Your local institute’s financial returns should be submitted by accessing the TOOLS tab once you sign into Network Know How. Ideally you will be using the local institute Accounts Tool to manage your annual finances, so you simply submit the completed Accounts Tool for the financial year, which includes an Annual Return tab. 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 meetings 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 annual local institute assessment is designed to support and ensure consistent high performance across the entire local institute network. Local institutes are measured across a number of categories. Each institute now also now creates an individual annual development plan, devised 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 and social events as well as ensuring good governance and communications are adhered to.
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.
Membership data should be used in line with GDPR. 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.
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). This normally equates to 14% of member fees.
Local institutes receive 14% of total UK CII member fees. All institutes are now allocated to one of four bands – exceeding, mastering, progressing and needs addressing – on the basis of their annual assessment score. These bands are assigned an associated percentage payment of an institute's total membership fees ranging from 10% to 14%. From 2020 local institutes annual assessment scores are also ranked in three separate peer groups, for small, medium and large institutes. The purpose is to further ensure fair distribution of grant funds.
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. Applications must be submitted by 30th September.
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 may 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. For optimal performance it is recommended your council is composed of: For local institutes with up to 500 members: 6+ council members. Between 501 – 1000 members: 8+ council members. Between 1001 - 2000 members: 10+ council members. Between 2001 - 3000 members: 12+ council members. More than 3001 members: 15+ council members.
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.
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 your local institute.
Two types of grant can be awarded 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 the parameters of the ordinary grant that the institute currently receives.
To order regalia and badges please contact Lisa Powell Lisa.Powell@thepfs.org / 0207 417 3563. Please note the cost for a past president badge is £40.00 for a full badge and £27.00 for a bar only – both costs are inclusive of engraving (where requested), postage, VAT and presentation wallet.