EC Meeting Papers January 2019

EC Meeting Papers 2019

EC MEETING 23rd January 2019

Voice the Union for Education Professionals. Derbyshire

TEL 01332 372 337 EMAIL contact@voicetheunion.org.uk WEB www.voicetheunion.org.uk

Directions to Voice

From the West - A50 Leave A50 onto A6 signposted to Derby. At the roundabout go straight across and follow the dual carriageway towards the A52. Shortly after you enter the 50 Mph speed limited area you will pass a Large McDonalds drive through visible to your right. Carry on past this and past the speed camera in the central reservation. Pride Park is on your left From the M1 Motorway From North/South M1 motorway leave at junction 25 onto A52 (Brian CloughWay) in the direction Derby. Follow A52 for approximately 7 miles to roundabout at the bottom of the dual carriageway ( The Pentagon Roundabout ). At the roundabout take 2nd exit, signed city centre. Keep to the middle or right hand lane and stay to the right. Follow signs for Ashbourne (A52). At the 3rd set of traffic lights keep to the right to turn right onto Friar Gate, You will have passed the University of Derby Law Building (a copper covered glass and steel building) to your right and the gable end of a brick building with a large clock face should be to your right at the lights. The lights have a right hand filter.

and you will pass the large Rolls Royce Marine Complex on your left. You should move to the left hand lane and take the next slip road to the left (not theWest ServiceWay) to join the A52 (Brian Clough Way) signposted to Derby Centre. Follow this to the Pentagon Roundabout and then follow the directions at the bottom of the page . Turning right onto Friar Gate, You will pass under an ornate Victorian iron railway bridge. You need to take the second exit to the left into Larges Street after passing under the bridge. Keep to the left and take care with your speed as this is a narrow one way street entrance and it’s easy to overshoot it. Larges Street is one way. St James Court is to your right and the Larges Street Car park is a separate enclosed area to your left with Voice car park spaces displayed on the right hand side of the car park. There are also a limited number of spaces to the front and rear of our building, please notify Reception who will direct you accordingly.

General Secretary: Deborah Lawson

2 St. James’ Court . Friar Gate . Derby . DE1 1BT

From the South (Birmingham/Burton) Take the A38 towards Derby to the ‘Markeaton Roundabout’ (Esso Garage and MacDonald’s on left). Turn right at this roundabout onto the A52 Ashbourne Road towards Derby City Centre. You will pass a Co-operative store and private hotel on your left hand side. Keep straight on through the traffic lights and at the next set of lights you will have to detour left due to bus lane restrictions. Follow the road (Agard Street) round to the right and keeping right take a right hand turn at the next set of lights (adjacent to Derby University Law Building - a copper covered glass and steel building. After turning right keep right at the next set of lights. These lights have a right hand filter.

Turning right onto Friar Gate, You will pass under an ornate Victorian iron railway bridge. You need to take the second exit to the left into Larges Street after passing under the bridge. Keep to the left and take care with your speed as this is a narrow one way street entrance and it’s easy to overshoot it. Larges Street is a one way street. St James Court is to your right and the Larges Street Car park is a separate enclosed area is a separate enclosed area to your left with Voice car park spaces displayed on the right hand side of the car park.

Derby Head Office 2 St. James’ Court, Friar Gate, Derby DE1 1BT

The main door is open but you will need to use the internal buzzer system to gain entry. You will be greeted in reception by a member of staff who will direct you accordingly.

Voice is the large corner building as you turn into St James’ Court with our logo displayed above the main door (which faces Larges Street).

GFTU Executive Committee Agenda

January 2019

1. Apologies.

2. Declaration of Any Other Business.

3. Minutes of the previous meeting: Accuracy. Adoption. Matters Arising.

4. Cyberfraud issue.

5. New Build.

6. BGCM.

7. Education

8. Trade Union Official Apprenticeship.

9. Apprenticeships.

10. Shout Out

11. Polifest.

12. The World Transformed.

13. Affiliations

14. Pensions Trust

15. Rules

16. New use of Quorn

17. Hotel

18. International.

19. Staffing

20. Other work.

21. Any Other Business as declared at the outset of the meeting.

EC Minutes November 2018

General Federation of Trade Unions

Executive Committee Minutes

November 23 rd 2018

Quorn Grange Hotel, Leicestershire

In attendance: Bro. Doug Nicholls, (Gen Sec), Sis. Claire Ryan, (Minute Taker).

Sis. Sarah Woolley, Bro. Garry Elliott, Sis. Theresa Easton, Sis. Keeley Lipscombe, Bro. Robert Mooney, Sis. Yvonne Pattison, Sis. Christine Miller, Sis. Angela Pratten, Bro. Osher Williams, , Bro. Ian Lawrence, Bro. Brian Linn, Bro. John Smith, Bro. Robert Mooney, Bro. Manuel Cortes, Sis. Deborah Lawson.

Apologies: Bro. Ronnie Draper, Bro. John McGowan, Sis. Ellie Peers, Bro. Roy Rickhuss, Bro. Steve Gillan, Sis. Claire Jones, Bro. Nick McCarthy, Sis Christine Bond, Sis. Maddy Radcliffe, Bro. Alasdair McDiarmid, Sis. Philippa Childs, Bro. Freddie Seale, Bro. Neil Crew, Bro Joe Simpson, Bro. Colin Kirkham.

Paperwork circulated for the meeting: Agenda, Directions, Minutes of previous meeting, Financial and Accounts Information, General Secretary’s Report, Trail Blazer Apprenticeship Minutes, Shout Out Information, ChooseYouth Response, Learn to Earn programme, Workable Books Leaflet, BGCM deadlines, 2019/2020 Dates for Diary, EC Expenses Claim Form.

1. Declaration of Any Other Business.

2. Minutes of the Previous Meeting, Corrections, Adoption.

Corrections: Sis Lawson attended. B. Linn SNP not SMP T. Easton AUE not SAU

Minutes adopted as a true and accurate record.

3. Matters Arising.

No matters arising.

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EC Minutes November 2018

4. Issues from affiliates.

NAPO. Bro. Lawrence discussed current issues within NAPO. Bro. Lawrence reported in his positive meeting with Bob Neil and successful pay negotiations had been reached.

Sis. Pattison reported that she would be stepping down from her role. EC members wised her well and thanked her for and gave their thanks and appreciation for her work.

BFAWU. Sis. Woolley reported that an agreement on courses had been made. Sis. Woolley reported that the first version of ‘Train the Trainer’ course had been delivered with Two sister’s representatives. The course involved three sessions each with 16 representatives and fantastic feedback had been received. Sis. Woolley reported on the Greggs redundancy situation and stated that although jobs would be lost, the majority would be relocated over the next two and a half months. But going forward this would help Greggs to create more jobs in the future. AEP. Sis. Pratten reported that AEP’s annual meeting had taken place. There had been a big step forward with new executives and positive feedback had come back from the corporal punishment motion at the TUC, which was also a BGCM motion. Community. Bro. Mooney reported that following Community’s biennial conference last year Mental Health training had been prioritised. Bro. Mooney reported that the Langs tannery in Paisley would be taking strike action as part of their campaign for fair pay award. NAUTILIST INT. Bro. Elliott reported that despite Nautilus being a traditional union they have a vision to double members by 2030 through a non-traditional union way targeting windfarm sector and the fishing industry and yacht sector . Bro. Elliott reported that they would be introducing ‘ friend of Nautilus ’ scheme with heavily reduced basic membership. The aim being for members to then go forward and become full Nautilus union membership. Bro. Elliott gave an overview to EC members of owners and their relationships with employees. The ‘friend’ scheme had previously achieved a very successful 83% from going onto full membership. TSSA. Bro. Cortes reported on the new training for representatives that had begun, which was TSSA’s most ambitious training programme to date. The programme ensures that all representatives are trained and then the vision is to proactively seek more members. Bro. Cortes stated this would change the culture of unions. Bro. Cortes reported on the industry front that dispute with DB Cargo continued and there would be strike action next year of no deal was reached over the ongoing dispute overpay and conditions.

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EC Minutes November 2018

Bro. Cortes reported that just yesterday Scottish Rail were threatened with industrial action including strike action if the company’s bosses fail to withdraw plans to outsource vital station maintenance and repair work.

VOICE. Sis. Lawson reported on the continued fight for bridging the teacher pay funding gap. A new STRB letter had been issued, the Secretary of the State would be issuing a new letter after Christmas. Sis. Lawson also reported that member’s numbers had increased.

AEGIS. Bro. Linn reported on the continued diversity and inclusion campaign.

Bro. Linn was happy to report that he had been accepted on the TUC General Council and also the LGBT committee. Despite being unable to attend the last two meetings he was very much looking forward to being involved. Bro. Linn reported that he was also on the England Union Learn board too. Bro. Linn discussed negotiations with Aegon and a really successful campaign by the union to secure 500 jobs. AUE. Sis Easton introduced their new General Secretary Sheree Matthews and gave an insight to how this would change her role and enable her to travel around more and engage more. There were now 9 executives based in London and membership nu,bers had increased. Sis. Easton stated that the London are were getting more organised amongst immigrant and cultural workers. Sis. Easton reported on the positive response to the new General Secretary and communications and newsletters had been vastly improved. The new General Secretary had met Francis O’Grady in November and a volunteer partnership with sixth formers in Durham had been established and was working well. POA. Sis. Miller reported that despite the recent protest by their General Secretary Joe Simpson the agreement had not materialised. Sis. Miller reported that the recruitment drive target had been reached and was due to end March 2019. Sis. Miller reported that membership numbers had increased. Sis. Miller had proposed a motion for young members EC however the motion was not successful. Sis. Miller was pleased to report that since this a young members EC had been created and the first meeting would be held in January and Sis. Miller would report back on this during the next EC meeting 23 rd January 2019. Sis. Miller reported that violence within the prisons had not improved and discussed the implementation of the new structures and the reform of how prison officers are managed which was creating divisions between staff. NAPO. Bro. Lawrence reported on the Departure of Michael Spur and the continued crisis within the prison service and the concerns of who may be brought in next as there would be two new Director Generals. Bro. Lawrence hoped that these may bring some positive solutions.

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EC Minutes November 2018

PFA. Bro. Williams discussed the recent press and other attacks on the PFA. It was agreed the General Secretary would write in solidarity with the PFA.

Bro. Nicholls stated that the ‘Training the trainers’ course which evolved from Union Building Conference would be available in the new year and dates would be circulated once confirmed. Bro. Nicholls praised Sis. Woolley for her help with this course.

Bro. Nicholls discussed Nautilus International’s campaign regarding fishing community struggles and suggested GFTU help with reaching this sector which had never been unionised fully.

5. International Issues.

Bro. Cortes reported on his recent International visit to Vietnam where he visited the Hanoi Federation of Labour. Bro. Cortes discussed the population of 9 million that 5 million of that population were factory workers. Bro. Cortes discussed the fast economy growth and improving employee’s rights. The unions were struggling to deal with the recent introduction of Uber. Bro. Cortes attended the evening dinner and was very pleased with the visit.

Bro. Nicholls stated he had chaired the Venezuela Solidarity Campaign AGM with the Ambassadors of Nicaragua, Venezuela and Cuba.

Bro. Nicholls had been invited to meet the President of Cuba and the Finance Minster on their recent tour.

Bro. Nicholls reminder on Poland invite delegate and explore inviting to BGCM and twinning hotels to keep international study visits active.

Bro. Nicholls reported that Emily Thornbury had now formed a group in Brazil.

Bro. Nicholls reported on the Kurdish situation and confirmed the GFTU had been invited to send a delegate to the annual international visit in Turkey, no cost to GFTU 11 th -016 th Feb 2019 not restricted to one delegate. Bro. Lawrence had been approached and proposed Bro. Lawrence to attend but gave option for any other union delegates to email the EC if they wished to attend. Bro. Smith reported on his recent visit to a Russian Conference in Petersburg where he had spoken about his experiences with unions and in particular cultural and creative industries. Bro. Smith stated it was interesting how they appeared to be moving away from collective bargaining and moving more into the free market, like America.

Sis. Pattison rose the point that she needed assistance with the return of her hotel expenses payment from the EC International Study Visit to Poland back in July. Sis Pattison had been unsuccessful in obtaining the refund of her hotel payment of £1157.50.

EC Members agreed to reimburse this amount directly to Sis. Pattison and to chase directly with Warsaw contacts.

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EC Minutes November 2018

6. Finance and Budgets.

Bro. Nicholls gave an overview of the accounts and financial information that had been circulated within the EC papers.

EC Members approved GFTU management accounts

Bro. Nicholls discussed that a decision needed to be reached regarding lending money to the ET to build onto site. It had been previously agreed from previous EC meetings that the plan was to move from money markets to invest onsite. EC members discussed the options, 1, leave money in portfolio bank it, 2, company Rathbone or 3, invest it and lend money at a rate of 2.5% Bro. Nicholls reported that the Next valuation was due next year. EC members discussed draw down penalties, time deadlines and possibilities of other options available. Bro. Williams suggested holding a F&GP conference call meeting to discuss in further detail.

Bro. Nicholls confirmed that financial advisors had been spoken to but asked that EC members delegated the decision to Bro. Nicholls, Bro. Smith and Bro. Williams subject to an email exchange before a final decision was made.

EC members agreed

Bro. Nicholls confirmed that the hotel budget would not be discussed today as a Hotel Directors meeting would be taking place Friday 14th December 2018. Bro. Nicholls was pleased to report that Steve Orchard was now on the hotel Directors board.

7. New Build Report.

Bro. Nicholls reported that the new build completion date was the day before the start of the BGCM which would be taking place 19 th May 2019. Penalties of £16,000 had so far been received due to the contractors being behind contracted deadlines.

8. BGCM, Motions, Arrangements.

Bro. Nicholls discussed BGCM arrangements and deadlines for motions and nominations and confirmed the deadline date was 22 nd January 2019.

Bro. Nicholls agreed to recirculate BGCM deadlines to General Secretaries and EC members.

Bro. Nicholls discussed the proposed motion of the improvement of the procedure to elect General Secretary.

9.

General Secretary’s Report.

Bro. Nicholls proposed to EC members the possibility of using part of the Education Officers salary to help to access learning funds by hiring a consultant/advisor.

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EC Minutes November 2018

EC members discussed previous consultancy involvement with Albion Trading that had unfortunately been unsuccessful. Bro. Linn suggested looking at abilities across unions to access learning and discussed that at his union, Aegis, they had a project manager and offered to assist but was aware that Scotland and England would work slightly different.

EC members discussed unions working together to assist with this and joining together through the GFTU.

Bro. Nicholls proposed to continue the celebration with Shout Out project next year.

EC members agreed.

3.4 Bro. Lawrence raised that he had a possible candidate for new members of Ruskin College.

Bro. Nicholls stated that ‘Redhills’ brochures had been circulated amongst EC members today and reported on his recent visit to Durham

General Secretary’s report was discussed and approved by EC members.

10. Any other Business.

Bro. Cortes offered the TSSA new offices in London for future EC meetings during 2019.

The meeting closed 4.45pm

6

General Secretary’s Report.

January 2019.

1

Cybercrime.

Just before Christmas I was made aware of a very serious cyber fraud against the GFTU. Christmas and much time since has been spent writing reports for the Information Commissioners’ Office, the Police, Action Fraud etc. I will give a full oral report at the EC and the President and Vice President have been regularly updated.

2

Finances

Potentially these are affected by the Cybercrime.

The investment report is attached and members will note a disappointing 10% reduction in value due to market conditions, this only stresses again perhaps the uncertainty of money market investments and the need to shift to our more stable plans at Quorn. The hotel management accounts and systems were not left in the best of conditions by the departing finance officer and these are being rectified. A significant mistake was made on previous management accounts and the adjusted figures have a negative effect. Arrangements for the end of year audits have been made and it is hoped that the EC will receive the end of year accounts prior to the BGCM, this is always a particular timing struggle in the BGCM year.

Full finance papers will be received at the next EC meeting.

Management accounts are available of course for all EC members upon request.

3

New Build.

I hold a weekly update with the Project Manager Mark Childs.

The house building is behind and estimated occupancy is now 1 July instead of 1 st June.

The GFTU Office move has been delayed three months and we intend to move in in early February.

The hotel new rooms has been delayed and the completion of the rooms is not now estimated until June 1 st .

The Goodacre extension is on time and will be open March 4 th .

I am seeking advice on whether we can claim insurance for the £40-£50k we had to spend on the asbestos find. There are heavy penalties on the contractors for delays but even this does not seem to motivate them.

We are not in a position to offer incentives for timely completion.

The commercial director appears unprepared to meet to discuss the situation.

4

Title deed and ownership

EC members will recall that our conveyancing solicitors and land registry incorrectly attributed the ownership of the site to the Education Trust when it should have been to two custodian trustees, myself and John Smith. A deed of amendment to alter this was produced following the decision of the Trustees in November 2017. This has now been signed by all Trustees and forwarded to our conveyancing solicitors to achieve and amendment. The next step in this work, following the completion of the new build will be to sign license agreements between the hotel and GFTU and the Education Trust for occupancy of the site. It has been agreed that we will market the properties with Strawberry estate agents and will manage the tenancies through an internal promotion for the reception manager Cecile. Marketing will cost £3,000 for all properties. The salary increase for managing the tenancies will be £3,000. On the rental levels that Strawberry think achievable this will achieve a higher than expect net surplus to be paid directly into the Education Trust of £100,000 per annum. Both estate agents describe the local rental market as extremely buoyant with hundreds of potential renters on both of their lists. 5 Housing. Meetings with two estate agents have been held to consider managing the new rental properties.

6

GCM.

As a result of building delays we could only have the Hotel for the BGCM if half the delegates were accommodated at another hotel

The President, Vice President and myself do not think this right for our 100 th year.

The first 1899 BGCM of the GFTU was in London. We have therefore produced a specification for a conference and accommodation finding company Crème Conferences to search a London venue. I have asked a colleague in John McDonnell’s office to provisionally book a large room in Parliament for a big Parliamentary reception on May 20 th . At this we could launch our new graphic novel on the history of the Labour Movement and other projects, we could make it a big event and draw attention to our work more widely.

I therefore propose, subject to suitable venue finding and budgets, we hold the BGCM in London.

7

Education

The President, Vice President and myself commend the scoping exercise by Paul Skitt to you to enable him to commence work to attract sustainable funding for our education work without compromise to the curriculum. Paul’s scoping paper is attached.

8

Trade Union Official Apprenticeship.

I attach the papers to show how well advanced we are on establishing the Trade Union Official’s Apprenticeship. We aim to launch in January 2020.

9

Apprenticeships.

I attach for information an exploratory and very exciting idea from Alison Stoecker in John McDonnell’s Office relating to political education and apprenticeships. I have referred Alison to Paul Skitt to consider this.

10

Shout Out

I attach the interim report from Matteo on the Shout Out project we are sponsoring in schools. A full report will be given at the BGCM as agreed. Schools are pleased, it is going well.

11

Polifest.

I attach a concept paper for a political education, cultural type festival which is under discussion with John McDonnell’s Office with a view to some significant sponsorship.

12

The World Transformed Funding request.

I attach a funding request from the World Transformed, for information and initial consideration at this stage without expecting a decision at this meeting. The World Transformed are very interested in our paper on Political Education.

13

Affiliations

Please could all EC members ensure that their affiliations are paid by the end of this month or voting rights at the BGCM are in jeopardy.

The following unions have paid their affiliation fees.

I held very constructive meetings with the Pharmacists

The IWGB has spoken to a number of colleagues from the GFTU and would like to meet.

14

Pensions Scheme

A very constructive meeting of all Trustees along with our lawyer and actuaries was held. We have considered all of the preliminary issues pre triennial valuation, consider some adjustments to the investment portfolio and changed some factors. The EC needs to clarify the question of the future pension arrangements of any General Secretary as we are vulnerable. See paper attached.

15

Rules.

As requested by the last EC a paper rules is attached. See General Secretary and Treasurer attached.

I believe that it would be acceptable to the affiliates that given the timing of the EC meeting, that this rule change be submitted one day late.

16

New use of Quorn

It is pleasing to note a very good number of affiliates and non-affiliated unions such as CSP, NEU, Unite making hotel bookings. I reported previously that the Leader of the Oppositions team of 43 staff were at Quorn for a two day residential. This has been followed up by the 30 or so Labour Party Community Organisers from the national team doing the same.

17

Hotel

The Hotel Directors met recently and held a long meeting to consider all aspects of the business management at Quorn and staffing issues, budgets and profitability. In addition, the interim accountant is considering ways of improving systems and profitability. Business has remained good during the new build period. It was a busy Christmas and is proving a busy new year.

18

International.

Kurdish issues and Turkey

I attach a very moving article by Dilik who attended our Kurdish festival about the hunger strike of one of the very wonderful HDP young women MPs. The Turkish Ambassador to London has written to us and 14 trade unions supporting the Kurdish people and freedom for Ocalan and telling us not to support the campaign. I attach a copy of the letter which all relevant General Secretaries have signed in response. Arrangements have been made for EC member Bro. Manuel Cortes and our solicitor Paul Scholey to go on the Imrali visit in Turkey.

I have been invited to address the meeting on these questions in the House of Lords in February.

Latin America

I was unable to chair the scheduled session on Venezuela at the Adalante conference due to family reasons.

Brazil

We have been invited to the Parliamentary meeting to consider the new and dangerous situation in Brazil.

Venezuela.

I have remained Vice Chair of VSC.

Justice for Colombia.

We have reaffiliated according to policy.

19

Ruskin College

I have remained active as Chair of the College at a new stage of its development. The College is also celebrating its 120 th year. I have been keen to promote this. I have asked the College what it could do by way of drawing down funding for a joint education programme.

20

Staffing

Interview dates for finance officer and maintenance technician have been set.

Steve James, the Hotel Finance Officer’s departure has been filled by a part time accountant recommended to us by our accountants. Wendy Cheung, Head of Finance’s departure is being covered part time by qualified accountant Andrew Pearson. Recruitment and selection materials are delayed sue to item one above occupying a great deal of my time.

Interviews for the maintenance technician to assist the Site Manager will be held shortly.

I am managing the site manager Michael Liggins. Michael would like the opportunity as and when it arises to address the Executive on climate change issues.

I am line managing the finance team. Supervisions have been held.

One all GFTU staff meeting has been held.

One all Hotel staff meeting has been held.

Detailed interviews with staff about the cyber-attack have been held.

Robert Haithcock, night porter at the hotel has left following a long period of sick leave.

21

Other work.

Project 120

Michael Sanders has been working on the history of GFTU Conference on March 30 th in Manchester and a film festival focussing on women trade unionists. A report on latest developments will be given. Dr Andy Hodder has been working on a special edition of Federation Viewpoint. A report will be given.

Chartist writing project.

We have supported this project which is progressing and when complete will provide excellent interest and materials for affiliates.

Nationalise Coalfields Project.

We are partners to this project studying the nationalised coal industry through various means. The next project steering group meeting will be held in Quorn. Interviews have been held with Durham Miners from Easington Colliery.

History of the GFTU Project.

A report from Edda Nicolson is awaited on her PhD research. An exhibition of the GFTU’s history will be held at Northern College.

SME4Labour

I was invited to attend the SME4Labour event. This is a very big annual event and some useful contacts were made. It was good to see onoe of our affiliates, Community advertising in the programme.

Community

I held a very constructive meeting with the General Secretary and Education Officer of Community.

Plans are renewed to support POA’s request to provide pay negotiating training for some groups of members. Requests from PCS and Community for special training the trainers programmes have been progressed.

Meeting CWU

I held a very productive meeting with the General Secretary of the CWU about the plans for a new deal for workers campaign and the possibility of affiliating the youth section of the union.

Meeting John McDonnell.

I held a very constructive meeting with John McDonnell to update him on our work and press a number of our campaign issues.

Youth Service.

A great deal of work went into producing the Chooseyouth submission to the Labour Party Consultation. I have pressed the need for a statutory youth service widely and sent the officials looking at this matter all of the relevant funding formulae information. John McDonnell indicated his support for putting this into the Labour Party Manifesto.

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GFTU ICT USAGE POLICY

2019

Contents Introduction .................................................................................................................... 1 Equipment....................................................................................................................... 2 Data................................................................................................................................. 2 Security ........................................................................................................................... 2 Email................................................................................................................................ 3 Usage............................................................................................................................... 3 Advice/Good Practice ..................................................................................................... 3 Appendix – Declaration for Signature............................................................................. 6 Introduction This policy is applicable to all GFTU employees, including staff at Quorn Grange Hotel, contractors, third parties and other agents, lay leadership or affiliates and those who are granted access to the GFTU’s equipment, data and networks. All aspects of ICT are included; desk based and mobile equipment, software, data, networks and usage whether on GFTU premises or elsewhere. The purpose of the policy is to ensure that the GFTU and its staff operate within the law (including GDPR) and recognised best practice as well as to protect the organisation, employees and associated parties from risk, against misuse, intrusion and data loss. The GFTU maintains recognised industry applications to guard against malicious intrusions, viruses and malware; adherence to these policies & individual caution is essential. Staff should report faults in writing of suspected abuse, potential or identified threats to GFTU systems, data or equipment to line management as soon as possible, should this be identified or suspected. A log of these issues will be held in the GFTU Offices and copies of any correspondence / e-mail’s / confirmation of case number should be retained for tracking issues / reference. Departure from the policy could result in formal disciplinary action and/or suspension of access to services, up to and including dismissal and legal proceedings. Where exceptions to this policy are sought or further clarification is required it must be sought from Line Management or the General Secretary. It is in everybody’s interest that any deviation from the agreed policy is confirmed in writing. First line ICT support is Entegraty at support@entegraty.com. Tel. 01455 851 858 or alternatively Tony Johnson 07976 832182. Whenever issues are raised they should also be recorded in the ICT Issues log promptly.

GFTU Usage ICT Policy –Expiry December 2019

Page 1

There might be occasions where you are asked to provide ‘remote access’ to your equipment so that a Technician from a third party company can ‘fix an issue’ or change settings (through products like log-me in 123 etc.), this has the potential to compromise the organisations systems / data and requests so remote into the machine need careful consideration, best practice is that these instances are co-ordinated through Entegraty and all instances should be recorded in the ICT Issues log.

Formal agreement & acknowledgement of these policies is required via the form attached at the back of the document .

Equipment 

The GFTU allocates equipment to users which is suitable for appropriate business use, the equipment will be regularly safety checked (PAT Testing) and where needed ‘reasonable adaptions’ will be considered / made.  All ICT resources purchased by the GFTU will be recorded in the organisations Inventory in line with the Finance policy, therefore the Inventory should be amended if equipment is disposed of.  Only software authorised by line management and installed by ICT is to be installed / run from GFTU computers.  Mobile equipment (Laptops/Handheld devices) may be used off-site with line management authorisation solely for the purpose of work & only where appropriate secure network access has been granted.  Equipment (mobile or on-site) is for employee use only and must not be loaned or provided to others except where (exceptional) management permission has been granted.  Mobile telephones can be set up to receive e-mails and where a person chooses to download the software to their personal machine, then the GFTU rules relating to e-mail protocols and data will apply as if the machine were provided by the employer. Documents, files & emails created or stored within work time or on GFTU equipment belongs solely to the GFTU (or affiliates if created on their behalf) and should be treated as private and confidential. Such data may not be shared electronically or on paper with any other parties without written consent .  Normally access to data folders is allocated to individuals and/or departments in order to maintain integrity and privacy. Note that line management are entitled to and may access any folders should exceptional circumstances dictate. Physical assets should be ‘property marked’ in case of removal or theft.  Access to GFTU systems and data are protected by usernames and passwords issued individually. These may not be shared with anyone. Passwords should not be ‘lent’ to anyone.  Additional security for certain systems is applied using a supplied ‘USB dongle’ in addition to username and password. Dongles are configured for each individual.

Data 

Security 

GFTU Usage ICT Policy –Expiry December 2019

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It is important not to lend or share the dongle. If lost, report immediately. Keep dongles safe when not in use, do not leave plugged into the PC.  Do not log onto the computer system as somebody else.  Data on portable memory devices should not be either copied to GFTU systems or passed to third parties if extracted from GFTU systems without the express permission of Line management. GFTU use Microsoft Office 365 to provide an Outlook email platform.  A separate password is required to access email which expires every 90 days.  Additional email security is provided by two factor authorisation via a text message.  Emails sent and received are treated as the property of the GFTU.  Email credentials are allocated to individuals. Note that line management may access any emails should exceptional circumstances dictate.  Emails are considered to be ‘official’ correspondence; ensure proper politeness & privacy and adhere to the Good Practice (below).  Do not use links to websites or documents which are embedded in emails unless you are certain they are safe. Never use such links from unknown senders and be wary of links which look unusual (e.g: http://exptyss.to ). Do not respond to emails (either personal or business) which ask for usernames or passwords, however authentic they appear; seek advice from Line Management or ICT. Usage  During paid, working time the Internet may only be used for GFTU’s purposes.  Staff must consider and comply with any legal conditions before they download, use or reproduce any information obtained from the Internet.  Be aware and cautious that many sites which offer “free software” are the source of viruses and malware.  Do not upload data or licensed software onto the Internet without the specific approval of your Line Manager.  Do not use the Internet for accessing pornographic, terror, extremist or illegal sites.  Do not use the GFTU Internet for immoral, illegal or your own commercial purposes.  Do not download screen savers, sporting or play games from or over the Internet.  Do not use GFTU’s internet facility to access personal social networking sites or media streaming services (video or music).  Do not send chain letters by e-mail. Email 

Advice/Good Practice 

The organisation want people to proficient in the use of hardware, software and adopt good practice to avoid breaches of this policy and musculo-skeletal disorders (also known as Repetitive Strain Injuries) and will arrange training

GFTU Usage ICT Policy –Expiry December 2019

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where necessary, Staff are encouraged to raise training needs with their line managers or a team meetings so that appropriate arrangements can be made.  Avoid large file transfers if possible (20 Mb +) which may have a significant impact on the network and disrupt the work of other users. If vital, avoid prime times,  Locking your screen when away from your workstation will protect privacy.  E-mail can create a permanent record, which may give rise to legal liability or unintended disclosure through onward transmission.  Information published on the Internet may have legal consequences.  Downloading of improper material can contravene software licensing and obscenity laws.  Emails should not present a poor image of GFTU, be unwelcome or cause defamation, offence, harass or irritate the recipient.  Email is inherently insecure and is therefore great care when transmitting personal or other confidential information. Sensitive information should be enclosed in a document or spreadsheet secured with a (strong) password. Send the password to the recipient in a separate email or preferably by text or direct phone call (not a voicemail).  Management should be notified of unsolicited, offensive materials received by any employee.  Restrict the circulation of E-mails to the people who really need to know and act upon the information.  A standard, agreed e-mail footer should be adopted to safeguard you, the organisation and the recipient of incorrectly sent messages. Staff should be aware that during paid working time personal use of GFTU’s equipment and their own personal mobile telephones to access the internet is not appropriate, unless on a meal break. GFTU accepts that there may be occasions that an individual has a valid reason for accessing personal email/information via the internet during paid working time. This may be dealt with at the discretion of the Line Manager and must be kept to the absolute minimum.

This document will be reviewed next in January 2020 unless circumstances dictate that it is done sooner.

Other related policies:

Mobile telephone issue and use Health and Safety Equal opportunities policy Finance Policy Data Protection and GDPR compliance Staff Handbook Induction Disciplinary Training and Staff Development Policy

GFTU Usage ICT Policy –Expiry December 2019

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END OF DOCUMENT

GFTU Usage ICT Policy –Expiry December 2019

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Appendix – Declaration for Signature

GFTU and Quorn Grange Hotel

USE OF COMPUTING EQUIPMENT, INTERNET AND E-MAIL FACILITIES

DECLARATION

Name:___________________________ Position: ______________________________

Team: ___________________________ Department: ___________________________

I confirm that I have read, understand and will follow the policy, conditions and guidelines of the GFTU in relation to the use of its computing equipment, E-mail and Internet facilities.

I agree to look after equipment assigned to me and will raise any issues / concerns with line management at the earlies opportunity.

I also understand that my consent and compliance with e-mail, computer and internet systems is a term and condition of my employment and that any use that does not comply with these may lead to relevant action within GFTU’s policies relating to discipline/capability.

Signed:__________________________Date: _________________________________

This form is to be issued by the General Secretary who will ensure that once completed it is kept on the individual’s personnel file.

GFTU Usage ICT Policy –Expiry December 2019

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GFTU General Secretary and Treasurer selection.

1 Ben Marshall the outgoing President in 2017 urged the BGCM and the General Secretary and President to review the existing rule book arrangements for the selection of the GFTU General Secretary in the light of changes to the role. 2 The EC agreed in November 2018 to do this and recognised that if rule changes were required it would consider these by email or phone conference prior to the January 23 rd EC, (motions deadline 22 nd January). 4 Page 10 part III, Rule 15 h says that where illness or incapacity leads to a vacancy the Executive shall appoint an Acting General Secretary from within its ranks of 5 years standing of affiliated organisations, until the next General Council meeting and to take such steps as they deem necessary, if appropriate, for the General Council to appoint a General Secretary. 5 At Page 12 Rule 18 a, the rule refers to Appointment of the General Secretary and Treasurer and says that this shall be done by the General Council on a ballot vote. It goes on to say that when a vacancy is likely to occur the Executive Committee shall take such steps to fill the vacancy by inviting the affiliated organisations to nominate. It clarifies that Nominations for the position of General Secretary may be made by any affiliate of the GFTU (whether full or associate) and any member of 5 years standing in a bona fide trade union may be nominated. 6 While a vacancy under Rule 15 has to be filled from an affiliated union, a vacancy under Rule 18 a appears open to any bona fide trade union. 7 Under Appendix 1 in the Rules specifically referring to the appointment procedure of the General Secretary and Treasurer it sets out the process in more detail but says nominations are eligible as per the rules. This I would take to mean any bona fide union, not just an affiliate could nominate. 9 The rules distinguish between full and associate affiliates especially in the event of a tied ballot. We no longer make such a distinction. 10 It seems that there are two main questions for the EC. Is the EC satisfied that nominations should be eligible from any trade union and secondly does the EC believe that political election at a BGCM is appropriate? 11 A Job Description for the General Secretary was drawn up in 2011. It is still applicable and has not been amended. 12 The job role has changed since 2011. We have taken on a new social enterprise project and developed 50 new services for affiliates, expanded our education provision, profile, international work and range of affiliates. We have new partners and have expanded our staff team and professionalised services to affiliates such as accounting and education management. 13 Strategically we are moving our main investments from the finance houses to our own control. 14 The skills and senior management requirements of the post today are far in excess of those of 2011. 3 The existing rules say a number of things. 8 The election takes place at the BGCM or special conference.

15 The future GFTU deserves the very best person for the job. Political elections do not necessarily guarantee this and by nature of the small specialist character of our affiliates not all of them provide potential candidates with the depth and extent of experience and expertise required now in this role. 16 The GFTU could change its rules so that the EC makes an appointment with no election through an open recruitment and selection process with essential and desirable criteria including 5 years active membership of a bona fide trade union. 17 The GFTU could change its rules so that the EC makes a recommendation of two or three candidates following a recruitment and selection process for hustings at the BGCM. 18 I would favour the former option bearing in mind that now all affiliates are entitled to a place on the EC. This process would have to be very rigorous as in effect we are appointing to a chief executive type position to the second trade union federation in our country. The process could involve an F&GP interview panel to long list and presentations to the EC for shortlist or interview. 19 The post requires deep commitment to trade unionism and practical working experience of leadership in particularly specialist trade unions and a lot these days of financial, organisational and admin experience together with a good knowledge of trade union education.

DN

16/1/19

TIMETABLE FOR 2019 BIENNIAL GENERAL COUNCIL MEETING Quorn Grange Hotel

19 th – 21 st May 2019

Date

Business

RULE 6(a)

Notice of BGCM to Affiliates, request for Motions and Amendments to Rule, names of Delegates and nominations for Executive Committee

4 th December 2018

RULE 6(d)

22 nd January 2019

Close of Motions and Amendments to Rule

RULE 6(e)

19 th February 2019

Preliminary Agenda circulated

RULE 6(b)

19 th February 2019

Closing date for Nominations of Delegates to GCM

RULE 6(c) Closing date for Nominations for Executive Committee

19 th February 2019

RULE 6(e)

19 th March 2019

Closing date for Amendments to Preliminary Agenda

RULE 6(f)

7 th May 2019

Final Agenda, Standing Orders, nominations for Executive Committee, list of Delegates, Report and Accounts to Affiliated Unions.

19 th May 2019

Conference Dinner

20 th May 2019

BGCM

BGCM

21 st May 2019

GFTU – Educational Trust Development Proposal – Scoping document

Background

The GFTU has a well-established educational trust that offers a variety of high quality training courses to Trade Union members and the general public. Currently these training courses are fully subsidised by the GFTU, moving forward the Union would like to consider options to replace these subsidies with alternative funding and/or other income. The proposal will also consider option to generate additional income for the Union. The scoping outline below includes the main options for considerations and associated costs with this work.

Scoping outline

Options

Examples

Scope of work

Project days

Expansion of estate

Consider options to expand estate and increase income through education and training Currently a dormant business training arm, could be re-established and used as commercial vehicle for the trust This could include Higher Education providers – for example Leeds Beckett, Wolverhampton, Newman, Kellogg and the Open University. Partnership discussion to secure joint project work and/or sponsorship for some of the trust’s education provision. Charities to include – Art Council, National Lottery, Guggenheim, British Council, Heritage Lottery and Red Cross Review GFTU current course offer, with a focus on what courses could be fundable through the adult education budget Adult education providers – Ruskin College, Northern College

Further discussions with Doug Nicholls regarding options

N/A

Re-establishing of Albion business unit

Review previous Albion work and assess whether worth re- establishing Set up meetings/calls with key contacts at the identified organisations to explore and recommend partnership opportunities Set up meetings/calls with key contacts at the identified organisations to explore and recommend partnership opportunities Desktop review of curriculum to determine courses that could attract funding, speak further with Doug Nicholls and other relevant staff if necessary Review options for full cost activity relating to current or planned curriculum

1 day

Partnership with other educational providers

2-3 days

Partnership with various charities

2-3 days

Curriculum review

2 days

Direct funding/Commercial

Consider charging full cost or part full cost to customers

1 day

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