Each PSA branch has a chair, secretary and treasurer. It is accepted that local variations will occur and flexibility is required, particularly between the posts of branch chair and branch secretary. This is recognition of the fact that local conditions can vary and that branch officers normally undertake their branch role in addition to their role within their force.
The information below details the roles and responsibilities of the branch officers to provide guidance and clarity. The effectiveness of a branch is often dependent on a clear understanding between branch officers of these responsibilities.
Section 5 of the association’s Rules details the electoral arrangements for branch officers and sets out certain other matters concerning branch activity.
Branch Chair
The branch chair is expected to:
- Chair branch meetings.
- Negotiate with the Chief Officer Team over issues relating to well-being, pay and conditions of branch members, representing the interests of branch members.
- Establish formal and informal relationships with the Chief Officer Team, the local Police Federation, UNISON and support associations/groups.
- Represent the association on force consultative groups and at other forums.
- Keep in regular contact with the branch secretary and treasurer, overseeing their work to ensure that matters of concern/interest are monitored and actioned.
- Flag up issues to national office which could be of interest to members nationally – environmental scanning. Advise national office of emerging trends within the force which could impact on members nationally.
- Ensure the welfare of all branch members is catered for, including those on secondment and those who are suspended or subject of investigations.
- Attend association district and national conferences, ensuring full branch representation and participation at such conferences.
- Be the spokesperson/contact point for association media enquires at a local level, updating national office if such local media activity is likely to attract national media interest.
Branch Secretary
The branch secretary is expected to:
- Arrange branch meetings in accordance with the timings set out in the association Rules.
- Preserve the minutes of branch meetings and pass them on to a duly appointed successor. Ensure that such minutes and other association documentation stored on force IT systems are appropriately marked as being exempt from the provisions of the Freedom of Information Act.
- Act as the branch contact point both from national office and district.
- Respond to requests for information from national office.
- Notify the district secretary and national office of the names and contact details of branch officers.
- Keep an up to date register and record of branch members. This is of particular importance in relation to the annual Legal Protection Insurance policy renewal process, where the premium charged to the local Police Authority will be dependent on the number of branch members.
- Make early contact with every newly appointed superintendent. Send them a member registration form and arrange for them to meet either the branch secretary or the branch chair as an introduction and welcome to the association.
- Notify national office of officers leaving the association on retirement, promotion or otherwise.
- Support the branch chair in his/her negotiations and relationship with the chief constable and other groups.
- Flag up issues to national office which could be of interest to members nationally – environmental scanning. Advise national office of emerging trends within the force which could impact on members nationally.
- Represent the association on force consultative groups and at other forums
- Ensure the welfare of all branch members is catered for, including those on secondment and those who are suspended or subject of investigations.
- Attend association district and national conferences, ensuring full branch representation and participation at such conferences.
Branch Treasurer
(NOTE – there is no requirement in the association Rules for a branch treasurer to be appointed. However, in order to administer a local branch account many branches appoint a treasurer. In many branches the role of treasurer is combined with that of secretary.)
The branch treasurer is expected to:
- Ensure that any account held in the name of the association is properly managed and the accounts are presented for acceptance at the branch Annual General Meeting.
- Some districts have a policy of giving each of their branches a sum of money on an annual basis to be used at branch level to support branch activity. The branch treasurer must arrange for the management of such monies and account for the spending of it.
- Ensure that any spending on the account is not made in a way that does not accord with the principles set out in the association Rules concerning the use of district funds (Schedule B paragraph 17).
- Keep the branch chair and branch members appraised of expenditure on the account during the year.