Public and Commercial Services Union

Branch AGMs are important meetings which allow members the opportunity to receive a report of their branch activities during 2009 and to make plans for 2010.

Branch officers and BEC are elected and members discuss motions and nominations for Group / National conference and elections. The Branch Statement of Accounts is presented to members.

The NEC is committed to ensuring PCS is a healthy vibrant member led union. Members meetings, such as AGMs, are a vital part in ensuring this is the case.

AGMs play an important part in the democracy of our union. Additionally, holding an AGM is a constitutional requirement. Constitutional details relating to AGMs will be found in your branch constitution. If your branch does not have a constitution then it will be covered by the Model branch constitution which is Appendix B of the National PCS constitution. Section 4 of the National Constitution provides additional information. Time off for members to attend AGMs will usually be covered in departmental or employer agreements. Please contact your group office for advice if required.

The Organisation and Learning Services Department have a useful selection of material that can assist branches in organising their AGM including model agendas, amendable notices and tips on
ensuring a good turnout. These are available direct from the department or via the Activists toolkit section.

Guest Speakers

Often inviting a Guest Speaker can be very useful in encouraging members to attend the AGM. NEC members, President, Deputy President and Vice Presidents are available as Guest Speakers. If you wish to invite any of these please contact Angela Maughan at PCS headquarters or at angela@pcs.org.uk and this can be arranged. Additionally the General Secretary, Mark Serwotka, Deputy General Secretary Hugh Lanning and Assistant General Secretary Chris Baugh can be invited. Contact individual offices at PCS HQ for availability.

You may also wish to consider inviting a local MP/MSP/National assembly member. The Campaigns Unit at PCS, or the Welsh or Scottish Offices can give advice and liaise with our parliamentary groups to assist.  In addition you could consider speakers from other public sectors unions, local trades councils or TUCs.

You can also consider inviting a guest speaker from one of the campaign groups we are affiliated to, for example, a speaker from the Palestine Solidarity Campaign, Action for Southern Africa (ACTSA), Amnesty International or the Refugee Council. Please contact campaigns@pcs.org.uk for more information.

Branch Elections

Elections for contested branch posts need to be held prior to the AGM for declaration at the AGM. Your attention is drawn to Principle Rule 3 of the National Constitution which states

“Branch Officers and other Branch Executive Committee (BEC) members (other than local (or senior) representatives) shall be elected by means of secret, individual voting by the members within the constituency (or constituencies) concerned”

In addition participation in voting in branch elections should not be dependent on attending a meeting and all members in the branch should have an equal opportunity to cast their vote. If you are unsure of the procedure for conducting branch elections please contact your group office in the first instance or the General Secretary’s office for advice.

Branches are asked to positively encourage more young members, women, minority ethnic members, members with disabilities and gay and lesbian members to get involved as new PCS representatives.

Use of Email

Following requests from branches clarification has been sought in relation to the above. There is no problem circulating notices, requests for nominations and motions by email so long as the Branch are sure that they are circulating everyone and they make alternative arrangements for those they know do not have access to email.

Received material, i.e. motions and nominations can be sent by email as long as a hard copy is received by the closing date and that and alternative arrangements are available for those without access to email. However voting, either for candidates or motions, cannot be done by email.

Arranging Branch Elections

A list of good practises that should be used when arranging branch elections is also available. These have been compiled following examination of the regular types of queries received about branch elections and are designed to a) minimise complaints and b) ensure fairness and openness in the process. Branches are strongly advised to incorporate these into their arrangements.

Motions to delegate conferences

One of the important functions of AGMs is to consider motions for Group and National Delegate Conferences. Branches are asked to familiarise themselves with the different respective remits of group and national conferences. Many groups and the national union issue Annual Reports of their activities and work throughout the year. Whilst not exclusive this gives a guide to the role of the GEC (group) and NEC (national) respectively.

It is important to ensure that motions are sent for consideration to the delegate conference that has the proper authority and remit to implement the terms of a particular motion should it be carried and adopted as policy. So, if you are not sure double check before you put them in the post that your motions are on the right form and they are going to the right place. Guidance can be obtained from the PCS contact named on the covering memo to which the motions form will be attached.

AGMs provide an opportunity to show members and employer that PCS is growing influential union.  If you would like any assistance in organising your AGM to maximise its impact or wish to discuss any aspect of its organisation please contact either your Group office or the national OLS department. Constitutional queries in relation to branch AGM procedures should be directed to the National Presidents Office (Janice@pcs.org.uk). Queries relating to the conduct of branch elections should be referred to the General Secretarys Office (Mark@pcs.org.uk)

Branches are reminded that they were sent last year a copy of the updated conference DVD which can be used to encourage new delegates to conference. Copies of the DVD can be requested by emailing Angela Maughan at angela@pcs.org.uk.

With best wishes

Mark Serwotka                                            Janice Godrich
General Secretary                                       President