MINUTES OF THE MEETING OF THE IY(UK) LTD EXECUTIVE COUNCIL 28th September 2013 Kings Place, 90 York Way, London N1 9AG

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1 MINUTES OF THE MEETING OF THE IY(UK) LTD EXECUTIVE COUNCIL 28th September 2013 Kings Place, 90 York Way, London N1 9AG 1. Welcome: Judi Soffa (LIYI rep), Sarah Berelowitz (Deputy Membership Secretary), Sharon Klaff for the OAWG report. Apologies: Karen Dunne, Philippe Harari, Ally Hill, Jill Johnson, Mary Mulligan, Wendy Weller-Davies, Judi Sweeting Present: Joan Abrams, Clare Bingham, Diane Drain, Sheila Haswell, Gael Henry, Isabel Jones-Fielding, Teresa Lewis, Anna Macedo, (Treasurer), Michelle Mangeolles, Larissa McGoldrick, Anita Phillips, Emma Pinchin (Chair), Elaine Rees, Judi Soffa, Brian Stewart, Paul Taylor, Caroline Turck, (Secretary). The EX gave a vote of thanks to Robert Leyland (MDIIY Rep) who has recently stood down from the EX, for his contribution to the EX, and in particular to the Standing Orders Working Group. Isabel Jones-Fielding was also thanked for arranging a good venue at very short notice. 2. Minutes of EX Meeting 18 May 2013 Changes to the minutes of : 5. Dublin query: If PD days were not full, spaces would be given to teachers with lapsed teacher membership who wished to return to teaching in due course. 8. Finance : Proposal to increase the amount paid for travel to 45p/mile to be effective from Assessment and Teacher Training : All three proposals for an increase to the Assessment Administrator s hours were carried unanimously, and a fee increase of 7.75 was agreed in order to pay for the extra hours required. With the above amendments, the Minutes of the meeting on 18 th May 2013 were approved as an accurate record. Matters Arising: Yoga for Sporting Groups: Clare Bingham sought clarification about the direction of her work on this item. The EX confirmed that the original brief was for someone to look into which teachers already taught in sports clubs, and assemble some comments from key sports figures about how yoga had helped their performance, with a view to putting information together to market Iyengar yoga to sports groups. Jayne Orton has agreed to work as a consultant to the IY(UK) in this field. Central database for trainees, moderators and assessors: Action Clare Bingham Jo Duffin,

2 ongoing. First Aid Certificates: The question Do you have a valid First Aid certificate? to be included in the 2014 membership renewal. Five year marketing strategy: ongoing. Refunds: The AT will not be making a proposal to change the current no refunds policy. DHIYI question about marketing Iyengar Yoga with a national branded approach and advertising: for the next Individual Reps Reports: An discussion about communicating with Individual members, and promoting the benefits of joining local Institutes (where possible) has taken place. A more detailed report to be brought to the January 2014 EX Pune Visits: The EA to write to Pune to clarify how they wish the bookings to be made: ongoing. There was a query about the timescale of applications to Pune through Penny Chaplin, and how often bulk applications were sent in: ongoing. Therapy : The EX was informed of Ros Bell s decision to resign as chair of the Therapy. Judi Sweeting has agreed to stand as the interim chair of the TC. Ros would like to stand down completely from the TC, thereby creating a vacancy. to write to all eligible teachers and ask for a new member to volunteer. A vote of thanks was given to Ros Bell for all her hard work over the years. The EX expressed its gratitude for her dedication and long service. 3. Ofqual Accreditation Working Group (OAWG) Sarah McCartney has been appointed as a co-opted member of the OAWG. She has copywriting and design expertise, and is an Iyengar yoga student. The Ofqual application needs to provide accessible information on how the IY(UK) Ltd is administered. It was proposed that all members of the EX look at the draft Administration Manual, and feedback comments and suggestions to Sharon, as this document would be an important part of our submission. Carried unanimously. Agreed Secretary to re-circulate Manual, and comments to be made by The revised Administration Manual will then be brought back to the EX for approval in January It was proposed that Sara Raymond s contract be extended for a 6 month period: carried unanimously. It was agreed that if Sara Raymond sends out a request for AT, Moderators Anita Phillips PR committee PR Individual Reps All OAG

3 information and does not receive a reply within a week, she is to get in touch with the Chair who will then seek a response. EX members are reminded of the importance of replying promptly to Sara, as delays in receiving required information impact on the overall reapplication process. Sharon and the OAWG were thanked for their work on the application. It was anticipated that a second application would be made within 6 months. 4. Chair s Report Proposal to ratify the election of Chris Robbins to the Ethics and Appeals : carried unanimously. 5. Secretary s Report Mr Iyengar s birthday: Agreed to send him a card that would make him smile. Members to be encouraged to donate to Bellur or the IYDF in celebration. Vacancy for a Treasurer: to circulate a job description to all IY(UK) members. In the meantime, all Institute Reps to ask their Institute s Treasurer whether they would be interested in the position. Elaine Rees read out a letter from a teacher about a medical incident that had occurred during a class. The teacher wanted to know whether she needed to inform the IY(UK) about the situation. It was agreed that as this did not involve an insurance claim she did not need to do this. There was also a discussion about how teachers manage information about students health issues, medication, emergency contact details etc, as well as the use of accident books. As medication requirements can change, it is the student s responsibility to inform their teacher of any amendments to the original information submitted. It was agreed to ask the EA to come up with guidelines for good practice, and to design a health declaration form that should be completed by students. The declaration form would be given to trainees, teachers and put on the teachers section of the website. It was agreed that all Institute Reps should contact their Institute website manager to add links to other Institute websites, in a bid to increase search engine ratings. Membership of Institutes: Agreed to include the number of members at the end of the previous enrolment year to the Institute Reports. Once final numbers are recorded the EX will consider whether Institutes with membership numbers below 50 should continue to have an EX Rep. National Iyengar Yoga Day in Ireland: The proposed amount of 350 to support this initiative was carried unanimously. A full report of the event will be given by the Irish Reps to the January 2014 EX 6. Membership Institute Reps Institute Reps Institute Reps Irish Reps

4 The requested the clause j. improving services to our members be added to Appendix O: Data Protection Policy of the Standing Orders: carried unanimously. There was a discussion about charging extra fees to Institutes when their Membership Officer had not inputted the relevant information into the IY(UK) database. It was noted that the inputting of this data is a condition of membership. It was also stressed that Katie Owens, IY(UK) Officer Manager, is happy to help any Institutes experiencing difficulties. Institute Membership Officers were thanked for working through the process following communication from the Chair over the summer. The EX accepted that there may be times when a charge is required, therefore, it was agreed to add the following clause to the Standing Orders: IY(UK) Ltd reserves the right to charge additional fees where action or inaction on the part of Member Institutes leads to a requirement for unbudgeted resources to be deployed by the IY(UK) Ltd. It was also agreed that if ever a charge was to be made, this would first be brought to the EX to approve before implementation. Carried unanimously. Proposed that the words Iyengar Yoga Instructor be changed to Iyengar Yoga Teacher: carried unanimously. Proposed that DSC to produce a new format IY(UK) policy certificate: carried unanimously. Proposed to include Trainee Teachers in the main IY(UK) policy: carried unanimously. Anita Phillips to ask the to clarify who can teach what at each level of certification. Clarification is also to be sought from the EA regarding both the term abnormal pregnancy, as well as, the regulations regarding teaching female students who have just become pregnant. Discounted price for Institutes with more than 500 members: It was agreed that this could be used as a negotiating tool in the continued discussions with Maida Vale. However the EX would like to see the financial costings, if this principle were to be applied to all Institutes with numbers of more than 500. A report to be prepared for the January 2014 EX Anita Phillips was thanked for making progress with Maida Vale, in regards to the possibility of it becoming a Member Institute. 7. Ethics and Appeals Visits to Pune: It was agreed that the need to compose an for Katie Owens to circulate to all teacher members, clarifying that all visits to Pune count towards Specialised Training. Use of Intermediate and Senior Level Certificate titles: It was agreed that this proposal needs to go back to the as the wording was not clear. The EX noted that Intermediate or Constitution Officer Constitution Officer Membership Membership Membership Anita Phillips Anita Phillips Katie Owens

5 Advanced should always come before the secondary term junior or senior. The revised proposal should be brought back to the January 2014 EX Specialised Training: The EX was unable to vote on this proposal as further clarification was required. Whilst more opportunity to undergo specialised training was supported, the EA needs to clarify what is meant by the term specialised training and what sort of workshops from the list of approved teachers would count as such. There is clearly a difference between a PD Day and a general class, albeit one with an approved teacher. The EA is asked to bring the revised proposal to the January 2014 EX Annual requirement for Specialised Training: It was agreed more information was needed before the EX could vote on whether to reduce the current requirement for specialised training to take place every other year. The EA is asked to bring the revised proposal to the January 2014 EX Co-opting members to the : It was proposed to add the following to the Standing Orders: 3.6: The Ethics and Appeal shall have the authority to delegate specific tasks to appropriately qualified members of IY(UK) Ltd. Such members shall be answerable to the Ethics and Appeals, which shall retain responsibility for the carrying out of the delegated tasks. Carried unanimously. 8. Finance The proposal to open Business Deposit Accounts with the Nationwide Building Society and Ecology Building Society: carried unanimously. Annual Review: Agreed to add information about the budget review to the new members of the EX pack, send to all committee chairs, and add to the website. 9. Archives Brian Stewart had talked to Debbie Bartholomew about the digitisation programme in Manchester. People in Pune were cataloguing photos. It was agreed that archives should be accessible on the web. Brian to contact Stephanie Quirk about progress in Pune. to send information to Brian about the budget. Brian will make a written report to the next EX meeting in January He was thanked for his work. 10. Assessment and Teacher Training The AT would like to have one Introductory Level 1 assessment per day. This proposal is to go to the Moderators meeting in December 2013, where budget implications will be examined. If any members of the EX have comments relating to this, please Sheila Haswell in advance of the December Constitution Officer Katie Owens Brian Stewart All AT & Moderators

6 Alan Brown and Sheila Haswell were both thanked for all their hard work on behalf of the AT. 11. Communications and PR It was agreed that the PR would be asked to out details of the website design, as Philippe Harari was unable to be at the EX meeting due to ill health. 12. Conventions and Events Tour Surplus Policy: It was agreed that the CE would canvass opinion about the distribution of the tour surplus, and bring back a revised policy to a future EX 13. Therapy Emma Pinchin reported that the TC had been active with work of an every-day nature: looking at applications for therapy status etc. A full written report is expected at the January 2014 EX 14. Moderators Agreed that a representative of the Moderators should be present as a non-voting member of the EX. 15. Yoga Show Diane Drain reported on the Iyengar Yoga stall at the forthcoming yoga show, and said that an appeal would go out shortly for help with the Iyengar yoga stand. Philippe Harari CE Therapy Moderators Diane Drain The meeting closed at 4.20pm. Signed on behalf of the IY(UK) Ltd: