Area Group

Information Pack

The Association of Reflexologists is registered in England and Wales No. 5651575. Registered Office: 5 Fore Street, Taunton, Somerset, TA1 1HX. VAT no: 629 4731 19. Company Ltd by Guarantee

DB March09

Contents

Welcome / 3
History of the Area Groups / 4
Copy of the Aims, Objectives and Activities of the Association / 4
Area Group Leader Requirements/Responsibilities / 5
Structure of an Area Group / 6
Guidelines for setting up a Group / 8
How do I find members to join my group? / 8
Where should I hold Area Group meetings? / 9
What do we want from our meetings? / 9
Who can join my Area Group / 9
What do I need to record from meetings and why? / 9
How should I manage the finances? / 9
How do I keep in contact with members of the group and the AoR? / 10
Who can I get to help me? / 10
What Leaflets and Services are available to Area Group? / 10
What should I consider when inviting speakers to the group? / 10
What advice do you have on running an exhibition? / 10
Who do I contact if I need further information / 10

Dear Member,

Welcome and congratulations on your new role which I know that you will find very rewarding, enjoyable and fun!

This pack will hopefully help you to plan, organise and run your events and provides useful information and guidance on your role as Area Group Leader and the role of the group.

Area Groups are a vital part of our service to members who appreciate the opportunity to meet other colleagues. It helps to reduce the isolation that many members experience especially when working alone. Area Group meetings/activities are one of the most important benefits of membership and you and your group are an important component.

As Leader you will be ably supported by your Area GroupsAdministrator and other members of staff.

Equally we love to hear from You! Your events and good news stories are always appreciated and it helps us to promote ideas, events and best practice so please let us know what you are up to.

Thank you very much for agreeing to working with us at grass routes level and I wish you every success.

Jo Greenslade

Membership Services and Support Administrator

The Association of Reflexologists

Our Mission is:

“The AoR is committed to providing an exemplary standard of service to members and to be the first choice for Reflexologists.

We will uphold professional standards and raise the profile of our industry by our visionary approach to working in partnership, responding to changing environments and embracing our values and ethos”.

Our Vision and Values are:

Vision

  • To be the recognised ‘voice’ for the profession.
  • Obtain awareness and acceptability of reflexology amongst health care professionals and the public.
  • Remain proactive in keeping up to date with matters relating to our industry.
  • Continue to develop the service and benefits to members responding to and satisfying their needs.

Values

  • To be proud of our history and belief that our members are not just a ‘membership number’.
  • To uphold the standards of professional development.
  • To act in a fair, consistent and ethical manner conducive to the industry we operate in.
  • Continue to have a genuine desire to develop and move forward.

Our Purpose is:

To provide for our members current and future needs by being a responsive and ‘listening’ association that not only reactive but proactive in changing circumstances.

Provide vision and guidance on all aspects of professional development and to work on harmony with those who help to deliver professional development.

To effectively use all vehicles to raise the profile of the AoR, its members and the industry it serves, to other professional colleagues, forums, relevant government departments and the general public. The objective being for reflexology to be recognised and embraced as a valuable therapy.

Support and develop the necessary skills and training needed to implement our objectives enabling the AoR to prosper and grow.

The History of Area Groups

Early in 1984 ten Reflexologists met to form an organisation. Their aims were to create an independent, fully democratic association of qualified practitioners; providing members with support; ongoing education through seminars and workshops; and a regular Newsletter for the exchange of news and ideas.

Further aims were added as the Association grew: A Register of Qualified Practitioners was needed; insurance cover for members; Area Groups for local support; and promotional material for distribution to the media and general public.

By the first AGM in 1985 the membership had increased to 150. Since then the membership graph has continued its upward curve to over 8,000 by the end of 2006 with numbers steadily rising.

Originally, membership was open to Reflexologists who had trained at schools recognised by the Association. Although these schools were ‘recognised’, there was no overall consensus regarding the length of courses, the syllabus or general requirements. In 1989 the Association convened a meeting of ‘recognised’ schools and other organisations of reflexology to discuss the setting of national standards for the training of practitioners. As a result of this meeting, a working party was set up to prepare guidelines in accordance with the suggestions put forward. These guidelines were unanimously adopted as the basic minimum requirements for the training of a practitioner in reflexology. The Association now endorses a Diploma in Reflexology in partnership with ABC Awards. This qualification sits on the National Qualifications Framework published by the Qualification and Curriculum Authority.

1. Purpose of an Area Group

Where members can meet, share ideas, experience, support each other, network and organise relevant CPD.

Area Group Leader Requirements/Responsibilities

What is an Area Group Leader and what do they do?

An Area Group Leader must be a member of the Association.

The main tasks for an Area Group Leader are to set up a group, organise and plan meetings, raise the profile of the AoR and your Group and communicate with AoR Head Office. This can be done by:

  • With the support of the Administrator contacting Reflexologists in your area
  • Finding suitable venues in which to meet
  • Planning, organising and facilitating meetings
  • Maintaining a register of group members and providing this information when requested
  • Maintaining appropriate paperwork
  • Organising talks, workshops, to suit you and the needs of members in your area
  • Dealing with enquiries from members, the public and the media
  • Organising public relations activities
  • Maintaining financial records as appropriate

Is there anything that I must do in my role?

  1. Commit to attending the Area Group Leader’s meetings twice a year or send a representative
  2. Feedback all relevant information to your group members from these meetings and the Area Group Newsletter
  3. Complete and return a six monthly report by the given deadline (form provided)
  4. Take on oneof the four Essential roles (details of essential roles on page 6)
  5. Keep the AoRinformed about your planned events and activities
  6. Provide relevant reports on events and activities and forward these as requested to the AoR
  7. Inform the AoR if I decide to step down as leader

What skills and abilities do I need?

  • Good communication skills
  • Ability to facilitate meetings
  • Goodplanning and organising skills
  • Have time to do the task
  • Be committed to the mission, vision and values of the AoR
  • Present a positive attitude to Group members, about the AoR and its activities

2. What is the structure of an Area Group?

The running of the Area Group should not be the sole responsibility of the Area Group Leader. Groups should work as a team supporting each other in several different areas. You will find that group members have an array of experience and skills that can be utilised. Below is a guide to how some Area Groups set up their structure:

Essential roles:

  • Area Group Leader – the AoR contact (The Area Group Leader is required to take on one of the four essential roles)
  • Chair – responsible for overall running of the group and meetings
  • Secretary
  • Treasurer

3. Who can be a member of an Area Group?

The Area Group’s prime function is to meet for mutual support and for the members to network.

The activities, frequency of meetings and make up of the Area Group membership may vary considerably according to the abilities of the Area Group and what the local members need. Help is available if you need ideas or wish to share your ideas with us. The activities of the Area Group will depend on the facilities you have available, the size of the group and the energy and time the members are able to give to their Group.

The Area Group Leaders work is on a voluntary basis and they meet bi-annually with other Area Group Leaders and the Area Groups Administrator. They are not a decision making body. The Chief Executive raises any items of concern for discussion to the AoR Board if necessary.

Although we leave it to the discretion of the Area Group Leader as to who may join the group as they are aware of numbers, accommodation available and the make up of the group, we encourage Leaders to consider equal opportunities and operating in an inclusive manner. This needs to be considered when applications are made to join the group.

Non-members attending group meetings are welcome providing the group is able to accommodate them. Many reflexologists already belong to other reflexology associations; therefore we fully understand that they may not wish the added expenditure of joining the AoR. As a non-member they may be charged a higher area group fee and for attendance at talks, seminars etc. As non-members they will not be able to participate in representing the AoR in any way.

All AoR members abide by the AoR Code of Practice and Ethics. All non-members should abide by the following whilst being included within an Area Group:

  • Respect confidential information obtained at the meetings
  • Abide by any meeting rules the Group has

Each new non-member should be made aware of this.

4. The Role of the Chair

The Chair is not only responsible for chairing meetings but also represents the AoR to outside bodies and the Public. The Chair acts as a link person between Head Office staff, the AoR Board and the Area Group.

Tasks

  1. Help the Secretary to prepare the agenda/programme for the meeting.
  2. See that members take responsibility for the things they agreed to do.
  3. Make sure that meetings start on time and proceeds according to the agenda.
  4. Represent the Area Group and AoR to outside bodies and the Public when appropriate.
  5. Act as a link person between staff, the Board and the Group.
  6. Adhere to the ‘Ambassador part of the Code of Practice and Ethics.

Chair of Meetings

  1. Control the order and development of meetings.
  2. Make sure that everyone gets a chance to air their views and no one dominates.
  3. Make sure decisions are made, and agreed, and summarised so everyone understands.
  4. Make sure that meetings stick to the agenda and that enough time is allocated to each item.
  5. Make sure that members do not interrupt each other.
  6. Encourage quiet people to speak.

The Chair must be seen to be:

FairHave a sense of impartiality and treat each contribution as being equally important and not take sides.

CommittedTo the aims of the AoR and present a positive attitude towards the Association.

FirmIf rules are breached and things are getting out of hand the Chair must take appropriate steps to keep the meeting together.

SensitiveLook for hidden disagreements and undercurrents and actively encourage all members to participate fully.

DetachedOnly voice your opinion if it is a view that has not been stated or information needs to be given that no-one else knows.

5. The Role of the Secretary- responsible for Communication Between the Group

The tasks that the Secretary should perform are many.

Before the meeting:

  1. Arrange a venue and refreshments and any resources needed for the meeting.
  2. Liaise with the Chair prior to the meeting and produce an agenda.
  3. Send out agenda and other relevant papers and the notes of the last meeting if relevant.
  4. Follow up those members who said they would do things and make sure they have.
  5. Receive all the group’s correspondence, sort it and present it to members at the meeting.

During the Meeting:

  1. Take the minutes or ensure the task is delegated to a named individual.
  2. Hand round relevant papers and make a note of anything that is borrowed.

Other Tasks:

  1. Keep up to date lists of members and their contact details.
  2. File away papers etc.
  3. Deal with the press (unless the Group has a PR person).
  4. Act as the Group’s representative to others when appropriate.
  5. Deal with correspondence.
  6. Provide relevant information to the Chair/Head Office when requested.

6. The Role of the Treasurer- responsible for Finances and Subscriptions

The Treasurer is at the centre of the Group’s most crucial asset, its money and is responsible for overseeing all financial transactions. As money is often tight it can be a difficult job. It is the Treasurer’s function to keep an accurate record of the Group’s income and expenditure. An annual Income & Expenditure account should be available for all members at the end of each year. The Treasurer should be able to answer any queries that the members may have.

Useful rules for dealing with money.

  1. Keep up to date records of how much money is spent and where.
  2. Always plan and agree a budget with the Group.
  3. Always get receipts for money spent and give receipts for money received.
  4. Arrange two signatories for the cheque book and make its availability known.
  5. Set budget limits and make the Group’s finances known.
  6. Have regular financial information giving details to the Group at least four times per year.
  7. Pay surplus cash into the bank but keep a petty cash store.
  8. Establish a healthy relationship with your Bank Manager and use the Bank’s services.

Special Tasks:

  1. To oversee and control the Groups finances.
  2. Check and pay the Group’s invoices and bills.
  3. Make sure that committee members are re-imbursed for any expenses they incur on the Group’s behalf.
  4. Ensure that monies received are applied to the purposes for which they were obtained.

Non-Essential roles but useful:

  • Vice Chair
  • Newsletter Editor
  • Programme Co-ordinator

7. Guidelines for Setting up a Group

You may have your own clear ideas about setting up a group but for those that come new to this adventure, here are some likely questions you may ask.

How do I find members to join my group?

  • The Area Groups Administrator will have all the details of members in your area and we can assist with contacting your local members.
  • Give consideration to the geographical area you intend to invite members from.
  • If there is another Area Group Leader near to you, Head Office will check out what their catchment area is.
  • The frequency and duration of the meetings, the number of members in your area, and the size of the area will determine how far away you invite members in from. Some groups meet regularly for a couple of hours in the evening, monthly, bi-monthly, quarterly, others meet on Saturdays or Sundays for a whole morning or day.
  • If attending a full morning or day meeting, people are often prepared to travel longer distances. These decisions will also be determined by the area in which you live, the number of reflexologists in your area, transport facilities, etc.
  • Have some ideas of your own but do remember to ask at your initial meeting what your members would like.
  • Area Group Leaders are asked to contribute information in Reflexions and it is helpful if your contact details are available.
  • Once you are ready for your first meeting the Area Group Administrator will provide you with a template invitation and once this has been completed will arrange for the invite to be sent to the selected members.
  • It is anticipated that in 2009 Area Group Leaders will be able to access their area group members contact details via a password protected link on the AoR website. Group Leaders will be asked to agree:
  • not to use the information for any other purpose than area group work
  • not to give the list to anyone else

8. Where should I hold Area Group meetings?

Most groups start off by arranging meeting in each other’s homes on a rota basis, a friendly practice room or anywhere of suitable size. Group members are generally very helpful with suggestions and ideas. This usually progresses to hiring a suitable room with the cost shared amongst the group members.