Guide for Branch Officers
The purpose of this guide is to assist Branch Officers and members of the Branch Committees to fully understand their respective duties and the correct procedures for formal occasions and financial activities.
BRANCH OFFICERS AND COMMITTEE
Each branch elects its own committee which should comprise three officers, Branch Chairman, Deputy Branch Chairman and Branch Secretary, and a number of ordinary committee members as the branch determines at its Annual Meeting.
The officers are elected at each Annual Meeting and hold office until the conclusion of the next Annual Meeting during which they may stand for re-election. The ordinary committee members are also elected by the branch, when one third of the committee should retire in rotation but will then be eligible for re-election.
BRANCH ANNUAL MEETING
Not less than 21 days before each Annual Meeting the Branch Secretary should send a written notice, by email, to Head Office when it will be distributed to all eligible branch members. The notice should specify the date, time and place of the meeting and any business to be discussed other than the election of officers and committee members. Each corporate and non-corporate member of the branch is entitled to attend and vote at the Annual Meeting.
Following the Annual Meeting details of the elected officers and committee members should be sent to Head Office as soon as possible.
DUTIES OF BRANCH OFFICERS
The Chairman should be an experienced member of the branch and will be responsible for guiding and co-ordinating all activities. The Branch Chairman also has the responsibility of ensuring not only that the branch business is conducted efficiently, but also that nothing is done that could reflect unfavourably on the status or image of the Institute. The Chairman would normally officiate at all branch meetings and host social events.
In the past Branch Chairmen were in office for just one year, but in recent years the majority tend to keep the office for two years. This longer span encourages continuity and allows the Chairman to get accustomed to the office.
The Branch Secretary is responsible for the administration of the branch and ensuring that the decisions of the Branch Committee are carried out. He/she is also responsible for ensuring that all meeting and event notices are sent to Head Office by email for distribution to branch members, as well as maintaining the records of the branch. It is for the other officers and the Branch Committee to give as much support and assistance in these duties as they are able.
More recently Branch Secretaries have been requested to review membership and upgrading applications, along with the Application Panel, on a monthly basis. A schedule, detailing the relevant information, is sent by email at the end of each month and each Branch Secretary is given the opportunity to comment upon any application. Should no comments be received by either the Branch Secretaries or the members of the Application Panel within two weeks, the applications are deemed to have been approved.
Unless an Honorary Treasurer is appointed the Branch Secretary would normally assume responsibility for the branch finances.
At each Annual Meeting of the Branch a Branch Representative is elected to serve as a representative from the Branch on Council. The Branch Representative holds office until the Annual Meeting of the Branch in the next year when he/she will be eligible for re-election. Any casual vacancy for the office can be filled by an appointment by the Branch Committee.
After each Annual Meeting the Branch Secretary should inform Head Office of the name of the elected representative and also of any interim change in his/her identity.
The function of the Branch Representative is to convey the views of the branch over specific issues and, as a member of the Council take part in the policy decisions made concerning the Institute. It is up to the representative to keep himself in touch, where possible, with the branch view of issues under consideration by the Council. In this way he is in a position to put the branch point of view if called upon to do so.
Similarly, the representative has the duty to inform and guide the branch in respect of decisions taken by the Council. Therefore, in choosing a Branch Representative, it is important to make sure that he/she will be able to attend Council meetings regularly.
Branch Committees may wish to appoint committee members to carry out specific duties such as a Public Relations Officer, Education & Training Officer, Treasurer, Programme Secretary and Press Officer.
The Branch Committee may organize any other meetings throughout the year as it thinks fit, such as Technical Meetings, Branch Visits, Health & Safety Seminars and CPD days. Social occasions such as Dinner Dances and Golf Days are normally held on an annual basis. Technical meetings should be as interesting and relevant as possible to encourage attendance, and some consideration could also be given to holding joint meetings with other similar organisations.
It is recommended that an annual programme is prepared well in advance to enable circulation to members prior to its commencement. Once Head Office has received notification of a branch programme it will be distributed by either post or email depending upon the format in which it has been received. Each annual programme will be posted on the relevant webpage and it is important that any amendments or additions be notified to Head Office so that the site can be updated in a timely fashion.
In certain circumstances branches may apply for financial assistance towards the cost of speakers’ expenses when attending a Technical Meeting where the speaker requires the reimbursement of the cost of travel or accommodation expenses. In this instance a formal application for funds should be made, in the first instance, to Head Office.
BRANCH OFFICERS' MEETING
Once a year Branch Officers are invited to attend a Branch Officers’ Meeting and also offered the opportunity to add items to the agenda produced by Head Office. In recent years this meeting has become a more informal lunchtime affair, with IQ staff making a number of presentations detailing the progress of ongoing projects and the achievements made during the preceding year.
Suggestions for additional agenda items from the branches are welcomed and this event is also an opportunity for members to exchange views and ideas with fellow officers from other branches over lunch.
Branch reports should be sent directly to Lyn Bryden or Debbie White for inclusion in the IQ News section of Quarry Management. Items received on or before the 15th of the month will be included the following month’s edition. Any received after that date will be saved in a folder for publication the month after. Photographs are always welcome, the preferred format being high resolution JPGs. Reports of branch meetings should be summarized to 200 – 300 words and duplication of presentations already reported by other branches should be avoided.
Accounting for business activities as listed below must always be executed by Head Office in order to satisfy VAT requirements.
• Seminars and courses
• Branch programmes which contain paid advertising
• Any other activities of a business nature for which a charge is made
Invoicing details should be sent to The Secretary as soon as is practicable and should include at least the basic information shown on the sample spreadsheets attached. The Secretary will then generate and mail the invoices. All invoices relating to any costs incurred e.g. printing costs, venue hire, should be addressed to Head Office for payment. Once all the monies have been collected the branch will be reimbursed with the balance of the revenue.
Under no circumstance should branches issue invoices or collect money for business activities. If you are unsure of the status of your event or activity please contact The Secretary.
Branch meetings and social activities
The financial aspect of the activities set out below can be solely dealt with by the branch.
• Branch meetings and quiz nights
• Branch technical and social visits
• Dinner-dances, dinners, lunches etc
• Other social functions
• Golfing and other sporting events
• Tombolas, raffles and other fund-raising activities