development of their website information and facilities.

Every Region adopts a constitution at an Annual General Meeting ideally based on model arrangements agreed by the Board for the Regions.

Every Region receives an annual subvention from the Institute. The amount is notified to the Region at the commencement of every year, based on member and student numbers at 1 January. Regions are also able to bid for additional resources for development activities.

Regions may charge for activities and may incur expenditure providing activities and employing staff.

Every Region submits an annual report to its AGM and to the Board for the Regions which includes:

• relevant statistical details of membership, meetings arranged for members, attendances and main subjects discussed;
• the membership of regional committees and specialist groups and their activities;
• a financial report and audited accounts by 31 January (the submission of audited accounts for consolidation to the Institute is a requirement of the 1995 charities SORP);
• details of progress in implementing the Regional Development Plan.