BRANCH RULEBOOK 2017
UNISON branch 09238 Branch Rulebook 2017 - - - Page 2 of 5 [1] Branch Name (number 09238) Branch 09238 of UNISON is known as the University of Kent Branch and is referenced throughout this document as the branch. [2] Aims of the branch (a) To support and pursue the Aims and Objectives contained in the UNISON Rule Book, and the Objectives agreed by UNISON s National Executive Committee annually, and in particular: (i) to achieve the aims and targets set annually through the joint branch assessment, and (ii) to prioritise the issues identified by members at General Meeting(s). [3] Membership (a) Eligibility for membership shall be in accordance with the Rules of UNISON. (b) Applications for membership will be deemed to take effect from the date at which completed forms are received by the branch. (c) This is with the exception of membership applications made online, which will take effect from the date on which the online application was made. (d) A meeting of the branch or of the branch Committee (see [6] below) may decide not to support a membership application but such a decision must be consistent with UNISON Rules and should be explained to the individual in writing, setting out any right of appeal. (e) Any member may have a copy of the current Rule Book and of these Rules, and all members must comply with the Rules. (f) The NEC may terminate an individual s membership in accordance with the Rules. [4] Branch structure (a) There will be an Annual General Meeting (AGM) of the branch held in January of every year. The key business of the AGM is to (i) confirm the election by ballot of branch officers and members of the branch committee, (ii) to receive the branch accounts, and to (iii) report on branch business to our membership. (b) The AGM may comprise one meeting or a series of aggregate meetings based on sections or geographical areas in order to maximise the active participation of members. (c) The AGM will determine the basis of representation in the branch and the number of stewards and other representatives to be elected in each work group or workplace. (d) Other General Meetings may be called by the branch Committee, or by 20 members of the branch or 5% of the membership (whichever is the greater). (e) The quorum for any General Meeting, including the AGM, is 20% of the branch at a single meeting or through aggregate meetings. 1 (f) A branch Committee (see [6] below) will be responsible for the general organisation and development of the branch and for policy and decision making on matters affecting all members within the branch between General Meetings. (g) A branch Management Group, membership and role as agreed by the branch Committee, may be delegated with responsibility for certain aspects of branch business, acting within the limits of authority delegated to it by the branch Committee. 1 This percentage was formerly 25% but was reduced by members at the AGM of 14 January 2014 to 20%
UNISON branch 09238 Branch Rulebook 2017 - - - Page 3 of 5 (h) Said Group may commit to no expenditure, policy decision, or affiliation that has not been previously agreed by the branch Committee. [5] Branch Officers (a) The branch shall elect the following Officers each year: (i) Chairperson (ii) Branch Secretary (iii) Treasurer (iv) Health and Safety Representative(s) (v) Equalities Officer (vi) Membership Officer. (b) The branch shall additionally elect Officers to the following roles: (i) Learning Representative (ii) Communications Officer (iii) Young members Officer (iv) LGBT Representative (v) Welfare Officer. (c) The branch may also elect such other Officers as are necessary for the effective operation of the branch, which may include (i) a convenor or Senior Steward from amongst the branch Stewards, (ii) a Labour Link Officer, elected only by members who pay into the Affiliated Political Fund, (iii) a Retired Members Secretary, elected by retired members of the branch. (d) The roles listed at (a) to (c) above may be shared and/or combined according to branch requirements and taking into account the time that is able to be offered by members. (e) Branch Officers may be nominated by the branch Committee (see [6] below), or by any two members, with the exception of (i) the Labour Link Officer who is elected by APF members only. She or he would require 2 nominations from among those members. (ii) the Retired Members Secretary who is elected by retired members only. She or he would require 2 nominations from among those members. (f) Nominations will be invited 12 weeks before the AGM and nomination forms should be received before the AGM is convened. (g) Nominees may withdraw at any time prior to the elections. (h) If there is more than one candidate a vote will be held and the candidate receiving the most votes shall be elected to that role. (i) Branch Officers may be co-opted by the branch Committee subject to ratification by the next General Meeting. [6] Branch Committee (a) A branch Committee will meet at regular intervals during the year to administer branch business in accordance with UNISON rules and guidance. 2 2 Between 6 and 12 meetings per year is the expected frequency of meetings, based on business and branch requirements.
UNISON branch 09238 Branch Rulebook 2017 - - - Page 4 of 5 (b) The Committee will be made up of all branch Stewards and the branch Officers referred to at [5](a) above, and at [5](b) above. (c) The Committee may invite other parties to attend meetings in an advisory capacity and/or as observers. 3 (d) The quorum for the branch Committee shall be 33% (one third) of the members of the committee, or four persons, whichever is the larger number. 4 (e) Meetings of the branch Committee shall ordinarily be chaired by the Chairperson, and minuted by the Branch Secretary. Either of these roles may be delegated or may be rotated to meet the needs of the Committee. (f) In reaching its decisions the Committee shall use simple majority voting by show of hands, unless a secret ballot is specifically requested, in situations where a consensus cannot be reached. (g) All minutes of the Committee shall be signed by the Chair, with any amendments noted, and this single copy of the minutes shall be considered the definitive version of the record of the meeting. [7] Conduct of Meetings (a) All meetings will be conducted in a fair and democratic manner. (b) All meetings will be advertised widely and as far in advance as possible. (c) The procedures to be used at the meeting will be explained clearly. (d) The branch will maintain records of all meetings and reports tabled at meetings, observing the requirements of the Data Protection Act and any other relevant legislation. [8] Representation of members The branch committee will establish arrangements for representation of members and any difficulties will be referred to the Regional Organiser in the first instance. [9] Media Communications Communications to the media on behalf of the branch shall be made only by the Branch Secretary and/or Chairperson. [10] Affiliations (a) Affiliations to relevant constituency Labour Parties will be decided by the APF membership. (b) Affiliations to trade councils shall be determined by the AGM or branch Committee. (c) Any other affiliations shall be determined by the branch Committee. [11] Finance (a) The branch shall keep bank and/or building society accounts in the name of the branch and will maintain a financial record of all assets, liabilities, income, and expenditure in accordance with UNISON guidelines. (b) Branch protocols may be established for the efficient processing of, for example, invoices, expenses claims, and the depositing of cheques. (c) Day-to-day matters of finance shall be overseen by the Treasurer. 3 An example of the latter would be members who are considering joining the Committee as a Steward/Officer. 4 So, for example, if the branch Committee were currently composed of 9 members the quorum shall be 4 persons as this is greater than 33% (3 persons).
UNISON branch 09238 Branch Rulebook 2017 - - - Page 5 of 5 (d) Donations shall be agreed by the AGM or branch Committee in accordance with UNISON policies. (e) Rates of expenses for members attending meetings or carrying out other activities on behalf of the branch shall be agreed by a General Meeting and shall be in accordance with the Scheme for Branch Expenses contained in the Branch Finances Handbook. (f) A subsistence payment for branch volunteers may be made in the amount of 10 per day or part-day for which she or he assists with branch business. Any travel and other reasonable expenses incurred in the course of voluntary activity shall be reimbursed in accordance with the Scheme for Branch Expenses referred to above. (g) Any honorarium paid to a branch Officer will only be made in accordance with the Scheme for Honoraria Payments in Branches contained in the Branch Finances Handbook. [12] Approval/Alteration to Rules a) Branch rules must be agreed by two thirds of members present and voting at a quorate General Meeting. b) Branch rules must be approved in accordance with UNISON s procedures. c) Any changes to branch rules must be agreed and approved in the same way. These branch rules were agreed at a General Meeting held on ----- / ----- / --------- Votes approving the rules Votes against Having gained the approval required by members at a General Meeting held on the date shown above I have signed these Rules below to certify this and to verify that these Rules supersede any earlier Rules of the branch. Name (Chairperson of the General Meeting) Signature