Swansea UCU

 

 
 
 
 
 
   
   
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Swansea  University Local Association of UCU
UCU is a trade union and professional association representing
all types of professional staff across the UK higher education sectors

 

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UNIVERSITY AND COLLEGE UNION
SWANSEA UNIVERSITY LOCAL ASSOCIATION

LOCAL RULES
April 2008

 

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 1       NAME

The name of the Local Association is Swansea University Local Association of the University and College Union, subsequently referred to as the LA.

2       CONSTITUTION

The LA 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 LA 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 LA may discuss UCU’s political objects and may act to further these provided that no funds of the LA are spent on those political objects. All actions taken by the Association shall be consistent with the national Rules of UCU.

4       MEMBERSHIP

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

4.2          In accordance with national Rule 12.2, members who are employed at Swansea University but who have been assigned to a different LA may attend meetings, and vote on matters concerned with their employment at this LA. They are eligible for membership of the committee of this LA, but may stand for election as a local officer only in their designated LA. 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 LA. “National elections” includes all elections for General Secretary, Officers, Trustees, NEC representatives and Congress delegates.

4.3          Retired members whose last employment was in Swansea University may choose to be members of the LA or of a central group. 

5       SUBSCRIPTIONS

5.1           Each member of the LA 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 LA.

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

6       USE OF FUNDS

6.1    All expenditure by the LA must further the objects of the LA. The finances of the LA 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 LA will be used for affiliation to a political party, or for the furtherance of the union’s political objects or other political objects.  

6.3    The funds of the LA will be used for:

6.3.1 Costs incurred in the proper conduct of the business of the LA, as agreed by the committee, including any honoraria which may be agreed annually by the committee and approved by a general meeting.

6.3.2 Payment of the expenses of any members duly appointed by the LA 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 LA, 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 LA. Donations greater than £100 must be approved by a general meeting of the LA; donations below this amount may be approved by the committee. All expenditure on political objects is made nationally from a designated fund, set up in accordance with UCU rules 30 and 36; 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 LA.  The committee will meet not less than once every three months.  Not less than one half 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 at least 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:

          a)      the Officers as specified below.

          b)      up to 9 ordinary members elected annually from members of the LA.            

          c)       up to 4 members co-opted by the committee who will serve to the end of the term of office of other committee members. All co-options shall be presented for approval by the next general meeting.

          d)      ex-officio members, being the immediate past president, the immediate past secretary, and any member of the LA who is a member of the National Executive Committee of UCU.

8       OFFICERS OF THE LA

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

President

Vice‑President

Treasurer

Secretary

Membership secretary

 

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

 8.2   President

          The president, or another committee member as appointed by the committee, will chair general meetings and committee meetings of the            LA and perform such other duties as are laid upon the president by any rule or are decided by the committee.  In accordance with normal practice, the president may, between meetings of the committee, take any action on behalf of the committee which is both urgent and necessary. Such president’s action must be reported for approval to the next committee meeting.

8.3    Secretary

          The duties of the secretary are to deal with the correspondence of the LA; to call general and committee meetings of the LA; to ensure that minutes of those 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 or committee member as the committee decides.

8.4    Treasurer

          The treasurer will have custody of the funds of the LA 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 LA; to present the accounts of the LA for auditing as necessary; to present these audited accounts to a general meeting of the LA, to publish them to all members of the LA, 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 or committee member as the committee decides. 

8.5    Membership Secretary

          The membership 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 or committee member as the committee decides.

8.6    Casual vacancies

         If an office is vacant and no ballot 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 LA.  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 LA 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 14 days before the day of 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            LA. A list of all nominations shall be circulated to members of the LA by the returning officer not less than 7 days before the AGM.

9.3    Eligibility to stand for election

          a) Retiring officers will be eligible for re‑election, except that the president and vice‑president may normally hold office for not more than 3 successive years in any one capacity. 

          b) A member may not normally be declared elected to more than one officer or ordinary position of committee membership.

9.4    Elections

         a) If there is only one eligible candidate for any officer vacancy, that candidate will be declared elected by the returning officer when the list of nominations is circulated under rule 9.2.

          b) 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 by the returning officer when the list of nominations is circulated under rule 9.2.

          c) If there is either more than one eligible candidate for any officer vacancy or more candidates than there are vacancies of ordinary members of the committee, a ballot of the members of the LA at the AGM under rule 10.2 will be declared by the returning officer by the returning officer when the list of nominations is circulated under rule 9.2.

          d) If there is no eligible candidate for an officer vacancy or there are fewer candidates than there are vacancies for ordinary members of the committee, the returning officer, having declared the results of those positions under rules 9.4 a) and 9.4 b), shall call for and accept late nominations for the vacant positions up to and including the annual general meeting. At this point rules 9.4 a) and 9.4 b) shall apply to these vacancies as appropriate and a ballot shall be held at the AGM in accordance with rule 10.2. 

9.5    Term of Office

          The term of office of an officer or ordinary member of the committee elected under this rule 9 will run from the close of the annual general meeting at which he or she is elected until the next AGM.

10     CONDUCT OF BALLOTS

10.1  Unless decided otherwise by the NEC all ballots will be conducted in accordance with this rule, other than industrial action ballots which will be conducted in accordance with national rules.

10.2  A ballot for ordinary committee members and officers will be held annually by a vote at the AGM subject to Rule 9.4.

10.3  For other ballots (other than industrial action ballots), 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 LA.  The Returning Officer 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. Where appropriate and practicable, the single transferable vote system will be used.

10.4  The result of all ballots 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 LA and to the General Secretary of UCU.

11     ELECTION OF CONGRESS REPRESENTATIVES

          Congress representatives will be elected annually at a general meeting from members of the LA. 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.  

12     REMOVAL FROM OFFICE

          Any member of the committee (including the officers and other persons elected to represent the LA) may be removed from office by resolution at a general meeting (including an extraordinary general meeting) of the            LA provided that (a) the terms of any such proposed resolution are received by the  secretary not later than the day that is 14 days before the day of the general meeting and (b) the proposal for such a resolution is supported in writing by not less than 25 members. 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 LA not later than the day that is [seven] 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.

13     MEETINGS OF THE LOCAL ASSOCIATION

13.1  There will be at least three general meetings of the LA each year, of which one will be designated as the annual general meeting. The Regional Official shall receive notice and minutes of all LA meetings. The General Secretary or nominee may attend all LA meetings.

13.2  Annual General Meeting

          The annual general meeting will be held in May or June each year.  The  secretary will take all reasonable steps to ensure that notice of the annual general meeting is received by members not later than the day that is 28 days before the day on which the meeting is to be held. That notice will include the agenda for the meeting and a call for nominations for the election of officers and ordinary members of the committee.

13.3  Other General Meetings

          The secretary will take all reasonable steps to ensure: (a) that notice of other general meetings is received by members not later than the day that is 14 days before the day on which the meeting is to be held; (b) that the agenda for such meetings is received by members not later than the day that is 5 days before the day on which the meeting is to be held.

 

14     EXTRAORDINARY GENERAL MEETING

          An extraordinary general meeting of the LA 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 10 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.

15     QUORUM

          At all general meetings, including extraordinary general meetings, of the            LA a quorum will be 18 members.

16     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            LA, 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 three members are in attendance, except that in respect of the local finances of the LA, these three will not for purposes of the quorum include the            LA treasurer or its local auditors.

17     MOTIONS

          Motions to a general meeting may be submitted by the committee or by any member with a seconder and must reach the secretary at least 7 days in advance of the meeting, of which notice will have been given under Rule 13.3, at least 14 days before the day of the meeting.

Amendments, which may not introduce new subject matters to motions, may be taken at the discretion of the Chair.

Procedural motions and emergency motions may be proposed at a general meeting and taken at the discretion of the Chair.

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 and voting (an abstention not being regarded as a vote for this purpose) except as provided elsewhere in these rules.

          Any motion (other than an emergency motion) submitted by the            LA to the Congress of the UCU will be circulated to all members of the            LA and approved by a quorate general meeting of the LA.  Amendments, which may not introduce new subject matters to motions, may be taken at the discretion of the Chair.

          Where a general meeting is called, and part of the business of this meeting is to 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.

18     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, or by a quorate general meeting, or by the committee.     

19     RATIFICATION OF AGREEMENTS

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

20     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.

21     RULES

          No rule or rules of the LA 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            LA.

22     AMENDMENT OF RULES

          These rules of the LA may be amended by resolution of any quorate general meeting of the LA. Proposed amendments to these rules must be handed in writing to the secretary by the end of the day that is 14 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 LA 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 LA and amendments to these rules will be subject to approval by the national executive committee of the UCU.

23     COMMUNICATIONS

          Ballots conducted under rule 10.3 are conducted by postal ballot and this process will not be conducted by email. Unless specifically determined by the LA, all other communications may be by email.

 

Date these local rules approved……23 April 2008…………………………


 

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 LA.

 

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

          The president, or another committee member as appointed by the committee, will chair the meeting. 

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. The Chair may make 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

          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 (an abstention not being regarded as a vote for this purpose), unless otherwise directed by these standing orders or the rules of the LA.

6       Motions

          All motions must be moved and seconded. Movers of motions may speak for a maximum of 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 LA, provided that notice of any proposed amendment is received by members not later than the day that is 14 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.

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