ELECTION 2010

S&
CONFERE
NCE
Ministry of Defence Group
To: All Branch Secretaries in the MOD Group

ccfi: Group Executive Committee

Standing Orders Committee
MOD/BB/1/10
th
4 January 2010

MOD GROUP ELECTIONS AND GROUP CONFERENCE 2010

Dear Colleague

This circular sets out the arrangements for
MoD Group Elections and Conference 2010
Timetable
The full MoD Group pre-conference and
election timetable is set out at Annex A.
Elections
Nominations are sought for the MoD Group
posts as set out in the election regulations
attached at Annex C.
Note that it is group policy that all candidates
who wish to stand for election to the GEC
must accept responsibility that they must be
subject to accountability decided by the
GEC, MOD Group Conference, National
Conference and any full electoral ballot.
Nominations are particularly welcomed from
members from under represented groups,
which in this group includes women, black
minority ethnic groups (Asian, Chinese,
Caribbean, African etc), disabled, young and
lesbian, bisexual, trans and gay members.
The union has reviewed the group election
procedures to greater ensure consistency
160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620
with those used for the national elections.
As a result there are a number of changes
that have been made in the way that the
MoD Group conducts these elections and
branches should read these revised
regulations carefully.
In particular you should note:
• The limit for the number of words in
an elections statement has been
increased from 250 to 400 words.
• Candidates may submit a statement
for each post for which they are
applying.
• Candidates will now be informed of
each nomination that has been made
and will be sent the forms to confirm
their acceptance of nomination.
However, timescales and resources
mean that for some late nominations
there will not be time for a candidate
to confirm their acceptance following
such notification and it is still the
responsibility of the nominating
branch to ensure that the candidate is
aware of a nomination and the

Election & Conf Circular MoD/BB/01/09

 responsibility of the candidate that
they submit their acceptance of
nomination, and any election
statement(s) in time. Please
photocopy and provide Candidates
profile form to your nominees for
completion together with a copy of
‘MoD Group Election Regulations’
Annex A which sets out the rules for
election statements, and the ‘Note for
GEC candidates’ Annex D, in good
time to enable them to do this.
Conference
MoD Group Conference 2010 will be held at
the Brighton Conference Centre, Brighton
from Monday 17 May to Tuesday 18 May
2010. The conference will last 1½ days,
finishing at lunchtime on the Tuesday.
Precise starting and finishing times for
Conference sessions will be set out in the
Conference Agenda which will be distributed
in accordance with the conference and
election timetable, however you should note
that you will probably have to travel on the
day preceding conference. If you are a new
or trainee delegate you will be required to
attend a meeting on the Sunday evening. If
you have referred back any motions, or have
any emergency motions then you will wish to
meet the members of standing orders
committee on the afternoon of the Sunday.
Motions
Motions for discussion at Group Conference
must be confined to matters appropriate to
the MOD and its agencies. Motions must
comply with the rules contained in Standing
Orders in the Group Constitution on
Conference Standing Orders, an extract of
which is attached as Annex E.
All motions should be submitted on the form
attached at Annex F. If additional sheets are
required then please make photocopies of
this form. It is important that there is only
one motion on each form. Motions received
after the deadline set out in Annex F, will not
be accepted. They should be addressed to
the Secretary of Standing Orders Committee,
MOD Group, at PCS HQ.
Emergency Motions
Emergency motions will only be valid in
respect of issues arising which do not permit
the calling of a special or emergency general
meeting before the deadline set out in Annex
F for the submission of motions. Branches
160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620
Election & Conf Circular MoD/BB/01/09
• The Nomination and acceptance
forms can now be submitted by fax.
You are warned of the unreliability of
this method of transmission and are
recommended to use other means if
at all possible. Election statements
cannot be submitted by fax.
• An electronic copy of the election
statements is now a mandatory
requirement. Branches are asked to
assist
those candidates who do not have direct
access to such facilities.
wishing to submit emergency motions for
conference need to notify the Secretary of
Standing Orders Committee in writing by the
deadline set out in Annex B, of the wording
of the motion on the appropriate form
attached at Annex F.
Delegates
The basis of representation at Group
Conference is laid down in Rule 18 of the
Group Constitution: -
Up to 100 members 1
delegate
101-300 members 2
delegates
301-500 members 3
delegates
More than 500 members 4
delegates
Branches may combine in a consortium to
elect a delegate in accordance with
supplementary rule 6.14 of the PCS rules.
Branches proposing to form a consortium
should notify the Secretary of Standing
Orders Committee in writing no later than the
deadline set out in Annex B .
The names and addresses of delegates to
Conference should be notified to the
Secretary of Standing Orders Committee on
the form at annex G no later than the closing
date set out in Annex B. A separate form
should be used for nominating each
delegate.
Branches from the private sector are also
invited to nominate delegates to attend
conference on the same basis as set out in
Rule 18.
Delegates are reminded that they are
expected to attend all sessions of the
Group Conference.
Trainee Delegates
Branches wishing to nominate Trainee • Annex F: Notification of Motion for MOD
Delegates to attend Conference must Group Conference 2010
complete the attached Annex H and submit it • Annex G: Delegate Notification to MOD
to the Secretary of Standing Orders Group Conference 2010
Committee by the deadline set out in Annex
B. • Annex H: Trainee Delegate Nominations
to MOD Group Conference 2010
A separate form should be used for
nominating each Trainee Delegate. • Annex I: Annual General Meetings -
Conference Hotel and Claims Outcome of Branch Elections
Details of hotel and travel arrangements and
conference expenses will be issued very
Paul Barnsley
shortly.
Group Secretary
Annual General Meetings – Outcome of
Branch Elections
Branches are instructed by the NEC to notify
Group Office of their Election results by
completing form Annex I. This is to enable
HQ to maintain an accurate register within
Commix of Branch Activists.
Attachments:
This circular has the following attachments:
• Annex A: Ministry of Defence Group
Elections Regulations (Postal Balloting)
2010
• Annex B: MOD Group Elections and
Conference Timetable 2010
• Annex C: Nomination form for MOD
Group Officers, Executive Committee,
Conference Standing Orders Committee
and Auditors 2010
• Annex D: Note for GEC Candidates
• Annex E: Rules on Conference Motions

160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/09

Annex A

Ministry of Defence Group Elections Regulations

2010 - Postal Balloting
location of members, such a meeting is
impracticable.
GENERAL
1. In accordance with the Group
Constitution Rule7, the following 7. Nominees must be ordinary
regulations have been devised by the members entitled to vote in the elections
Group Secretary in consultation with the and the consent of the nominee to stand
General Secretary and the Independent must be obtained.
Scrutineers. They will govern the 2010
Group Executive Committee (GEC) 8. A nomination shall only be valid if
elections and be binding on all members made on an official nomination paper with
within the Group. a certificate signed by the branch
chairperson and secretary (or, if either is
2. These regulations will be circulated to absent, by another branch officer),
all Branches within the Group. In addition, certifying that the nomination has been
the Group Office will supply a copy to any made at a properly constituted Branch
member on request. General Meeting, and giving the date and
place of the meeting.
ELIGIBILITY TO PARTICIPATE
3. Only Ordinary members of the Group 9. The maximum number of candidates
may take part in the elections. Associate who may be nominated by any branch for
or life members may not be nominated or each election is limited to the number to
cast a vote. be elected in that election. An excess of
nominations for an election shall invalidate
COMPOSITION OF THE GEC that branch’s nominations so far as that
4. The GEC ballots will consist of 8 particular election is concerned.
separate elections as follows:-
10. Any alterations or deletions to the
(a) Group President 1 nomination forms must be authenticated
(b) Group Vice President 1 by the signatures of the branch
(c) Group Treasurer 1 chairperson and secretary (or, if either is
(d) Group Organiser 1 absent, by another branch officer).
(e) Group Assistant Secretaries 8
(f) Group Executive C’ittee Members 16 11. Candidates standing for election
(g) Standing Orders Committee 3
under job-sharing arrangements shall be
(h) Auditors 2
nominated jointly by a branch. Both shall
LIMITATIONS/RESERVATIONS be required to signify their willingness to
5. No limitations or reservations exist in serve and stand jointly for election to one
the elections. post.

NOMINATIONS 12. When making nominations members

6. Only branches may submit and branches should consider PCS Equal
nominations. In all cases this must be Opportunities Policy. PCS is committed to
following agreement by a properly ensuring the profile of its elected officials
constituted Branch General Meeting, reflects the diversity of the PCS
membership at all levels.

except where there has been prior GEC 13. Completed nomination papers must
agreement that, because of the scattered be received by the Group Secretary, by
no later than 5.00 pm on Thursday 4

160 Falcon Road, London SW11 2LN - Tel: 020 7 801 2645 - Fax: 020 7 801 2620
March 2010. Faxed copies of nomination
forms shall only be accepted if received by
the Group Office on fax number 020 7 801
2620 by the same deadline. Nominations
received after this date and time shall not
be accepted. You are strongly advised to
send this document using the next-day
guaranteed delivery service.
14. The nominating branch should inform
those members nominated by the branch
that they have been nominated and supply
them with a copy of these regulations and
the attached profile and acceptance form.
15. The Group Secretary shall satisfy
themselves that the rules relating to
nominations have been complied with and
that the consent of the nominee has been
given. If a member has any complaint
concerning the nomination process it will
be dealt with under the procedures
outlined in regulation 31.
ACCEPTANCE OF NOMINATION
16. A nominee’s name shall only be
entered on the appropriate ballot paper if:
(a) the nominee has been validly
nominated, in accordance with
these regulations; and
(b) the nominee provides written
notification to the Group
Secretary, that they are willing
to stand, clearly identifying the
post or posts this applies to;
and
(c) this notification is received by
no later than 5.00pm on
Thursday 11 March 2010. If
written notification is not
received by then it shall be
assumed that the nominee is
not willing to stand and their
name shall not be included in
the list of candidates.
Nominees may submit their notification by
fax to 020 7801 2620, by post to the
Group Secretary Paul Barnsley or send as
a Word attachment to an email to
Godlie@pcs.org.uk to be received by the
required deadline.
election
17. The Group Office shall send each
nominee written confirmation that they
have been nominated for a position, once
notification is received from a branch. The
Group Office shall also send the nominee
a copy of these regulations. Nominees
should indicate their acceptance of
nomination, by the required deadline, on
the attached candidate profile and
acceptance form.
Nominees may provide written acceptance
of nomination prior to receiving
confirmation from the Group Office, and
should do so if the deadline is near.
Use of the attached profile and
acceptance form is not mandatory.
However, to be valid an acceptance of
nomination must contain the information
set out therein.
ELECTION ADDRESSES
18. Candidates may submit an election
address for each post for which they are
standing. Candidates standing for more
than one post who wish to use the same
election address for each post must
clearly state that this is the case.
Candidates submitting a different election
address for each of the posts they are
standing for must clearly indicate which
election address is for which post.
19. Each election address, must not
exceed 400 words in total. This includes
biographical information. If the 400 words
limit is exceeded, only the first 400 words
will be printed.
20. In addition to the election address, the
completed candidate profile and
acceptance form enables each nominee to
provide a factual statement of their
surname, forename(s), gender, and
branch. This information will be printed in
addition to any election address submitted
and will not count towards the 400 words
limit.
21. Election addresses must be received
by the Group Secretary by no later than
5pm on Thursday, 11 March 2010.
Election addresses must be provided
electronically either as a Word attachment
to an email to Goldie@pcs.org.uk or on a
CD Rom in the same format. A hard copy
can additionally be provided, although this
is not essential.
Election addresses will be acknowledged
within 24hrs, if you do not receive an
acknowledgment please contact your
Group Office on 020 7801 2645.
22. For verification purposes candidates
must provide with their election address
either their membership number or their
national insurance number. Any candidate
may be required by the Group Office to
verify their election address.
23. Each candidate is responsible for
ensuring that their election address
contains no libellous material.
UNCONTESTED ELECTIONS
24. If in any part of the elections the
number of valid candidates is equal to or
less than the number of posts or seats to
be filled no ballot shall be held and, as
applicable, the candidate or candidates (if
available) shall be declared elected.
MISUSE OF MEMBERSHIP DATA
25. No information derived from the
union’s membership or other databases
(i.e. commix or any mailing lists derived
from it) comprising names and/or
addresses of members of the Group shall
be used by any candidate or by a
candidate’s supporters, without the
specific prior authority of the Union.
VOTING
26. This Group election will be conducted
by a postal ballot and ballot papers for
these elections will be sent to all ordinary
Group members at the designated ballot
address of their choice. The member shall
be able to complete their ballot paper at
any time and at any place they wish and
return it to the Independent Scrutineers in
the prepaid envelope provided.
27. Votes may be cast for no more than
the maximum number of persons to be
elected in each ballot. An excess of votes
will invalidate the votes cast in that
election. Alterations, erasures, comments
in writing and any other marks or writing
on the ballot paper, other than a cross in
election
ink in the voting space against each
selected candidate, will invalidate a ballot
paper. A member can apply for a
replacement ballot paper by contacting
their Group Office on020 7801 2645.
28. Completed ballot papers must be
received by the Independent Scrutineer by
no later than 12 Noon on Wednesday
12 May 2010. Ballot papers received after
then shall not be included in the count.
29. Members should ensure that they
have informed PCS of their up-to-date
ballot address. Members can update their
postal address via the PCS website
www.pcs.org.uk by logging on using their
membership number and selecting ‘my
membership’ (if you have not logged in
before you will need to create a
password), by phoning 020 7801
2670/2680 or by e-mailing
membership@pcs.org.uk If members wish
to use an address other than their home
address as their proper address they must
inform PCS in writing. This is to ensure
that legal requirements regulating some
types of ballots can be met. Letters
should be addressed to “Membership
Records”. Supplementary Rule 3.19 (d)
requires every member to keep PCS head
office informed of their proper address at
all times.
30. Following despatch of voting papers,
members may be reminded of the election
and of a member’s right to vote.
COMPLAINTS OF ALLEGED BREACH
OF THESE REGULATIONS
Complaints concerning, solely or
mainly, the validity of nominations,
supplying of acceptances or election
addresses.
31. Any complaint as to the alleged
breach of these regulations concerning,
solely or mainly, the validity of
nominations and submission of
acceptances or election address shall be
made in writing to the Group Secretary.
These shall be made not later than one
week before the issue of ballot papers,
which shall begin on Thursday 22 April
2010. If the Group Secretary considers
that the regulations have been breached
the Group Secretary shall, after consulting counting of votes and the decision of the
the Group President, determine what Independent Scrutineer with regard to the
action, if any, should be taken, including rejection of any voting paper as invalid will
whether the election should be declared be final.
void or any candidate disqualified. The
Group Secretary will seek the confirmation ANNOUNCEMENT OF RESULTS
of this action with the General Secretary 35. The Independent Scrutineer shall
before proceeding. The Group Secretary report the result of the elections to the
shall publish the decision, together with PCS Balloting Office who will inform the
the reasons for it, to branches of the Group Secretary. The result shall not be
Group. published until the full scrutineer’s report
has been received. The scrutineer’s
Complaints other than those report will be supplied to any member of
concerning, solely or mainly, the the Group following receipt of a written
validity of nominations, supplying of request to the Group Secretary.
acceptances or election addresses.
RETENTION AND DESTRUCTION OF
32. Any complaint as to an alleged breach BALLOT PAPERS
of these regulations otherwise than 36. Ballot papers shall be retained by the
concerning, solely or mainly, the validity of Independent Scrutineer for a period of six
nominations and submission of months from the announcement of the
acceptances or election address shall be result.
made in writing to the Group Secretary.
Any such complaint must be submitted
within seven days of the declaration of the
results of the election. The Group
Secretary will investigate the complaint
and refer it with their recommendations to
the General Secretary. If the General
Secretary upholds the complaint that a
candidate by their own act or through the
act or acts of those supporting the
candidate, has caused a breach of these
regulations, the candidate may be
debarred from the election and/or their
election may be declared null and void.
The decision of the General Secretary
shall be final and binding on all members.
The Group Secretary shall publish the
decision, together with the reasons for it,
to branches of the Group.

INDEPENDENT SCRUTINEERS
33. The Independent Scrutineer
appointed by the NEC for these Group
Elections will be The Electoral Reform
Services Limited, The Election Centre, 33
Clarendon Road, London, N8 0NW.
34. The Independent Scrutineer shall
supervise the production and distribution
of voting papers, keep a record of the
name and address of each member to
whom a voting paper is sent and perform
all such other functions as designated by
the General Secretary. They shall be
responsible for the fair and accurate

election
 Ministry of Defence Group Elections 2010

Candidate Profile and Acceptance Form

What to do

• Please supply the information requested, it will then be reproduced in the election booklet. Please see
the election regulations.

• To be included in the ballot you must notify the Group Secretary in writing that you are willing to accept
nomination. This notification must be received by 5.00pm on Thursday 11 March 2010 at the latest.
Please use this form to do this by completing as appropriate, you may return this form by fax to fax
number 020 7801 2620, by post to the Group Secretary, Paul Barnsley, or as a Word attachment to an
email to Goldie@pcs.org.uk. Please submit your acceptance and any election address as soon as you
can. Don’t wait until just before the closing date. Replacement copies of this form are available from the
PCS website, your branch secretary or the Group Office.

Candidate Profile Form

1 Forename (The name you want to be
reproduced in the election booklet)

2 Surname

3 Membership Number or NI Number

4 Gender

5 Branch Name (as recorded in Commix)

6 Branch Code

Correspondence
address Telephone No.

Mobile No.

Email address.
postcode

160 Falcon Road, London SW11 2LN - Tel: 020 7801 2645 - Fax: 020 7801 2620
Acceptance Form

Please tick one or more of the boxes below for the post(s) you are willing to stand for (see election
regulations 4 and 5)

President

Vice President

Treasurer

Assistant Secretary

Organiser

Ordinary Members

Standing Orders Committee

Auditors

Candidates submitting election addresses must provide them electronically, see regulations 18 to 23.

I confirm that I am willing to stand as a candidate in the Ministry of Defence Group Executive Committee
elections for the post, or posts, indicated above.

Name ..............................................……....……………… Date .................................……….......……….

Please read the Regulations & attached Candidate Checklist carefully before submitting your election
address.

This form may be returned by post to the MoD Group Secretary, PCS, 160 Falcon Road, London SW11 2LN,
faxed to fax number 020 7801 2620 or as a Word attachment to an email to Goldie@pcs.org.uk to be
received by no later than 5.00pm on Thursday 11 March 2010. Please bear in mind that this fax machine
will be very busy at this time.
Election Addresses – Candidate Checklist

♦ For these elections, you may submit an election address for each post you are standing for.
Candidates standing for more than one post who wish to use the same address for each post
must clearly state that this is the case. Candidates submitting a different election address for
each of the posts they are standing for must clearly associate the appropriate election address
with the appropriate post, see election regulation 18.

♦ The word limit for your election address is 400, including any biographical information. See
election regulation 19.

♦ Numbers, initials and dates count as words, so “£2,000”, “PCS”, “2000” all count as one word.

♦ Hyphenated words count as one word, so “ex-CPSA” counts as one.

♦ With the exception of abbreviations, the PCS Group Office will convert text that is all in capitals
into normal upper and lower case.

♦ Any italics and underlining will be converted to bold text by the PCS Group Office.

♦ Election addresses must be provided electronically, see election regulations 18 to 23. Any errors
you make will be reproduced. Please proof read your election address carefully.

♦ Election addresses must be received by no later than 5.00pm on Thursday 11 March 2010
 Annex B

MoD Group Elections and Conference Timetable 2010

Friday 8th January 2010 Latest date for Call for Nominations to be issued to branches
Latest date for Request for Motions to be issued to branches
Friday 5th February Latest date for Annual Report to be issued to branches
2010
Friday19th February Latest date for Conference papers (if any) to be issued to branches
2010
Latest date for Financial Report to be issued to branches
Thursday 45h March 5pm Deadline for receipt of Nominations at PCS HQ
2010
5pm Deadline for receipt of Motions at PCS HQ

Closing Date for receipt of Notification of Conference Delegates at

PCS HQ

Closing Date for branches requesting to combine for representation

at conference at PCS HQ

Deadline for receipt of Nominations for Trainee Delegates at PCS

HQ
Thursday 11th March 5pm Deadline for receipt of Acceptance of Nominations at PCS HQ
2010 5pm Deadline for receipt of Election Statements at PCS HQ
Friday 26th March 2010 Deadline for receipt of requests for branches wishing to combine for
conference representation at PCS HQ
Friday 16th April 2010 Conference Agenda and Standing Orders Committee Report issued
to branches
Thursday 22th April 2010 Despatch of Ballot Papers and Election Statements to members’
addresses
Wednesday 12th May 3pm Deadline for Reference Back of the SOC Report at PCS HQ
2010
Wednesday 12th May Midday Deadline for receipt of Ballot Papers by Independent
2010 Scrutineer
Thursday 13th May 2010 Group Election Result
Friday 14th May 2010 3pm Deadline for receipt of Emergency Motions at PCS HQ
Sunday 16th May 2010 4-7pm Standing Orders Committee meeting branch
representatives
8pm New Delegates’ Meeting
Monday 17th May – Group Conference Brighton
Tuesday
18th May
2010

Election & Conf Circular MoD/BB/01/09

 Annex C

NOMINATION FORM FOR MOD GROUP OFFICERS, EXECUTIVE

COMMITTEE, CONFERENCE STANDING ORDERS COMMITTEE AND
AUDITORS 2010

BRANCH: ….................................... REF: 014/ ............................

GROUP OFFICERS
PRESIDENT (One required)

MR/MRS/MISS/MS/NAME NOMINEE’S BRANCH

1)

VICE PRESIDENT (One required)

MR/MRS/MISS/MS/NAME NOMINEE’S BRANCH

1)

TREASURER (One required)

MR/MRS/MISS/MS/NAME NOMINEE’S BRANCH

1)

ORGANISER (One required)

MR/MRS/MISS/MS/NAME NOMINEE’S BRANCH

1)

Election & Conf Circular MoD/BB/01/09

ASSISTANT GROUP SECRETARIES (8 required)

MR/MRS/MISS/MS/NAME NOMINEE'S BRANCH

1)

2)

3)

4)

5)

6)

7)

8)

Election & Conf Circular MoD/BB/01/09

GROUP EXECUTIVE COMMITTEE MEMBERS (16 required)

MR/MRS/MISS/MS/NAME NOMINEE'S BRANCH

1)

2)

3)

4)

5)

6)

7)

8)

9)

10)

11)

12)

13)

14)

15)

16)

Election & Conf Circular MoD/BB/01/09

GROUP CONFERENCE STANDING ORDERS COMMITTEE (3 required)

MR/MRS/MISS/MS/NAME NOMINEE'S BRANCH

1)

2)

3)

GROUP MEMBERS AUDITORS (2 required)

MR/MRS/MISS/MS/NAME NOMINEE'S BRANCH

1)

2)

CERTIFICATION
We certify that in accordance with Clause 10 of the election regulations, all the above nominations
have been passed at a properly constituted meeting of the members of the Branch held at:

…………………………………………..… on ……………………… …
(location) (date)

SIGNED: …...............................…………………………………………. . (Branch Chairperson)*

SIGNED: .......................................…………………………………….... .. (Branch Secretary)*

BRANCH: 014 .............................................. Date:……….………….........................

*If the Branch Chairperson or Secretary is absent then the form can be signed by another branch officer.
Any alterations or deletions to the nomination forms must be authenticated by the signatures of the Branch
Chairperson and Secretary (or, if either is absent, by another Branch Officer).

Branch Secretary's Contact Address:

…………………………………………………………………………..

……………………………………………..Telephone
Number………………………………………………
IMPORTANT: This form must be returned to:
MOD Group Secretary, PCS HQ, 160 Falcon Road, London SW11 2LN
by:
5pm on Thursday 4th March 2010
This form may be faxed (fax no 020 7801 2620). Please bear in mind that this fax machine will be
very busy at this time.
FOR GROUP OFFICE USE ONLY
Date Logged Log No. Initials
Branch Nomination Form

Election & Conf Circular MoD/BB/01/09

 Annex D

NOTES FOR GEC CANDIDATES

If you are standing for positions on the GEC and you are elected you will need to be
aware of the following:

GEC dates. GEC dates for the rest of the year (2010) that have already been agreed:

September 7-9 - commencing at 1.00 pm 1st day

November 23-25 - commencing at 1.00 pm 1st day

Venue. Meetings are held at PCS HQ, Clapham, and if you cannot get to the meeting by
the start time without leaving home earlier than 7 am then you will be entitled to travel on
the previous day and stay another night. You will probably wish to avoid taking holidays
on these dates.

Facility Time. After conference the Group Secretary will write to the Deputy Director of
Employee Relations (DDER) telling them of your successful election to the GEC. DDER
will then write to your line management telling them that they need to agree your facility
time. This should cover time to prepare, travel to, attend and follow up on meetings. For
ordinary GEC members it will not normally exceed 50%, although if you have branch
responsibilities you will need to add this to the claim. For GEC officers the facility time
allowance is likely to be 100%. Further guidance on this, and other GEC matters, will be
sent to you if you are elected.

Large amounts of facility time may make it difficult for you to remain in your present post
in which case an alternative, acceptable, post should be found for you.

160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620
 Annex E

RULES ON CONFERENCE MOTIONS

Extract from the Group Constitution, Annex B – Conference Standing Orders

Rule 2. All motions shall be in the affirmative.

Rule 5. A motion to affiliate to another organisation shall include a synopsis

of its aims and objective together with the annual cost of affiliation. Any such motion if
adopted shall be subject to approval by the National Executive Committee.

Rule 7. A motions to amend shall not directly negative the substantive

motion, and if carried shall become part of it.

Rule 39. All motions designed to amend the Group’s rules shall be so printed as to
leave no doubt as to the objective they are designed to achieve.

160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620
 Annex F

NOTIFICATION OF MOTION FOR MOD GROUP CONFERENCE 2010

(Please use a separate form for each motion)

BRANCH REF NO: ………………... BRANCH: ………………….……………………………….

We certify that the following Motion has, in accordance with the Rules of the Group Constitution,
been passed at a properly constituted meeting of members of the Branch.

…………………………….……………………………………………………...……………….

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Signed: ……………………………………………….……………………………. (Branch Chairperson)

Signed: …………………………. (Branch Secretary) Date: …………………….…………..

…………

Branch Secretary’s NAME & FULL ADDRESS: ………….……….………...…….…………………..…

…………………………………………………………………...……….
………….………….…….…….

IMPORTANT: This form must be returned to:

The Secretary, Standing Orders Committee, MoD Group, PCS HQ, 160 Falcon Road,
London SW11 2LN
by:
5pm on Thursday 4th March 2010

FOR GROUP OFFICE USE ONLY

Received
Acknowledged

160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/10

 NOTIFICATION OF EMERGENCY MOTION FOR MOD GROUP
CONFERENCE 2010
(Please use a separate form for each motion)

BRANCH REF NO: ………………... BRANCH: ………………….……………………………….

We certify that the following Emergency Motion has, in accordance with the Rules of the Group
Constitution, been passed at a properly constituted meeting of members of the Branch.

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Signed: ……………………………………………….……………………………. (Branch Chairperson)

Signed: …………………………. (Branch Secretary) Date: ………………….…………..…………

Branch Secretary’s NAME & FULL ADDRESS: ………….……….………...…….…………………..…

…………………………………………………………………...……….
………….………….…….…….

IMPORTANT: This form must be returned to:

The Secretary, Standing Orders Committee, MoD Group, PCS HQ, 160 Falcon Road,
London SW11 2LN
by:
3pm on Friday 14th May 2010

FOR GROUP OFFICE USE ONLY

Received
Acknowledged

160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/10

 Annex G

DELEGATE NOTIFICATION TO MOD GROUP CONFERENCE 2010

(Please use a separate form for the notification of each delegate)

Name of Branch:
Branch Number:

Membership as at
31.12.2009:
Number of Delegates
Claimed:

Date:
Signature:

Branch Secretary/Chair:
(Please print name)

Are you combining with another Branch for Conference representation?

Name of Branch:

DELEGATES
Name:

Private Address:

Office Tel:

New Delegate:

Do you consider you have a disability? (Please circle) YES NO

Please detail if you require any particular needs:

IMPORTANT: This form should be returned to:

The Secretary, Standing Orders Committee, MoD Group, PCS HQ, 160 Falcon Road,
London SW11 2LN
by:
Thursday 4th March 2010

FOR GROUP OFFICE USE ONLY

Received
Acknowledged
160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/10

 Annex H

TRAINEE DELEGATE NOMINATION TO MOD GROUP CONFERENCE

2010
(Please use a separate form for each nomination)
Name of Branch:

Branch Number:

This Branch wishes to

nominate:

Details of PCS or any other

Trade Union Activity:

Has the Nominee attended a

previous Group Conference in
any capacity? (If yes, please
give details)

Does Nominee consider they YES NO

have a disability? (Please
circle)
Please give details of any
particular needs:

Nominee’s Private Address:

Office Telephone number:

Date:

Branch Secretary/Chair:
(Please print name)

IMPORTANT: This form must be returned to:

The Secretary, Standing Orders Committee, MoD Group, PCS HQ, 160 Falcon Road,
London SW11 2LN
by:
Thursday 4th March 2010

FOR GROUP OFFICE USE ONLY

Received
Acknowledged
160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/10

 160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/10

 ANNUAL GENERAL MEETINGS – Outcome of Branch Elections

Annex I
For HQ use only

Date Updated: ...........................

Updated By: ..............................

Branch Name: - ............................................................................................

Branch Ref No: - .........................................................................................

Notes
1. To maintain an accurate register within Commix of Branch activists, Branch Secretaries are asked to
complete and return the following form to their Group Office/Bargaining Centre/Regional Office along
with their Group/Association Conference Motion and Nominations papers.
2. Branch Secretaries (or the delegated Officer) can update the composition of their own Branch
Executive Committee via their Commix on-line access by logging into the PCS website and selecting
“My membership”.
3. Changes to “workplace level” activists (‘Distributors’, ‘Health & Safety Reps’ & ‘PCS Representatives’
need to be notified separately either to your Group Office/Bargaining Centre/Regional Office or direct
to Membership Records on Tele 020 7801 2670/2680
Please tick: -
[ ] The result of the 2010 Branch Elections are set out below.
OR
[ ] I will update my Branch’s records via Commix i-membership.

Position Name Membership Number

Chair

E-Mail Address: Telephone No:

* *

Secretary

E-Mail Address: Telephone No:

* *

Organiser

E-Mail Address: Telephone No:

* *

Treasurer

E-Mail Address: Telephone No:

* *

160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/10

BEC Members (Other Name Membership Number
Officers)

(if not BEC please indicate other

position)

E-Mail Address: Telephone No:

* *

BEC Members (Other Name Membership Number

Officers)
(if not BEC please indicate other
position)

E-Mail Address: Telephone No:

* *
(if not BEC please indicate other
position)

E-Mail Address: Telephone No:

* *
(if not BEC please indicate other
position)

E-Mail Address: Telephone No:

* *
(if not BEC please indicate other
position)

E-Mail Address: Telephone No:

* *
(if not BEC please indicate other
position)

E-Mail Address: Telephone No:

* *

* NB: The details supplied will be added within Commix as “Publishable” details. This means they
will populate ‘Commix Directories’ so this information will be shared with and visible to other
activists across PCS.

Signed : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . BRANCH SECRETARY

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Print Name)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . BRANCH CHAIR
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Print Name)

160 Falcon Road London SW11 2LN Tel: 020 7801 2645 Fax: 020 780 2620

Election & Conf Circular MoD/BB/01/10