Your local institute’s financial returns should be submitted by accessing the TOOLS tab once you sign into The HUB. You need to supply two documents – year end accounts plus the financial returns summary. Please note that all annual returns need to be submitted by 31st May of each year.
Most institutes benefit from holding at least four council meetings per presidential year plus their AGM. Please remember that all council meeting held must be quorate and your Secretary must record the proceedings of the meeting.
The annual Ordinary grant is paid in two separate tranches. 50% is paid in January with the second tranche paid in July. Please note that an adjustment may be made to the second tranche of your Ordinary grant if your institute holds more than 12 months operating costs in reserve. Special grant payments are paid in full in January of each year.
The Data Protection Act controls how your personal information is used by organisations, businesses or the government. Everyone responsible for using data has to follow strict rules called ‘data protection principles’. See https://ico.org.uk/for-organisations/ for further details.
The annual local institute assessment is intended to support and ensure consistent high performance across the entire local institute network. Local institutes are measured across six categories (five in the case of those institutes not running a local exam centre). Each institute now also now develops individual annual development plans, created by council members and supported by the regional membership team. The key purpose of these plans is to help incoming presidents plan for the year ahead, ensuring that their institute delivers the services required by members such as CPD provision, social events and exam centres as well as ensuring good governance is adhered to.
Membership data should be used in line with strict rules called ‘data protection principles’ from the Data Protection Act. Thus data should be used in a way that is adequate, relevant and not excessive; that it is not kept for longer than necessary; that it is kept safe and secure. See https://ico.org.uk/for-organisations/ for further details or ask your Regional Membership Manager for further details.
It is advised that local institutes should only hold up to 12 months annual operating costs. Where an institute holds more than 12 months operating costs an adjustment will be made to their second tranche Ordinary grant payment.
Your secretary should have a copy of your local institute’s constitution. If this is not to hand then contact your Regional Membership Manager who will be able to obtain a copy from the CIIs Secretariat department. All council members should be aware of your local institute’s constitution.
The number of council members your institute needs depends on the size of your local institute membership. Up to 1000 members: 8+ council members. 1001 – 2000 members: 10+ council members. 2001 plus members: 15+ council members.
To apply for a Special grant, local institutes need to submit a written application, including both Special Grant Applications Forms: A and B; the latter to include a full breakdown of your local institute’s financial accounts. The application process is communicated to all institutes every August.
At each AGM the CII approves a level of grant funding (Ordinary grants) based on the numbers and level of members across the local institute network; thus annual local institute funding can change year on year dependent on UK membership figures (and associated Special grant payments).
Historically local institutes received 12 percent of their members' subscription fees. This has now been replaced with a performance-related payment based on the annual local institute assessment. This new funding model seeks to share the available funds equitably. All institutes are now allocated to one of four bands – excellent, good, fair and poor – on the basis of their annual assessment score. These bands are assigned an associated percentage payment of an institutes total membership fees ranging from 10% to 14%.
The key council roles are President, Deputy President, Treasurer, Education Secretary and Secretary. Role descriptions can be found here alongside other council roles. Please note that council roles should be rotated regularly to ensure that your council is kept vibrant whilst giving all interested parties an opportunity to aid in the running of the local institute locally.
Two types of grant are made to local institutes; the Ordinary grant and the Special grant. The Ordinary grant is based on a funding model linked to individual institute performance, as measured by the annual local institute assessment. In addition to the award of an ordinary grant, local institutes may also apply for additional funding known as a Special grant for any planned exceptional expenditure that will fall outside of the normal grant that the institute currently receives.
In order to use pictures or material which you do not own, local institutes need to obtain permission from copyright rights-holders before use. See https://www.gov.uk/copyright/overview for further details.
The CII’s insurance arrangements automatically include local institutes’ property damage including regalia, public and products liability, business interruption and Directors and Officers cover. Details of the cover provided is circulated to all local institutes shortly after renewal each year and a charge is made to each institute based on their membership size and whether or not they have any employees.