SECTION C. Departmental Organisation

1. Preamble
In each department a UNISON Committee will be established consisting of all Stewards from that department.

The Committee will elect from its body a Departmental Convener and two Vice Conveners, one representing APT & C members and the other Manual members. Where a department consists entirely of APT & C, Manual or Craft workers, only one Vice Convener will be necessary.

These elected posts represent the lead negotiators within the department and will co-ordinate the activities of the union within that area. They would also participate in Departmental Joint Consultative Committees.

Other members of the Committee will adopt roles which reflect those services provided by Branch Officers (e.g Education).
Whenever possible a parallel structure for Health & Safety Stewards will be put in place.

It is recognised that Health & Safety matters will on occasion overlap with Conditions of Service and as such all shop stewards should have at least a basic knowledge of Health & Safety requirements. It will be necessary, in certain instances, for shop stewards to also carry out the role of Health & Safety Steward.

Departmental Committees may set up functional groups to reflect the divisions in the department or particular occupational groups (eg Community Education, Residential Care etc)

Whilst the above outline is desirable it must be stressed that it is open to amendment to suit Departmental needs with the approval of the Branch Committee or AGM.

NOTE: The term Department should be broadly interpreted to include sections and sectors like the Voluntary Sector.

2. Departmental Committee Meetings
1. Regular Departmental Committee meetings will take place preferably monthly. Minutes and agendas will be issued to all Committee members at least 7 days prior to the meeting.

2. The Committee will consider;
a) Motions submitted for the agenda and may act on such motions or process them to the Branch Committee as appropriate. All motions must be checked for competency by the Departmental Convener or the Chair of the Branch. In their absence the Branch Secretary will deputise.
b) Items remitted from the Branch Committee and furnish comments as appropriate.
c) Matters arising from discussions / negotiations with management or arising from Committee reports.
d) Conditions of Service matters relating to the departmental membership.

3. The Departmental Committee at its first meeting of the year, will elect delegates and substitutes to the Branch Committee.

4. A copy of all minutes and agendas will be forwarded to the Branch Secretary.

5. The functions of the Departmental Committee includes:
a) Ensuring that all issues raised by members or referred to the Committee by the Branch receive appropriate attention.
b) Guide negotiations with Departmental management, in consultation with Branch Co-Ordinator and Conveners, SC Officers and other Departmental Committees where necessary.
c) Ensure members in the Department receive UNISON information and services, are represented properly, are consulted on policy matters and can participate fully in defining the terms and voting on the outcome of any negotiations which affect them.
d) Maximise UNISON membership in this Department.

3. Workplace Meetings
1. Workplace Meetings, open to all members in a defined workplace, shall be held as required.

2. A Workplace Meeting shall have the following definitions:
a) For the purposes of electing shop stewards:
All members from one Department at a place or area of employment, or within an occupational group recognised as a constituency by the Departmental Committee and the Branch Committee. Such meetings may elect stewards and, if quorate, will mandate their own steward.
b) For other purposes
All members in any geographical location or occupational group. Such meetings cannot mandate stewards.

3. Meetings may be called by the Shop Steward, the Departmental Convener, or the Branch Chair or Secretary, or by 20% of the members involved. If the meeting is not called by the shop steward, he or she must be consulted if possible prior to the meeting being arranged.

4. Workplaces shall set a quorum for meetings which is practical but not so small as to be unrepresentative,

4. Election of Shop Stewards
1. Stewards will be elected annually to serve from 1 January to 31 December.

2. Stewards will be elected at Workplace Meetings by ballot or by show of hands (See Rule C.3 for definition of Workplace Meeting) and the result of the election forwarded to the Branch Secretary on the prescribed form which must be signed by two members of the workplace who were in attendance at the meeting.

3. Stewards will not be accredited until they have notified the branch office, they have received their credential card and have returned the duplicate to the branch office.

4. As a guideline, there should be a steward for each 25 members. Stewards can job share but will carry only one vote between them at any meeting they attend in their capacity as shop steward.

5. Unless it is a job share, there should be normally no more than one steward where there are less than 10 members in the agreed constituency, except by special agreement with the Departmental and Branch Committees.

6. Stewards elections are subject to confirmation by the Branch via the Branch Committee or the AGM (both of which may delegate their powers) and the National Executive.

7. New Stewards will be provided with appropriate training opportunities.

5. Departmental Meetings
1. Departmental Meetings, open to all members of that department, will be held as required between branch meetings

a) Notification will be issued in writing to all members giving 7 days clear notice and indicating items for discussion.
b) Departmental meetings may be called by the Branch Secretary, Departmental Committee or at the request of 5% of the constituent members.
c) Decisions taken by quorate meetings will, if competent, serve as a mandate for the Departmental Committee.

6. Role of Departmental Convener
a) Conduct elections in liaison with Branch Secretary
b) Convene Departmental Committee Meetings
c) Chair Departmental Committee Meetings
d) Ensure minutes are taken at Departmental Committee meetings
e) Forward copy of all relevant minutes and agendas to Branch Secretary.
f) Provide advice / assistance to Shop Stewards
g) Act as intermediary between Shop Stewards & Branch Officers
h) Lead Departmental negotiations
i) Liaise with Vice Conveners
j) Ensure the Department is represented at Service Conditions and other relevant committee meetings.

7. Role of Departmental Vice Convener
a) Assist in Departmental negotiations
b) Represent Department at Service Conditions meetings as required.
c) Provide advice / assistance to Shop Stewards
d) Liaise with Convener
e) Act as intermediary between Shop Stewards & Branch Officers
f) In absence of Convener convene and chair Departmental Committee meetings ensuring all normal procedures are followed.

SECTION D. Branch Organisation

Separate structures for APT&C, Manual and Craft should be seen as transitionary pending harmonisation.
Reference to Core Branch Officers means President, Chair (Vice Chairs), Secretary, Service Conditions Coordinator and Conveners, Treasurer, Education Officer, Equality Officer, Communications Officer, Health & Safety Officer.

1. Branch Committee - Outline
a) The Branch Committee should reflect occupational and employer groups ensuring fair representation.
b) Representation on the Branch Committee will be that as set out in Branch Rule D.2 (Branch Committee - Structure) and will be agreed by the AGM.
c) The Committee should reflect the gender balance of the Branch. All branch delegations should, as a minimum, reflect a 50/50 gender balance.
d) The Branch Committee shall administer branch business in accordance with national rules and guidance and in accordance with Branch Rule D.2 below.
e) The Branch Committee will establish arrangements for representation of all members as allowed for in these Rules and in terms of structures laid down from time to time by the Branch Committee or the Branch AGM. Any difficulties which cannot be resolved by the Branch Committee or the AGM will, in the first instance, be referred to a sub group of the Branch Committee, chaired by the Branch President, to seek a resolution. If the difficulty is not resolved to the satisfaction of the parties concerned, the matter shall be referred to the Regional Officer.

2. Branch Committee - Structure
1. Stewards elected from Departmental Committees, elected Branch Officers and elected delegates from Self Organised Groups shall be members of the Branch Committee under the following formula:

a) All branch officers. The Auditors will have non-voting status.
b) Two delegates for each Departmental Committee for the first 200 members registered as coming under its constituency. A further one delegate for each further 225 members or part thereof.
Delegates will be elected by Departmental Committees and notified to the Branch Secretary by at least 21 days before the AGM. Delegations must reflect fair representation and proportionality.
c) One delegate conditioned to Chief Officer conditions and elected by the members on Chief Officer conditions.
d) Two delegates from each of the Lesbian and Gay, Womens Group, Black Members and Disabled Members self organised groups. The Lesbian and Gay group delegation will consist of one man and one woman. The other groups must have at least one woman on the delegation.
e) The Retired Members Secretary who will not vote on Service Conditions matters.
f) In the case of job share posts, each of the postholders may attend but only one vote for the post may be cast at any meeting.

2. The Committee will meet monthly to consider business affecting the Branch

a) To consider policy matters in the absence of a Branch Meeting
b) To consider the status of current negotiations with the employer on those issues impacting on the Branch as a whole
c) To consider applications for membership
d) To consider reports from Branch Officers
e) To receive regular reports on the financial position of the Branch
f) To consider minutes from Sub Committees
g) To consider motions submitted in accordance with Standing Orders
h) To consider items of correspondence requiring decision
i) To consider the appointment of delegates / representatives
j) To consider reports from delegates / representatives
k) To consider such other items as considered appropriate by the Chair of the Meeting
l) To consider nominations from the Branch to other UNISON/outside bodies

3. Conditions of Service Sub Committee
1. The Sub Committee shall consist of;

a) The Branch Chairperson, the Branch Secretary and the Branch Officer(s) whose remit is directly relevant to the responsibility of the Committee.
b) representatives from shop stewards committees (number to be determined by Branch Committee).

2. Meetings shall be chaired by the Branch Chairperson

3. The Sub-Committee’s business is to consider and guide Branch negotiation, to support and co-ordinate Departmental negotiation, to be responsible for the Branch’s consultation on national negotiation; and to make recommendations on these matters for ratification by the Branch Committee as appropriate.

4. The Sub Committee shall meet monthly and shall submit minutes to the Branch Committee for information / decision.

5. The Sub Committee shall set up working groups as it considers appropriate.

4. Service Conditions Team
1. The Service Conditions Team shall consist of:

a) The Service Conditions Co-ordinator, The Service Conditions Convenors and the Service Conditions Officers.
b) The President, Chairperson, Secretary, Assistant Secretary, Equalities Officer, Health & Safety Officer and Regional Officer.
c) Other officers and convenors of Departmental Committees will be invited to attend as and when appropriate.
d) Meetings of the Service Conditions Team will be convened by the Service Conditions Co-ordinator monthly (prior to the Service Conditions Committee) and will be chaired by the Branch President or Chairperson.

2. The minutes and other relevant information will be submitted to the Service Conditions Committee for information/decision.

3. The purpose and remit of the Service Conditions Team is:

a) to ensure all relevant Officers have an in depth knowledge of all ongoing service conditions matters within the branch
b) to provide each other with any necessary support or advice on service conditions matters
c) to oversee and monitor allocation and progress of cases and duties
d) to direct or/and support the branch's lead negotiators and to work out strategies for the implementation of Branch and national service conditions related policy decisions, either by acting on matters devolved to it by the Service Conditions Committee or Branch Committee or by making recommendations to these bodies.
e) to nominate the Branch candidate for Staff Side Secretary subject to endorsement by the Branch Committee"

4. The service Conditions team shall set up working groups as it considers appropriate (subject to approval from the Service Conditions Committee

5. Equalities Sub Committee
1. The Sub Committee shall consist of;

a) The Branch Chairperson, the Branch Secretary and the Branch Officer(s) whose remit is directly relevant to the responsibility of the Committee.
b) Two Representatives from each Departmental Committee, one of whom must be a woman.
c) Two Representatives from each self organised group, one of whom must be a woman.

2.The Sub Committee shall also have powers to co-opt additional members where it would be of assistance in progressing a specific issue. Co-optees shall have no voting rights.

3. The meetings will be chaired by the Branch Chairperson.

4. The Sub Committee shall consider all Branch business pertinent to the objective of ensuring equality in all matters relating either to an individual’s membership of the Branch or to their employment within the Authority and shall pursue areas of improvement for disadvantaged groups. This will include matters of National or Regional Policy.
The Sub Committee shall consider all matters referred from the Branch Committee.

5. The Sub Committee shall have powers to elect representatives / delegates without reference to the Branch Committee whilst recognising any projected expenditure must receive the prior approval of the Branch Treasurer on behalf of the Branch Committee.

6. The Sub Committee shall meet monthly with additional meetings being convened as appropriate, and shall submit minutes of their meeting to the Branch Committee for information / decision.

7. The Branch recognises and respects the right of members to self organisation and commits itself to facilitate that principle.

6. Health & Safety Sub Committee
1. The Sub Committee shall consist of;

a) The Branch Chairperson, the Branch Secretary and the Branch Officer(s) whose remit is directly relevant to the responsibility of the Committee.
b) Two Representatives from each Department (1 APT&C and 1 Manual or Craft)

2. The Sub-Committee shall have powers to co-opt additional members where it would be of assistance in progressing a specific matter. Co-optees shall have no voting rights.

3. The meetings will be chaired by the Branch Chairperson.

4. The Sub Committee shall consider all matters relating to the Health & Safety of members in the workplace and in the pursuance of their duties.

5. Particular emphasis will be placed on the application of relevant legislation and the creation and maintenance of a union organisation which ensures a high profile for Health & Safety.

6. The Sub Committee shall meet monthly and shall submit minutes to the Branch Committee for information / decision.

7. Education & Communications Sub Committee
1.The Sub Committee shall consist of;

a) The Branch Chairperson, the Branch Secretary and the Branch Officer(s) whose remit is directly relevant to the responsibility of the Committee.
b) Recruitment / Membership Services Officer.
c) 8 members elected by the Branch Committee
d) Up to 3 additional members co-opted by the committee with the approval of the Branch Committee.

2. The meetings shall be chaired by the Branch Chairperson

3. The committee’s remit will be to;

a) Co-ordinate shop stewards training
b) publicise trade union courses
c) publicise the unions aims and policies within the branch and with the wider public
d) co-ordinate an ongoing, targeted recruitment campaign amongst non-members in consultation with Departmental Conveners and Self-Organised Groups
e) produce a regular branch magazine. 10 times a year is the guideline.
f) maintain a watch on the media to alert branch officers to issues requiring a UNISON response.
g) develop and produce information for members and stewards

4. NOTE: For the purposes of the branch magazine, the committee will appoint an editorial committee and editor subject to the approval of the Branch Committee.

8. Welfare Sub Committee
1.The Sub Committee shall consist of;

a) Welfare Officer
b) Branch Secretary
c) Branch Treasurer
d) Branch Chairperson
e) Three members elected by the Branch Committee.
f) Up to two members co-opted by the committee with the approval of the Branch Committee

2. The remit of the committee will be to;

a) Promote and administer the Welfare Fund
b) Deal with applicants for assistance from members
c) Deal with general problems of a welfare nature
d) Make arrangements for visiting beneficiaries

3. Any Welfare application must be dealt with in extreme confidentiality. Applicants will only be referred to by a code number in minutes.

9. Policy & Finance Sub Committee
1. The sub committee shall consist of;

a) all core Branch Officers
b) Six members elected by the Branch Committee
c) Up to three members co-opted by the committee with the approval of the Branch Committee
d) International Relations Officer

2. The meetings will be chaired by the Branch Chairperson.

3. The remit of the committee will be to;

a) Consider detailed matters of policy, including industrial action and relationships with other unions and branches of UNISON and to provide reports to the Branch Committee.
b) Consider all matters of finance, including budgets
c) Consider all matters delegated by the Branch Committee not within the scope of other committees.
d) Consider International Relations issues
e) Act on behalf of the branch on emergency items between Branch Committees

4. The committee will meet monthly between Branch Committees and shall submit minutes to the Branch Committee for information/decision

10. Self Organised Group Structures
1. All branches are expected to facilitate the establishment and development of self organised groups for women, black members, disabled members and lesbian and gay members, to:
-Help develop the union’s policy on equality issues
-Identify particular service conditions issues
-Establish priorities within a defined trade union context
-Increase visibility and participation within the branch
-Build links between the union and the wider community

2. Membership of each self-organised group is open only to that self defined group of members. Thus, only women may be members of the women’s self-organised group and so on.

3. The Branch Committee has the responsibility for facilitating self organisation, in consultation with the regional self-organised group committees and should ensure that:
(a) Appropriate members are encouraged to participate in self-organised groups.
(b) Two representatives from each branch self organised group are elected to both the Branch Committee and the Equalities Sub Committee, at least one of who must be a woman.
(c) The self-organised groups are involved in determining negotiating priorities and service conditions issues (on matters pertaining to the self organised group)
(d)The Branch respects members’ rights to confidentiality and that all information is kept secure.
(e) Self-organised groups have sufficient agreed funding and resources to ensure attendance at regional and national self organised meetings and events.
(f) All meetings of self-organised groups are publicised widely to members and within the branch calendar and bulletins.
(g) Self-organised groups should contribute to a review/report of their work within the branch annual report.

4. The self-organised group shall have powers to elect co-convenors for the group and to elect representatives/delegates without reference to the Branch Committee, whilst recognising that any projected expenditure must receive prior approval of the Branch Treasurer on behalf of the Branch Committee

11 - Branch Welfare Fund
The Branch shall operate and administer a Branch Welfare Fund under the following terms of reference.
i) It shall be set up by a substantial donation agreed by the Branch Committee and thereafter financed by voluntary contributions from members, from donations and from fund raising activities only.
ii) It shall be kept in a separate bank account from the Branch General Fund
iii) Independent accounts of the Branch Welfare Fund shall be kept and, duly audited, shall be submitted with the branch accounts as per branch rules.
iv) The fund shall be established for charitable purposes only, namely the relief of suffering and distress of all categories of members and their dependents who are in necessitous circumstances.
v) Assistance to members will be given, at the discretion of the Welfare Committee, in the form of loans which may be interest free or, in exceptional circumstances, grants may be given.
Such assistance shall be given either in cash or kind or through direct payment to agencies, whichever is considered most appropriate by the Welfare Committee.
vi) At the discretion of the committee, funds may be used to provide tokens from the branch in the case of, for example, illness, retirements, bereavements etc.
vii) The Fund shall be administered by the Branch Welfare Officer in consultation with Branch Treasurer and Branch Welfare Committee in terms of the appropriate Branch Rules governing these, and in terms of policy decisions approved by the branch from time to time.
viii) The Branch Treasurer, in terms of his/her duties and responsibilities under Branch Rules shall have overall responsibility for the Branch Welfare Fund in as much as the publication of the relative accounts are concerned.
ix) The confidentiality of all applicants and beneficiaries shall be of paramount importance at all times.
x) The Fund shall be administered in addition to any other benefits which may be obtainable to members either through UNISON or from other agencies.
xi) Funds in the Welfare Fund shall not be transferable to any other fund.

12 - Industrial Action Fund
The Branch shall operate an Industrial Action Fund under the following terms of reference:
i) It shall be funded by money transferred from the General Fund as agreed by the Branch from time to time limited to no more than 10% of branch remission in any one year, from donations or fund-raising activities and from any levy agreed by the branch under National Rules.
ii) It shall be used solely for purposes in direct connection with industrial action and primarily for alleviating hardship of members undertaking industrial action properly approved by the branch.
iii) It shall be duly audited and shown in the Branch Annual Report and Financial Statement.
iv) So far as is possible, the balance of funds at 31 December each year shall be maintained at at least 8% of the total income from members subscriptions remitted to the branch.

13. Political Fund Committee
The composition and remit of this committee will be decided by branch members who are registered contributors to the APF, supported and advised by the Scottish Affiliated Political Fund Committee.

14. Retired Members Section
The composition and remit of this body, will be determined by appropriate members defined under National Rules D.5.