1. Branch Secretary Championing better work and working lives Cheryl Myles, Head of Branch Development Michelle Zal, Branch Development Executive 25 February 2014

2. Agenda Review of CIPD’s strategic priorities and themes for branches Annual Meetings – constitutional requirements Role of Secretary in relation to Annual Meetings Supporting Chair & committee Supporting Treasurer What’s available to help you What needs to happen afterwards Changes for 2015/16

3. Impact and voice – research and policy focus, strategic collaborations Outreach and relevance – Leaders, L&D, Consultants, SMEs, Centres, Students CIPD as your career partner – entry, progression, CPD, membership offer Extending B2B relationships and support – HR and Learning professionalisation Community and connection – Branches and Regions, virtual communities Internationalisation – areas of focus, collaborations Reminder of our strategic priorities

4. CIPD’s priorities 1.Ensure that members are in the right professional grade of membership Upgrading Career support 2.Engage for Success Practitioner events Awareness raising 3.Learning to Work Campaign Steps Ahead

5. How might branch support those strategic priorities?

6. Constitutional requirements 6.1 Each year, Branches will submit a business/activity plan and budget approved by the committee to the BDT for agreement, by a date to be communicated by the team (31 May 2014) 6.2 Following the year end, the Branch committee will present a report of Branch activities, including financial outturn to a meeting of all Branch members (the Branch Annual Meeting). The appointment of branch officers and other committee members shall also take place at this meeting with the process and time limits for nominations to be agreed by the branch committee. a)Notice of this meeting along with the details of any matters requiring a vote or special business to be conducted shall be posted on the branch website 10 days before it takes place b)Should a vote be required on any business, Professional and Chartered members will be allowed to vote. There must be at least 15 Professional or Chartered members of the Institute in attendance and presiding Chair of the meeting will have an additional casting vote in case of an equal number of votes. c)There shall be no proxy voting at Branch meetings 10.1 Proper minutes of branch meetings shall be recorded by the Branch 10.2 Minutes shall be circulated to all Branch and Committee mem1bers and/or accessible to members via the branch website

7. Branch officers and committee members Must have: Chair (usually Representative to Council) Vice Chair Secretary Treasurer Not constitutional but must have Web editor Can also have: Centres & students liaison Membership &/or CPD Policy coordinator Other roles as appropriate to Branch circumstances, eg: E-newsletter coordinator Events coordinator etc ….

8. Term of office No more than 15 appointed officers and committee members Maximum of 5 additional co-opted members Serve up to 3 years (one term of office) with: Branch officers no more than 6 years (2 terms of office) Committee members no more than 9 years Exceptions to be discussed with BDT

9. Questions/concerns?

10. What’s available to help?

11. Before & during the AM Before….At/During…. Agree the date and ensure the venue is bookedPresent a report to the attendees that includes the financial outturn. (Signed audited accounts available) How the nominations process will be managedEnsure clarity to members on the number, tenure and appointment of branch officers and committee members Format of the meeting examples in guidanceProvide a note taker for the meeting as a proper record will be required Promote the meeting well in advance Prepare the notice and any additional papers for uploading to the website in a timely manner Prepare the papers for the meeting itself Prepare any voting papers (if required) Approve the signed audited accounts at committee ahead of AM http://www.cipd.co.uk/branches/_Officers/_branch_extranet_AGM.htm

12. Is there anything else you might want/need?

13. What happens afterwards Statutory returns for which you should take responsibility for ensuring compliance: Treasurer: Signed audited accounts – before 20 May Audit questionnaire – sent to auditor and returned to CIPD direct Chair: Business plan and budget including committee register – by 31 May Chairs report to members (including Treasurers report) Secretary Signed mins of last years AM ie 2013 Contract for services – signed and updated (no more than 1 year contract)

14. Timeline for 2015-16 Appointment of branch committees at meetings in April/May March April/May July/August CIPD 2014/15 objectives confirmed and communicated to Branches Branch business plan & completion and submission on 31 May 2015 (including register) Limited activity during summer in full knowledge of funding Timeline June Plans & budgets reviewed & approvals made Sept Full activity schedule commences Present reviewed financials to members at meeting during autumn