Branch meetings

SOAS UCU  Branch rules

May 2015

1      Name

The name of the branch is ‘The SOAS Branch of the University and College Union’, subsequently referred to as ‘the branch’.

2      Constitution

The branch is constituted in accordance with the current rules of the University and College Union (UCU)..

3      Aims and objects

The aims and objects of the branch are the same as those of UCU, set out in national rule 2, except that they exclude the political objects of UCU referred to in national rule 2.6. The branch may discuss UCU’s political objects and may act to further these provided that no funds of the branch are spent on those political objects. All actions taken by the branch shall be consistent with the national rules of UCU.

4      Membership

4.1. Members of the branch shall be those assigned to the branch in accordance with national Rule 12. Normally, this will include all UCU members for whom SOAS is their principal qualifying employment.

4.2. In accordance with national Rule 12.2, members who are employed at SOAS but who have been assigned to a different branch may attend meetings, and vote on matters concerned with their employment, at this branch. They are eligible for membership of the committee of this branch, but may stand for election as a local officer only in their designated branch. In relation to national office and national elections, they shall be entitled to stand for office and vote in national elections only in their designated branch/LA/central group. ‘National elections’ includes all elections for general secretary, officers, trustees, NEC representatives and congress delegates.

4.3. Retired members whose last employment was in SOAS may choose to be members of the branch or of a central group.

5      Subscriptions

5.1. Each member of the branch will pay, in accordance with procedures determined by the NEC, a subscription to the funds of UCU consisting of the current national subscription as determined by the NEC, and any current local subscription agreed by the branch.

5.2. The local subscription will be approved by a decision of the annual general meeting and published to all members.

6      Use of funds

6.1. All expenditure by the branch must further the objects of the branch. The finances of the branch shall be conducted in accordance with arrangements determined by the National Executive Committee which shall include an audit and report prepared in accordance with instructions issued by the honorary treasurer.

6.2. No funds of the branch will be used for affiliation to a political party, or for the furtherance of the union’s political objects.

6.3. The funds of the branch will be used for:

6.3.1. Costs incurred in the proper conduct of the business of the branch, as agreed by the committee.

6.3.2. Payment of the expenses of any members duly appointed by the branch to represent it.

6.3.3. Payment of other such expenses as will from time to time be determined by a majority of members present and voting at a quorate general meeting of the branch, subject to 6.1 and 6.2 above.

6.3.4. Donations to charities or other bodies whose objects are consistent with those of the branch. Donations greater than £200 must be approved by a general meeting of the branch; donations below this amount may be approved by the committee.

Note: Under trade union legislation, any expenditure on political objects must be made from a designated political fund, which is established and continued by a vote of the membership every ten years. This fund, set up in accordance with UCU rules 30 and 36, is one per cent of membership subscriptions and members may opt out of paying it. All expenditure on political objects must be made nationally out of this designated political fund; expenditure on political objects cannot be made out of local funds.

7      Committee

7.1. There will be a committee responsible for conducting the day-to-day business of the branch. The committee will meet not less than once every term. Not less than one third of those who are at that time members of the committee must be present to form a quorum at any meeting.

7.2. If presented with a written request signed by half of the members of the committee, the president must call a meeting of the committee to take place not later than 5 working days following the day on which that written request is received.

7.3. The committee will consist of:

7.3.1. the officers as specified below

7.3.2. up to 6 ordinary members elected annually from members of the branch.

[Note: Ordinary members of the committee may be elected to represent categories of members such as departments, management grades or part-time staff as appropriate.]

7.3.3. up to 4 members co-opted by the committee who will serve to the end of the term of office of other committee members.

7.3.4. any member of the branch who is a member of the National Executive Committee of UCU.

7.4. The committee shall elect (from amongst its own members) a negotiating committee to conduct negotiations.

7.5. The negotiating committee is the only body empowered to conduct negotiations with the institution. The negotiators may include the regional official, under circumstances determined by the general secretary. The negotiating committee shall make appropriate arrangements for the appointment of its officers from among its membership.

8      Officers of the branch

8.1. Members will be elected to the following officer roles within the branch:

The Chair/President

The Treasurer

The Secretary

The Membership/Recruitment Secretary

The Equality Officer

The Health and Safety Officer

These positions will be elected annually at the annual general meeting from members of the branch in accordance with Rule 9.

It is a positive objective of the branch to ensure that there is a gender and ethnic balance on the Branch Executive.

8.2. Chair/President

The Chair/President will chair all committee meetings of the branch and perform such other duties as are laid upon the Chair/President by any rule or are decided by the committee. In the absence of the Chair/President, these duties will be performed by another officer as the committee decides. In accordance with normal practice, the Chair/President may, between meetings of the committee, take any action on behalf of the committee which is both urgent and necessary. Such chair’s action must be reported for approval to the next committee meeting.

8.3. Secretary

The duties of the Secretary are to call general and committee meetings of the branch; to ensure that minutes of general meetings are kept; to organise membership circulations as the committee deems necessary; to arrange notification of local election and ballot results to all members; and to perform such other duties as are laid on the Secretary by any rule or are decided by the committee. In the absence of the Secretary, the Secretary's duties will be performed by another officer as the committee decides.

8.4. Treasurer

The Treasurer will have custody of the funds of the branch and authority to make payments from them in accordance with the rules as the need arises. The Treasurer's duties will be to keep the books of the branch; to present the accounts of the branch for auditing as necessary; to present these audited accounts to a general meeting of the branch, to publish them to all members of the branch, and to submit a copy forthwith to the Honorary Treasurer of UCU. In the absence of the Treasurer, the Treasurer's duties will be performed by another officer as the committee decides.

8.5. Membership/Recruitment Secretary

The Membership/Recruitment Secretary will be responsible for recruitment and for keeping any membership records that are necessary at local level. The Membership Secretary will provide membership information promptly to UCU in accordance with instructions from UCU head office or regional office to enable statutory and rule requirements of membership records to be met. In the absence of the Membership Secretary, these duties will be performed by another officer as the committee decides.

8.6. Equality Officer

The Equality Officer will:

8.6.1. have knowledge of and commitment to relevant issues, and be willing to undertake training according to the needs of UCU, monitor the implementation of equality policies within the institution, and, where appropriate, encourage and support local negotiations on equality matters

8.6.2. monitor the volume and nature of personal casework which involves equality issues to ensure that the branch has appropriate mechanisms in place for handling such cases

8.6.3. where appropriate, provide information, encouragement and support to members about equality issues

8.6.4. ensure that UCU’s national annual meetings, and any other relevant events and opportunities for women, black members, lesbian, gay, bisexual and transgender members and disabled members are publicised locally, that members from all groups are encouraged to participate, and that the branch maximises the opportunities for recruitment and organisation amongst all groups.

8.6.5. where appropriate, provide liaison between the branch and UCU’s equality structures. In the absence of the Equality Officer, these duties will be performed by another officer or officers as the committee decides.

8.7. Casual vacancies: If an office is vacant and no election is being held for that office, the committee is empowered to fill the vacancy, either from members of the committee itself or from the general membership of the branch. Officers so appointed will retire at the same time as if they had been duly declared elected at the last annual general meeting.

9      Elections of ordinary members of the committee and officers

9.1. Returning Officer

The local committee will appoint a Returning Officer for elections who is neither a candidate for any office in the branch nor a member of the committee.

9.2. Nominations

All nominations will be received in writing by the Returning Officer no later than the day that is five working days before the annual general meeting. Nominations must be accompanied by the written consent of the nominee and supported by the identifiable signatures of 2 members of the branch, and their UCU membership numbers.

Nominees will, in addition, send their name and a brief manifesto statement to the Secretary by the end of the day that is seven days before the date of the Annual General Meeting. The Secretary will then take all reasonable steps to ensure that the names and statements are circulated to all members before the AGM.

9.3. Eligibility to stand for election

Retiring officers will be eligible for re-election. A member may not normally be declared elected to more than one office or ordinary position of committee membership.

9.4 Elections

If there is only one eligible candidate for any officer vacancy that candidate will be declared elected. If the number of candidates to be ordinary members of the committee does not exceed the number of vacancies those candidates will be declared elected.

If there is more than one eligible candidate for any officer vacancy or more candidates than there are vacancies of ordinary members of the committee, a vote of the members of the branch will be conducted at the annual general meeting of the branch. Voting will be by a show of hands.

Members who are not present at the Annual General Meeting of the branch may then vote in the election or elections, by electronic means, during a period of 72 hours from the time of the scheduled end of the said Annual General Meeting.

9.5. Term of office

The term of office of an officer or ordinary member of the committee elected under this rule 9 will be from the annual general meeting of the branch until the subsequent annual general meeting of the branch.

9.6. Notification

The result of elections conducted at the annual general meeting of the branch will be notified in writing by the Secretary as soon as practicable to the members of the branch and to the general secretary of UCU.

10  Election of congress representatives

Congress representatives will be elected annually from members of the branch. Where an elected representative is unable to attend a particular congress, a substitute may be elected by a general meeting. If this is not possible, a substitute may be elected by the committee.

Names of the representatives will be notified to the general secretary in accordance with published procedures.

11  Removal from office

Any member of the committee (including the officers and other persons elected to represent the branch) may be removed from office by resolution at a general meeting (including an extraordinary general meeting) of the branch provided that (a) the terms of any such proposed resolution are received by the Secretary not later than the day that is seven working days before the day of the general meeting and (b) the proposal for such a resolution is supported in writing by no fewer than fifty members or 25% of the membership, whichever is less. Upon receipt of such a proposal the Secretary will take all reasonable steps to ensure that that proposal is received by each member of the branch not later than the day that is five working days before the general meeting at which it is to be considered. Any general meeting which will have removed a member or members of the committee in accordance with the above will have power to replace any such member or members until such time as normal election of officers and other members of the committee next occurs.

12  Meetings of the branch

There will be at least three general meetings of the branch each year, of which one will be designated as the annual general meeting. The regional official shall receive notice and minutes of all branch meetings. The general secretary or nominee may attend all branch meetings.

12.1. Annual general meeting

The annual general meeting will be held in February or March each year. The Secretary will take all reasonable steps to ensure that notice of the annual general meeting including notification of the opening of nominations for the positions of branch officers and ordinary members of the committee, the name and contact details of the Returning Officer and the timetable for nominations is received by members not later than the day that is 14 days before the day on which the meeting is to be held. The Secretary will take all reasonable steps to ensure that the agenda for the meeting is received by members not later than the day that is seven days before the day on which the meeting is to be held. The annual general meeting will elect the officers and committee members.

The agenda of the Annual General Meeting shall be as follows:

Apologies for Absence

Minutes of the previous AGM

Annual Report:

The Chair/President

The Treasurer

The Secretary

The Membership/Recruitment Secretary

The Equality Officer

The Health and Safety Officer

Election of Tellers

Election of Officers

Any Other Business pertinent to the AGM (e.g. Motions, Report on Annual Congress, guest speaker - by decision of the branch committee)

12.2. Other general meetings

The Secretary will take all reasonable steps to ensure that notice of other general meetings is received by members not later than the day that is 7 days before the day on which the meeting is to be held.

13 Extraordinary general meeting

An extraordinary general meeting of the branch will be held either at the request of the committee, or following receipt by the Secretary of a requisition signed by at least the number of members equivalent to a quorum. Such a requisition will specify the topic or topics to be discussed. Requisitioned meetings will be arranged to take place not later than 7 working days after the day on which that requisition was received. The Secretary will take all reasonable steps to ensure that notice of the extraordinary general meeting is received by members not later than the day that is 5 working days before the day on which the meeting is to be held.

14 Quorum

At all general meetings, including extraordinary general meetings, of the branch a quorum will be 25 members or one twentieth of the membership, whichever is the greater, but subject to a maximum of 40 members. In any case, the quorum must be greater than the total size of the committee.

15 Quorum arrangements for formal business

Where an annual general meeting, extraordinary general meeting or general meeting is unable to complete items of formal business required by national or local Rules, or resulting from trade union legislation, or from membership of the TUC, or in relation to the local finances of the branch, because the meeting was not quorate, notice of a further meeting will be circulated to members to take place no later than 14 days after the date of the inquorate meeting. The agenda of the further meeting will be restricted to this incomplete, formal business. It will be quorate if five members are in attendance, except that in respect of the local finances of the branch, these five will not for purposes of the quorum include the branch treasurer or its local auditors.

16 Motions

A resolution of a general meeting is a motion that has been approved while that meeting was quorate by a simple majority of members present, except as provided elsewhere in these rules. Any motion (other than an emergency motion), including motions submitted by the branch to the congress of the UCU, will be circulated to all members of the branch no less than three days before the general meeting and approved by a quorate general meeting of the branch. Where an electronic vote takes place under paragraph 5.2 of Appendix 1, those voting electronically will not be included for the purposes of determining whether or not the meeting was quorate. Amendments cannot be accepted at the stage of electronic voting. Where a general meeting is called, and part of the business of this meeting is approve motions for submission to the congress of the UCU, and this meeting is inquorate, motions for submission to congress may be subsequently approved in a manner determined by the committee and consistent with the standing orders of congress. Emergency motions to congress must be submitted in accordance with the standing orders of congress.

17 Motions to national meetings and committees

All motions to national equality bodies, and national meetings and specialist committees of the special employment interest groups shall be submitted in accordance with national rules and standing orders and should be approved by a properly convened meeting of members of the relevant special interest group, for which the quorum will be 5, or by a quorate general meeting, or by the committee.

Note: Wherever possible and appropriate to members, the branch will establish specialist groups paralleling the national specialist groups defined in rules 23 and 24. (Currently these include academic-related staff; fixed-term and hourly-paid staff, disabled members, black members, lesbian, gay, bisexual and transgender members, and women members.) Such groups should meet as required and prior to the relevant national meetings and an officer of the local committee should attend all group meetings.

18 Ratification of agreements

Any draft agreements must be ratified in accordance with regional or national ratification procedures where these exist.

19 Validation

No act done in good faith under these rules by the committee, an officer or any other person or body will be invalidated only by reason of the subsequent discovery of a defect in, or the expiry of, their appointment.

20 Rules

No rule or rules of the branch will at any time be in conflict with a rule or rules of the UCU currently in force. Changes in the rules of the UCU will, where applicable, automatically constitute changes in these rules of the branch.

21 Amendment of rules

These rules of the branch may be amended by resolution of any quorate general meeting of the branch. Proposed amendments to these rules must be handed in writing to the Secretary by the end of the day that is seven days before the day of the general meeting at which they are to be considered. The Secretary will take all reasonable steps to ensure that these proposed amendments are received by members not later than the day that is 5 days before the day on which the meeting is to be held at which they are to be considered. Amendments to these rules require the support of at least two-thirds of the members present and voting at the general meeting at which they are considered, an abstention not being regarded as a vote for this purpose. Alternatively these rules of the branch may be amended by membership ballot and, in that case, the support of at least two-thirds of those members casting a valid vote in that ballot would be required. Either the committee or a quorate general meeting may decide to hold such a membership ballot. All rules of the branch and amendments to these rules will be subject to approval by the national executive committee of the UCU. 

22 Conduct of ballots

22.1 Unless decided otherwise by the NEC, all ballots will be conducted in accordance with this rule, other than the election of branch officers and ordinary members of the committee which will be conducted at the annual general meeting of the branch by a show of hands, and industrial action ballots which will be conducted in accordance with national rules.

22.2 Not later than the end of the day that is fourteen days before the date fixed for counting the ballot, the ballot forms will be sent to each member of the branch. The Returning Officer appointed under rule 9.1 will supervise the conduct of the ballot including the distribution of ballot forms and will fix the date and time for starting the count of the ballot. The ballot will be secret. Ballots will be counted in accordance with the method determined by the Returning Officer.

22.3 The result will be notified in writing by the Returning Officer to the Secretary and as soon as practicable by the Secretary to the members of the branch and to the general secretary of UCU.

22.4 Ballots conducted under rule 22 can, at the discretion of the committee, be conducted by email.

These local rules of The SOAS Branch of the University and College Union were approved, as amended, on 29 April 2015.

Appendix 1

Standing orders for the conduct of business at local general meetings

The arrangements for the quorum, calling of meetings and circulation of motions to meetings are as given in the rules of the branch.

1 Business of the meeting

In advance of the general meeting, the committee will determine the agenda and prepare recommendations as to the order in which the business is to be conducted. The committee will also decide on the duration of the meeting. The competent business of the general meeting will be the matters stated in the agenda circulated to members in accordance with the local rules.

2 Chairing

A branch officer will chair the meeting. In the absence of any officers, the meeting will elect a Chair.

3 Conduct of meetings

The conduct of meetings will be the responsibility of the Chair. The Chair will have power to lay down time limits for the discussion of items on the agenda. The Chair will rule on any question under the standing orders, or on points of order or information. A challenge to a ruling by the Chair must be moved and formally seconded. There should be one speech in favour of the ruling, and then the challenge should be put to the vote without further debate. In a vote, such a challenge will require the support of two-thirds of the members present and voting at the meeting, an abstention not being regarded as a vote for this purpose.

4 Minutes

Minutes will be kept of all general meetings. The minutes of the previous meeting having already been circulated, the Chair will call for any questions regarding their accuracy. When there are no further questions the Chair will declare them (as amended, if necessary) confirmed. Members will then be at liberty to raise points arising out of the minutes, except on matters appearing elsewhere on the agenda.

5 Voting

5.1. Subject to paragraph 5.2, voting will be by show of hands unless the Chair directs otherwise. Tellers will be appointed at the beginning of the meeting. Decisions will be taken by a simple majority of those present and voting unless otherwise directed by these standing orders or by the rules of the branch.

5.2. Following a resolution of a general meeting, if 20 or more of the branch’s members petition for an electronic vote on that motion within 72 hours of notification, an electronic vote will take place and the outcome of that vote will determine the branch’s policy by simple majority. Where a vote is triggered, a window of 48 hours is available to circulate points of debate, prior to the vote opening. The vote then opens for 72 hours to allow voting.

6 Motions

All motions must be moved and seconded. Movers of motions may speak for five minutes. All other speakers may speak for a maximum of three minutes. Except at the discretion of the Chair, no member will speak more than once on any motion, except that the mover of the motion will have a right to reply. Any member may formally second any proposition and reserve his or her speech until a later period in the debate. Amendments from the floor of the meeting will be taken at the Chair's discretion. All amendments must be moved and seconded.

7 Motions to close debate

Any member of the meeting may seek to end the debate on a motion or amendment by moving ‘that the meeting proceed to next business’ or ‘that the question be now put’, provided that there has been at least one speech each for and against the motion or amendment under discussion. Such motions must be seconded and no speeches will be allowed on them but the vote on them must be taken straightaway. If either motion be lost, the same motion will not be moved until at least ten minutes have elapsed.

8 Effect of motions to close debate

If the motion ‘to proceed to next business’ is carried, the debate will cease and no vote may be taken on the main question nor on any amendment; if it is lost, the debate will continue as if ‘next business’ had not been moved. If the motion ‘that the question be now put’ is carried, the meeting will vote immediately on the proposition before it.

9 Points of order

Any member may, at any time, raise a point of order.

10 Points of information

Any member may, with the leave of the Chair, raise a point of information.

11 Withdrawal of propositions

Permission to withdraw any proposition that is before the meeting may be granted by a simple majority of those present and voting at the meeting, an abstention not being regarded as a vote for this purpose.

12 Reference of motions

Any motion to refer a motion to the committee either for examination or for re-drafting will, if seconded, rank as an amendment with precedence over any other amendment. Any motion which is left on the agenda at the end of a meeting will be considered by the committee at their next meeting.

13 Suspension of standing orders

Any of the above standing orders will be suspended by the meeting for a specified purpose if a motion to that effect is moved, seconded and supported by two-thirds of those present and voting, an abstention not being regarded as a vote for this purpose. Standing orders will again apply as soon as the specified issue has been concluded.

14 Alteration of standing orders

These standing orders may be altered by a resolution of a general meeting of the branch, provided that notice of any proposed amendment is received by members not later than the day that is 7 days before the day on which that general meeting takes place. Such a resolution requires the support of two thirds of the members present and voting, an abstention not being regarded as a vote for this purpose.