Job Descriptions for Branch Office Bearers

Transcription

1 Job Descriptions for Branch Office Bearers Scottish National Party, Gordon Lamb House, 3 Jackson s Entry, Edinburgh EH8 8PJ Telephone : Fax :

2 Branch Convener The Branch Convener is responsible for ensuring that the Branch works effectively. He or she should be able to provide leadership and build an effective Branch team. The Convener must ensure that the Branch plays its part in carrying out the Constituency Plan. Monitoring the effectiveness of other Branch office bearers is part of this and it is important for the Convener to be supportive and have regular communication with fellow office bearers both at Branch and CA level. The Convener is the public face of the Branch and may be asked to comment on behalf of the Branch, or convene any public meetings the Branch may organise. To prepare, in conjunction with the Secretary, the agenda for Branch and Executive Committee meetings. To chair Branch and Executive Committee meetings, ensuring that these meetings are constructive and conducted in accordance with the party constitution and any standing orders that the Branch may have adopted so that: - Meetings are held regularly, in accordance with the Branch constitution. Meetings are quorate Meetings start punctually Any debates are constructive and balanced Any decisions taken are clear Responsibility is allocated for implementation of agreed actions Office bearers/delegates give reports and answer relevant questions Minutes are signed by Convener and Secretary to attest accuracy. Time is set aside for discussing current political business, training activists, briefing members on party policy. Annual General Meeting The Convener should prepare a report on general organisation and activity for the past year (a copy of this report to be submitted to HQ.) He/she should ensure that the AGM is chaired by a neutral party (a member of the NEC, MP or MSP, Elected Member of National Council etc). If you require further information or guidance, call or ian.mccann@snp.org 2

3 Branch Secretary The Branch Secretary is responsible for the administrative, clerical and communications aspect of Branch s work. The Secretary should have access to the internet as it allows speedy communications between SNP HQ and local organisations, and allows the Branch Secretary to keep abreast of any news and updates on the website. He or she should check all correspondence as soon as it is received and ensure that anything urgent is immediately passed on to the relevant office bearer. The Secretary should build up a list of addresses for Branch office bearers and activists (and pass these on to the CA Secretary) to facilitate communications within the Branch, with the CA and with the wider party. This is in addition to, not instead of, other methods of communication. Office bearers, activists and members who do not have access to the internet must be accommodated too. To prepare, in conjunction with the Convener, the agenda for Branch meetings. (sample copy appended) To ensure that all Branch members are kept informed of dates, times and venues for Branch meetings, giving proper notice as laid down in the Branch constitution. To take minutes of meetings and write up all minutes correctly and in good time. (sample copy appended) To report all important correspondence received to the meeting To ensure that all correspondence requiring urgent attention is passed to the Convener or relevant Office Bearer To write letters as instructed by the Branch To maintain a Sederunt Book a register of attendance at meetings To deal with arrangements for visiting speakers To produce, with the Convener, a Branch newsletter. In the absence of a Membership Secretary, to take responsibility for the signing up and maintenance of members. Annual General Meeting The Secretary should: - Make arrangements as for Branch meetings, ensuring due notice is given. Give a report to the AGM on the past year s activity. Notify HQ of the names, addresses, telephone numbers and addresses of all Branch Office bearers immediately after the AGM. The key sections of the Branch Rules to keep in mind at the AGM are: The circulated agenda for the Annual General Meeting shall contain a list of all nominations for Branch Office(s) and resolutions on Branch affairs and policy matters for consideration at the Annual General meeting, which have been notified in writing to the Branch Secretary. These resolutions and nominations of Office Bearers and Committee, duly signed by a proposer and seconder, shall be in the hands of the Branch Secretary twenty one days before the date of the 3

4 Annual General Meeting. In the event of such written nomination not being made for an office, oral nomination, duly seconded, shall, with the consent of the nominee, be accepted The business of the Annual General Meeting shall be: i) to receive reports of Office Bearers ii) to consider resolutions proposed by members and submitted in accordance with procedure detailed in section 11.2 above iii) to elect Office Bearers and Committee members as provided in this Constitution iv) to elect two auditors v) to elect delegates to Constituency Association, National Council, National Conference and other bodies as required Nothing in this section shall preclude general discussion of any topic permitted by the Convener of the meeting but no formal proposal, other than an emergency motion, may be considered without prior notice as detailed in Clause 11.2 above. Emergency Motions shall require to relate to matters which could not have been foreseen at the time the Agenda was compiled. If you require further information or guidance, call or Branch Political Education Officer The Political Education Officer is there to make sure that Branch members and activists are kept up to date with party policy and current political strategy and to develop debate amongst Branch members by regular political discussions. Political education officers can keep abreast with political and policy developments via the SNP website A full range of briefing papers are available in the members section The Political Education Officer also has a role, with the Organiser, in identifying general training needs within the Branch. Where these needs cannot be met locally, the Branch should contact HQ (in the first instance) to arrange for training to be provided. To ensure that the Branch organises a regular slot in each agenda for political discussion, led, where possible, by a guest speaker. To ensure that the Branch makes time to consider putting forward resolutions or amendments to resolutions for National Conference or National Council. To ensure that activists and members are informed on the details of existing party policy and current political strategy To ensure that new members are provided with information on party policy and current strategy. To help identify general training needs and encourage activists to attend appropriate courses. 4

5 Branch Treasurer The Treasurer s remit is to provide the Branch with sound financial administration so that all aspects of Branch assets, cash holdings, income and expenditure are properly managed and accounted for. The Treasurer should plan ahead and advise the Branch of future needs and expected income and make appropriate recommendations. He/she will liaise closely with other members of the Branch Executive Committee and with the Constituency Treasurer and National Treasurer at Headquarters. To be responsible for Branch accounts and petty cash, Branch cheque book(s) and other bank and building society books and giving out receipts on behalf of the Branch. To oversee the financial side of all Branch activities, such as social events and fundraising events, in conjunction with the Fundraiser. In conjunction with the Fundraiser, to be responsible for recording accurately the monies received from fundraising projects. To be responsible for the prompt payment of dues to CA and Headquarters. To be responsible for payment of approved travelling expenses to visiting speakers, Branch delegates etc. To ensure that CA delegates are always furnished with an up-to-date Branch financial report to present to the CA. To ensure prompt payment of other agreed expenditure To comply with all the requirements of the Political Parties, Elections and Referendums Act 2000, as administered by the Electoral Commission (see below and website To keep all records and accounts safely for the duration of office and to hand them over in their entirety to their successor. To prepare an annual financial report for the Annual General Meeting, along with copies of an audited set of accounts and to ensure that a copy is sent to HQ. Donations and loans and the law All Branches, Constituency Associations and Westminster Liaison Committees of the Party are deemed to be accounting units by the law because, under the terms of their constitutions, they have financial autonomy. The Treasurer of each Accounting Unit is required by law to keep their accounts in good order and to have them audited each year. These books and records must be kept safely for at least seven years because the Electoral Commission can ask to inspect them at any time. Donations and loans over 500 can only be accepted if they come from permissible sources. A permissible donor or lender must be one of the following: - an individual registered in a UK electoral register (including bequests) a UK registered company which is incorporated within the European Union (EU) and carries on business in the UK a Great Britain registered political party a UK registered trade union 5

6 a UK registered building society a UK registered limited liability partnership that carries on business in the UK a UK registered friendly society a UK based unincorporated association that carries on business or other activities in the UK Accounting unit treasurers are required to report a donation or loan over 500 within 21 days of accepting or rejecting it so that Headquarters can check permissibility. An impermissible donation or loan must be returned within 30 days and after this time, it is a criminal offence to retain it. Donations: The SNP must report to the Commission all donations whether in the form of money or goods or services provided without charge or on non-commercial terms if they exceed the reporting thresholds. Donations over 7,500 to the Party nationally or 1,500 to one of its accounting units must be declared. Various requirements to aggregate donations below this threshold as well as aggregating loans and donations from the same source may also apply. Example of section 62(12) donation Quarterly donation return to include 7,650 from K. Smith, recorded as received by s62(12) 900 cash accepted by Aberdeen North accounting unit in quarter 1 (donor K. Smith) 650 accepted by Anderson Branch accounting unit in quarter 1 (donor K. Smith) 6,100 cash accepted by Headquarters in quarter 1 (donor K. Smith) Parties must provide the value of the donation and the name, address and other relevant details of the donor. Parties must report any donations they have been given that were returned because the donor was unidentifiable or impermissible. Loans Loans and other credit arrangements, including credit facilities (such as overdraft facilities) and the provision of security or a guarantee on behalf of the Party, must also be reported. The same thresholds and rules about aggregation apply to reporting of loans as to donations. The Treasurer must provide the name, address and other relevant details of the lender or guarantor. Details of the value, terms and conditions of the loan must also be reported. The Treasurer must also report any changes to the terms and conditions of existing loans. The changes must be reported as they occur. 6

7 The form for accounting unit treasurers to report donations and loans is available on the Member Only website ( within the Office Bearers section for treasurers. If you require further information or guidance, call or Branch Organiser The Branch Organiser is responsible for organising the political and campaigning activity of the Branch. Co-operating with the Constituency Organiser, he/she will be responsible for ensuring the implementation of the constituency campaign plan within the Branch area, organising various types of activity as required leafleting, doorknocking, canvassing, local street activities etc. The Organiser should have attended one of the Organisers courses which the Party runs on a regular basis. The Branch Organiser should work closely with the Constituency Organiser, parliamentary election agent (if appointed) and the Campaigns staff at Headquarters. Organisers can keep abreast with best practice via the SNP website: - Organisers can also develop their skills via our online learning, support and advice tool: - To be responsible for the campaigning activity of the Branch. The Organizer may wish to appoint a small organisation sub-committee to help with this. Organizers may also wish to consider appointing an IT Officer, if someone with the appropriate skills is available, to help develop the Branch s e-campaigning. To coordinate, or appoint an individual to coordinate, local use of the activate.snp.org system. To know the Branch area and to create accurate and up to date records of the streets and roads within the Branch area and the number of houses in each street, with polling district numbers and polling place information for each street. (All this is available from the electoral registers.) To compile lists of appropriate places for streetwork, best poster sites, people willing to put posters in windows, lists of local workplaces, clubs, groups and voluntary organisations suitable for possible candidate visits. To organise leafleting and canvassing between and during elections, to keep leafleting records for each area within the Branch territory, to develop an effective leaflet distribution system, prepare up to date canvass cards and to organise door-knocking. To record information from canvass cards, leaflet distribution system, marked-up registers, etc on the Activate system 7

8 To compile lists of young voters and other specific groups from current electoral registers and organise delivery of letters to each from MP, MSP, councillor, candidate or other SNP representative. To organise recruiting campaigns to increase the Branch membership To mobilise Branch members for campaigning work and to keep accurate details regarding help offered by Branch members; to keep the Branch activist corps in good working order by regular activity. To keep abreast of organisational improvements and courses offered by HQ in training activists and to encourage members to attend such courses. If you require further information or guidance, call or Women's Officer There shall be a network of branch and constituency Women s Officers, supported by the National Women's Officer. The National Women's Officer will work with HQ, producing guidance for Branches and Constituency Associations, regarding gender equality issues. Role of the Branch and Constituency Women's Officers; To assist the National Women's Officer and the Party in improving gender balance across our membership, our activist base, among office bearers, and our elected representatives, and to increase support for the Party and independence, among women. To attend as Branch or Constituency delegates, at meetings of the Women s Academy which will take place at least bi-annually at Spring and Autumn Party Conferences. The Women's Academy will be involved in the implementation of training and mentoring schemes for our female members, consisting of a package of support for women. The aim of the Women s Academy will be to encourage and support more women to become activists, office bearers and candidates. The Women s Academy will produce a suite of training programs and workshops designed specifically for women. To recruit and support more women members, organising meetings specifically for women members (if considered an appropriate method of increasing women's attendance and participation) as well as supporting women in terms of training in campaigning and in holding office bearer positions. To identify and encourage women in their Branch or Constituency, to apply for vetting and thereafter to stand as candidates for election. A Guidance document for branches and constituency associations shall be produced by the National Women's Officer to facilitate the achievement of this. 8

9 To help monitor the progress of the gender equality strategy, by completing on behalf of their Branch or Constituency, an annual questionnaire about gender balance. Branch Membership Secretary With Headquarters staff now responsible for the administration and renewal of membership subscriptions, the role of a Membership Secretary now focuses on recruiting new members. To assist in the planning and implementation of Branch recruitment drives. To provide the Organiser with relevant information on membership to enable him/her to compile an accurate list with details of activities each member is willing to undertake. To assist in keeping Headquarters membership records up-to-date, e.g. where a member dies or moves address. To be responsible for the collection of membership fees from those who prefer to pay subscriptions by cash, for passing these monies to the Branch Treasurer and for notifying Headquarters of the renewal. A form for this purpose and further guidance on recruiting new members is available at: - There is no need to send any payment with this form. Payments will be deducted from the credit balances held by Headquarters. To ensure, in conjunction with the Branch Organiser, that potential members and keen For voters are followed up for membership after canvassing. To prepare and make a report to the AGM on membership matters. Other Posts Branch Vice Convener Duties include: - to understudy the Convener; to offer help and advice in running the Branch; to help maintain the morale of Branch members and ensure that all members are encouraged to participate. Branch Press and Publicity Officer Duties include: - Giving advance notice and send news releases of newsworthy activities to local media; providing quality photographs of Branch events to local press; co-ordinating letter writing to local newspapers particularly for local and national campaign events. 9

10 Equalities Officer: This is a new post which is being created and is in the process of being defined as of 26 August (Further details to follow prior to October National Conference) Youth Officer Duties include: - ensure that Branch takes positive steps to encourage young people to vote SNP and join the party; keep in contact with current young members and encourage them to become active in local campaigns and participate at meetings. Branch Minutes Secretary Duties include: - ensuring that an accurate record is kept of decisions taken by the Branch, indicating who is responsible for taking action on such decisions; providing Minutes for circulation by the Branch Secretary seven days before Branch meetings Branch Fundraiser/Social Convener Duties include:- coordinating social events and other activities to raise the money necessary to finance the Branch s campaigning activities 10