Guide to setting up branch black members groups

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Guide to setting up branch black members groups

Organising black members: a guide to setting up black members’ groups and networks at branch level.

The word black is used in the political context to encompass anyone from an Asian, African, Caribbean, Chinese, etc, heritage. Black in the poltical context encompasses people who have a shared experience of racial discrimination based on colour.

Why black members need to organise

The Race Relations Amendment Act 2000 was enacted in the wake of the Macpherson Inquiry into the death of Stephen Lawrence.

The legislation formally recognised the presence of institutional racism in public authorities, eg, the police service and the civil service.

A key point emanating from the Macpherson Inquiry was that a ‘colour blind’ approach, ie, applying the same rules to everyone, regardless of race could fail to recognise and address the disadvantages experienced by some ethnic minorities.

The Race Relations Amendment Act 2000 has placed legal obligations on most public authorities, to promote race equality, and eliminate unlawful racial discrimination
Under the legislation, public authorities are obliged to draw up race equality schemes, demonstrating how public services are delivered to service users in culturally specific ways, as well as how employers intend to eliminate policies or practices that may inadvertently disadvantage black staff [ie, those of African, Asian, Chinese , Caribbean , etc, heritage].
Under the legislation, public authorities are legally obliged to consult staff on Race Equality Schemes and as it is black staff who are most likely to suffer discrimination as a result of employment policies and practices, it is essential that they get involved and are consulted about Race Equality Schemes.
The world is changing and modernizing at a spectacular rate and with diverse pool of people in the work force, there are different expectations that cannot always be met by existing policies. Many existing work place policies, were drawn up many years ago and as such were not sensitive to issues of ‘race’ or culture.
We need to ensure that policies that have an adverse negative impact are effectively challenged and changed. In addition, black staff should ensure that they have an input into new workplace policies and as well as reviewing existing policies and procedures with a view to eliminating negative discriminatory outcomes.
A Branch Black Members’ Group/Network provides the Branch Executive Committee (the BEC) with valuable and perhaps different perspective on work related/union policies and negotiations on issues that are important to black members. For example the new Employment Equality (Religion & Belief) Regulations 2003, should provide more flexibility in the workplace as to when and how work is managed in order for people to participate in religious observance. There are also perennial issues relating to performance appraisals and the knock on effect on promotion, pay and pensions, etc. Are there any proposals to relocate staff in your workplace? Have you been affected? What did you do?

Branch black members’ group networks

This guidance is designed to help branches currently without a Black Members’ Group/ Network set one up. Groups of this nature must be accountable and there must be clear link to the Branch Executive Committee.

The fundamental objective of setting up such groups is to help us identify the key issues that affect black workers and empower black members to lead union campaigns on these issues by involving them in union activity.

Help, advice and assistance in setting up and running a campaign is available from the PCS Campaigns Department 020 7801 2820.

Functions

Functions of group/ network should include :

identifying major issues of concern to black members
proposing solutions to the problems identified
encouraging black members to participate in union activities
work with the branch organiser to encourage more black workers to join PCS and get involved in campaigns
Make the union relevant to black workers by campaigning on their key workplace issues
Ensure that our activists fully represent the diversity of our workplaces
commenting and making recommendations to improve race equality scheme
communicating and working with the branch secretary
in conjunction with the branch secretary deciding on mechanisms to evaluate the progress of issues
reporting back progress to black members
considering motions for the branch AGM
encouraging black members to attend PCS educational courses, eg, Achieve rep. courses. (Achieve is a personal development course specifically tailored for black staff). The course is only open to PCS members.
encouraging black members to stand for election at branch, group and national level
breaking down pockets of isolation
encouraging black members to become members of PCS regional committees
encourage members to become members of the PCS national black members network and regional networks

The suggested procedure

How to go about setting up such advisory groups is not set in stone, but the following steps have proved successful:

Contact your branch secretary with a view to utilising existing branch resources to set up the group.
The branch secretary’s involvement is vital in terms of securing facility time for the Secretary of the black members’ group/network to undertake administrative duties, as well as securing paid time off for members to attend meetings during work time.
The branch secretary will also be able to authorise any reasonable expenses incurred as a result of setting up a meeting, eg, refreshments. Negotiating points to be used in securing facility time could include the employer’s obligation to consult on the race equality scheme, and management meeting diversity objectives.
Informal discussion should take place amongst black members explaining the need to establish the group/network.
In conjunction with the branch secretary or branch equality officer issue a circular advertising the intention to set up the group/network and set a date for the in-augural meeting. You may choose to identify some of the key workplace issues to be discussed at this meeting as members’ are more likely to attend a meeting that addresses these than simply to elect committee members.

The first meeting of the branch black members’ group/network should elect/nominate a:

Chair and secretary
There is no limit to the number of people who can be members of groups or networks

The secretary of the group or network's responsibilities will include:

Keeping records of the group’s membership database
Producing agendas
Producing a record of decision meetings and action points
Ensuring action points are followed up
Booking meeting rooms
Ensuring that correspondence and information is dealt with effectively
Liaising with the chair black members’ group and the branch secretary/BEC
Attending branch meetings to ensure that issues raised by the black members’ group are explained or answers provided to any questions that may arise.

Identifying priorities

Although there are no hard and fast rules about ascertaining those priorities, tried and tested ways that have resulted in success have been the use of :

Questionnaires
Consultation meetings

Encouraging wide participation

Ad hoc membership/single issue volunteers
Experience has shown that whilst some union members may not feel able to commit themselves to being members of ‘focus’ groups full time, they may, when certain issues arise, commit themselves to single campaigning concerns e.g. performance marking/appraisals, access to training, The branch black members’ group/network should therefore be flexible enough to include individuals on an ad hoc basis, as individuals may have special
expertise in particular areas.

Timings and venue

Where and when and what is on the agenda will influence turn out to meetings. The timing of meetings can be particularly difficult when there are shift or part time workers. Lots of people object to smoky, noisy atmospheres – so apart from timing, think about the venue as well.

Paid time off to attend meetings

It is a common shared experience amongst many black union members that they face difficulties getting time off to attend meetings arranged during work time – even where managers have been given notice well in advance of their intention to attend meetings covered by facility time.

Where some members have experienced numerous obstacles preventing them from attending meetings, branch secretaries have

made personal approaches to line managers on behalf of members with a view to securing time off to attend meetings.
sent letters to line managers advising them of dates of meetings with an accompanying explanation that facility time has been granted to permit members to attend the meeting
written to divisional heads of departments asking for assistance to persuade line managers to allow staff to attend meetings
written to diversity champions asking them to assist in securing time off for members to attend meetings.

Persistent difficulties in securing time off to attend meetings covered by facility time should be reported to the branch secretary with a view to finding a way forward.

In some cases, it may not be possible to get paid release for all attendees. This should not stop you from holding these important meetings, though. Consider lunchtime events, meetings before or after work and consult those involved for the most suitable arrangements for them.

Virtual meetings

There will be occasions when it will not be possible to schedule a meeting and where possible the meeting can be conducted electronically – ie by email. However beware as there may be some members who do not have access to computer terminals so that effort needs to be made to ensure that those without access to a computer are informed of discussions and outcomes. This can be done by a newsletter.

Newsletters

Newsletters are good sources of information and a way of providing people who are unable to attend set meetings with a report back. Consider asking people to contribute to newsletters, especially if they have a particular expertise or knowledge about a particular subject

Religious observance

Be aware of major religious festivals. Try to find out what how best to accommodate members wish to attend a meeting, but are observing a religious practice/festival.

Length/conduct of meetings

Avoid having long meetings. Every attendee should have the opportunity to contribute to a debate.

The chair is responsible for responsible for ensuring that no single person or group of people dominate the meeting, as well as adhering to the agenda. The chair is responsible for setting the protocol of the meeting and ensuring that all attendees are treated with respect.

Objective of meetings

At the end of each meeting, people must come away with a feeling of achievement. There must be clear action points to take away and agreement reached as to when a report back on progress or otherwise will be made.

Reports must be copied to the branch secretary. Remember evidence from our surveys proves that members join and get involved in unions because unions campaign on issues that are important to workers. Keep your meetings focussed on identifying and addressing workplace issues and try to restrict bureaucracy to a minimum.

Single issue meetings/speakers

At times it may be necessary to restrict meetings to a single item. Consider inviting a speaker as this can help provide the catalyst for interesting debates and providing alternative perspectives

Expenses

All reasonable expenses incurred as a result of travelling to a meeting should be met from branch funds. The secretary of the black members’ group is responsible for passing on expenses to the branch secretary, chair or treasurer for payment authorisation.

Black members groups – group level

Much of the above applies to black members at group level. In terms of the procedure there is a slight departure that instead of contacting the branch secretary, contact needs to be established with your national officer at PCS headquarters who will advise on the protocol for setting up a black members’ group at group/national branch level.

Further advice and assistance is available from the PCS equality department.

This factsheet is available as a hard copy from the PCS equality, health and safety department, telephone 020 7801 2683 or email: equality@pcs.org.uk