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South Yorkshire Police Federation Joint Branch Board

Standing Orders

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Contents Page

Introduction 3

Section 1 – Meetings 3

A. Structure 3

B. Procedure & Conduct of Meetings 5

C. Annual General Meeting 9

Section 2 – Finance 11

A. Funds The Joint Fund The Member’s Services Account The Insurance Scheme Account

B. The Role & Responsibilities of the Treasurer 12

C. The Role & Responsibilities of the Trustees 13

D. Branch Board Expenses 13

Section 3 – Presentations & Other Awards 16

Section 4 – Gifts, Gratuities & Hospitality 17

Section 5 – Equality Issues 18

Section 6 - Fairness At Work Procedures 20

Section 7 – Conduct of JBB Representatives 21

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Introduction

The following standing orders are made in accordance with the Police Federation Regulations 1969, Schedule 2, Paragraph 4 and the Police Federation (Amendment) Regulations 1990 and 2004, in so far as they relate to the business of South Yorkshire Police Federation Joint Branch Board and its' Separate Rank Boards.

Meetings of the Joint Branch Board Executive Committee and any other consultative committees will also be conducted in accordance with the principles of these orders.

Similarly, those standing orders touching upon matters of finance affecting the Joint Fund are made in compliance with the Police Federation Regulations 1969, Part 3 (as amended), the Police Federation (Amendment) Regulations 1990 and 2004 and the Fund Rules adopted at Joint Central Conference 2012.

Section One – Meetings

A) Structure1. Every Meeting shall have a Chair and Secretary

2. In the absence of the Chair, Secretary and their Deputies, the members present shall appoint from their number, a member to act as Chair or Secretary, as necessary

3. The Joint Branch Board Chair, Secretary and Discipline Leader are additional members of the Board. They will remain members of the Separate Boards appropriate to their ranks and will be afforded delegate status at Annual Conference.

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4. The Secretary will be responsible for the preparation and circulation of Agendas, where practicable at least 7 days before a meeting. The Agenda will take precedence over all other business. The Secretary will be responsible for the maintenance of accurate minutes.

5. To assist in the preparation of accurate, written minutes, meetings may be recorded. Once the written minutes have been accepted at a subsequent meeting as being a true and accurate record of what had been said and what had happened at the previous meeting, the original recordings will be disposed of.

6. All Meetings of the Joint and Separate Rank Branch Boards, whether Statutory or not, ad hoc, extraordinary meetings and committee meetings, will commence as notified to members by the relevant Secretary

7. Mobile phones must be switched to silent o r v i b r a t e .

8. In accordance with Regulation 23, Police Regulations and Determinations 2003 and subject to the approval of the Chief Officer, the attendance of members at authorised meetings and annual conferences will be treated as duty time. Members will dress smartly and act accordingly at all times.

9. Any member who is unable to attend a meeting shall inform the Secretary or Chair, giving reasons why not, as soon as practicable. Where the members attendance conflicts with operational demands, the Chair or the Secretary may then make suitable representations to the member's line managers to try and secure the member's attendance.

10. If within thirty minutes of the time stated for the start of the meeting, a quorum is not present and there is no reasonable expectation that a quorum will be formed, the meeting may proceed at the Chair's discretion but no motions may be voted upon, nor may any resolutions be passed.

11. The quorum of any Board shall consist of a simple majority, in excess of 50% of its elected members (excluding vacant positions). The quorum of the Joint Branch Board shall comprise of at least 4 members of each of the Separate Rank Boards, together with any further combination of elected, Separate Rank Board members to meet the simple majority of elected Joint Branch Board members (excluding vacant positions). Example: Joint Branch Board of 41 elected members. Simple majority of 21 members required to be considered quorate. Quorum could be achieved by presence of 4 Inspectors, 4 Sergeants and 13 Constables

12. It will be the responsibility of the relevant Secretary to ensure that the Minutes of a meeting are circulated to all members of that Board as soon as possible following a meeting.

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13. The Minutes of the Joint and Separate Rank Branch Boards, once they have been accepted as a true and accurate record by the Board concerned, maybe circulated to the wider membership. If a matter discussed is decreed as sensitive by the Board it will be marked as confidential and thus not for circulation beyond the board members.

14. The Joint Branch Board Executive Committee will comprise of the JBB Chair, Secretary, Discipline Leader and Treasurer, together with each of the Chairs and Secretaries of the Separate Rank Boards. Meetings will be Chaired by the JBB Chair and serviced by the JBB Secretary. Where members are unable to attend meetings, relevant Deputies may attend in their place.

15. The Executive Committee is a consultative group and exists to provide a steer to the JBB. Its' members will attend the Statutory, Force, Joint Negotiating and Consultative Committee Meetings as representatives of the JBB.

B) Procedure and Conduct of Meetings

1. The Chair

The Chair shall be responsible for the efficient running of the meeting.

The Chair, being a representative, has the right to speak on any question, or to move or second any resolution and to vote.

If a vote is taken and the votes are even, the Chair has a further casting vote. The usual practice is for the Chair to vote against, on the premise that if there is not a clear majority wishing to change the current situation, the matter should stay as it is, with the opportunity for the matter to be raised on another occasion.

2. Introduction of Urgent Additional Items

The Chair will ask the members present at the meeting at the start for the declaration of any urgent other business, so as to be able to judge the timings of all business in that meeting.

The Chair may refuse to accept business for discussion, unless it is of an urgent nature, if it is thought the subject requires a longer time for consideration than that available.

3. Chairman's Ruling

If the Chairman calls a member to order, the member speaking shall cease and no other member will speak until the Chairman indicates.

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The ruling of the Chairman on any question under the Standing Orders, or on any points of order or explanation, shall be final, unless challenged by not less than 4 members and unless two-thirds of the members present vote to the contrary.

4. Misconduct During Meetings

All members are expected to conduct themselves in an orderly manner throughout meetings. If any member interrupts another while addressing the meeting, or causes a disturbance at any meeting, and refuses to obey the Chairman when called to order, the Chairman shall name him or her and outline this provision of Standing Orders. If, following this warning, the member so named and warned continues to behave as previously, then he or she will be expelled from the meeting. The member will not then be allowed to resume his or her seat, at the Chairman's discretion, unless an apology has been given and accepted by the other members present at the meeting

5. Selection of Speakers and Speeches

When a member wishes to speak, they will indicate their intention to the Chairman and then wait to be called to speak. The decision of the Chairman as to the order of speakers is final and unchallengeable.

When more than one member wishes to speak, the first member to indicate shall be given precedence by the Chairman, but the second member shall have the right to speak at the close of the first member's address.

In the interests of progress, the Chairman shall have the discretion to limit the number of times a speaker will be allowed to speak on the same subject and the duration of the member's contribution. In general terms, the mover of an original motion will be limited to ten minutes. The seconder and subsequent speakers may not be allowed to speak for more than five minutes.

6. Addressing the Chair

All members, except with the authority of the Chairman, will address their comments to the Chair and not directly to any other individual present.

7. Motions and Amendments

Motions shall be passed or rejected. The test will usually be one of a simple majority either way. However, where a unanimous decision is desirable but cannot be achieved as a consequence of conflicting, Separate Board policies, a full discussion can still take place on a subject without a decision being taken at the end of the debate by the Joint Branch Board.

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The first proposition on any particular subject shall be known as the original motion and all succeeding propositions on that subject shall be called amendments. Every motion or amendment must be moved and seconded by members present at the

meeting before they can be discussed and wherever possible, should be given in writing.

When an amendment is moved to an original motion, no further amendment shall be discussed until the first amendment is disposed of, but notice of further amendment must be given before the first amendment is put to the vote.

A member shall not move or second more than one amendment to any motion.

The Chairman shall have the authority to divide a motion into several portions to assist the debate and take a separate vote on each.

8. Substantive Motions

If an amendment is carried, it displaces the original motion and itself becomes the substantive motion. Thereafter any further amendment relating to any portion of the substantive motion may be moved, provided it is consistent with the business and has not been covered by an amendment or motion that has been previously rejected.

After the vote on each succeeding amendment has been taken, the surviving proposition shall be put to the vote as the main question and, if carried, shall become a resolution of the meeting.

9. Points of Order

Members wishing to raise points of order or explanation must first obtain the permission of the Chairman and must indicate immediately the alleged breach has occurred.

Any member may formally second any motion or amendment and reserve their speech until a later time.

10. Right of Reply

The mover of the original motion, if no amendment has been moved, has the right to reply at the close of the debate on such a motion. When an amendment is moved, he I she shall be entitled to speak thereon in accordance with Standing Order Section b) Paragraph 5, above and at the close of the debate on such an amendment shall reply to the discussion, but shall introduce no new matter. The question shall then be put to the vote immediately and under no circumstances shall any further discussion

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be allowed once the question has been put from the Chair. The mover of an amendment shall not be entitled to reply.

11. Withdrawals or Additions

No motion or amendment that has been accepted by the Chair shall be withdrawn without the consent of the meeting, nor shall any addendum or rider be added to a motion that has once been accepted by the Chair without such full consent. Should any member dissent, the addendum or rider must be proposed and seconded and treated as an original amendment.

12. Adjournment

Any member who has not already spoken during the debate may move the adjournment of the question under discussion, or of the meeting, but must confine any remarks to that question and must not discuss any other matter. The mover of the motion upon which the adjournment has been moved shall be allowed the right of reply on the question of the adjournment, but such reply shall not prejudice his or her right of reply on his or her own motion. In the event of such motion being lost, it shall not be moved again, except in accordance with Standing order Section b) Paragraph 14, below.

13. Closing the Debate

i) 'Next Business' or 'Moving to the Vote'

The motion of 'Next Business' or 'Moving to the Vote' may be proposed and seconded only by members who have not previously spoken at any time during the debate. No speeches shall be allowed on the motion. In the event of acceptance of the motion, the mover of the original motion shall have the right of reply in accordance with Standing Order, Section b), Paragraph 10 before the question is put, or the vote taken.

ii) Voting

The voting shall be determined by a simple majority and shall be by a show of hands except where a ballot vote is deemed necessary by the Chairman, when two scrutineers shall be appointed by the Chairman.

The result will be shown as the number in favour, the number against and the number of abstentions.

The Chairman shall vote in accordance with Standing Order Section b) Paragraph 1, above.

14. Disposal of Business

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When a matter has been debated by the Board and disposed of, it will not be raised again for a period of twelve months unless, in the opinion of the Chairman, the matter is of substantial significance to the Board. This may be either as a result of fresh information or any other reason. The prospect of its' further debate should itself first be voted upon by the Board before the matter may be re-introduced within the twelve month period.

15. Rescinding a Resolution

No resolution shall be rescinded or amended at the same meeting at which it is passed.

Fourteen days' notice of the intention to seek its' rescindment or amendment may be given to the Secretary, but the resolution shall not be rescinded or amended unless by the consent of two-thirds of the members present at the meeting when it is considered.

Resolutions involving important issues of finance or policy shall not be rescinded at any meeting unless every member eligible to attend the meeting has been duly notified and given the opportunity of being present.

16. Absence Without Leave of the Chair

No member shall leave the meeting before its' conclusion without permission of the Chairman. The Chairman may invoke the provisions of Regulation 23, Police Regulations and Determinations 2003, when the meeting is in duty time.

17. Suspension of Standing Orders

In the event of any matter of urgency, the Chairman may accept a motion for the suspension of Standing Orders. The member moving such suspension must clearly state the nature and urgency of his business, the numbers of Standing Orders affected and the length of time the suspension is required for. A suspension may be allowed, but no suspension shall take place except by a two-thirds majority vote in favour by the members present.

C) Annual Meeting

1. The Tri-annual General meeting of the Joint Branch Board will be held in January of that year, in accordance with Regulation 7 (2) of the Police Federation Regulations 1969 and the Police Federation (Amendment) Regulations 1990.

2. Commencing from the Tri-annual Meeting in January 2005, elections to the office of JBB Chairman and Deputy Chairman, Secretary and Deputy Secretary, Treasurer and Deputy Treasurer, Discipline Leader and three Trustees to the Joint Funds, will be held every three years at the Annual General Meetings. Those elected shall remain in office until the next three yearly elections or they cease to

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be members of the Joint Branch Board.

3. Any member seeking nomination to any of these positions shall apply to the sitting JBB Secretary or Chairman, in writing, not less than fourteen days prior to the date of the Tri-Annual General Meeting. Nomination forms must be signed by the candidates, who must each be nominated and seconded by a member of the newly elected Joint Branch Board.

4. Applications for each of the three full time positions of JBB Chairman, Secretary and Discipline Leader must also be accompanied by a CV detailing relevant experience, together with a paper in support of their application comprising not more than 500 words. The Secretary will circulate both the CV and supporting document to members of the Joint Branch Board, where practicable fourteen days in advance of the Tri-Annual General Meeting.

5. Unless holding office on the newly elected Joint Branch Board in an independent, elected representative capacity in addition to their existing full time roles, the

existing JBB Chairman, Secretary and Discipline Leader will only be eligible to stand for re-election to the positions they currently hold. In order to contest for an alternative full time role to that currently held, the post holder must first signal his or her intention to stand down from the post held. This will take effect from the date of the Tri-Annual General Meeting and the post holder must also then apply for the new position in the same way and with the same locus standi as any other member of the newly elected Joint Branch Board.

Arrangements for election of Joint Branch Board Officials -Prior to the Tri Annual General Meeting of the Joint Branch Board, the sitting Joint Branch Board Secretary will secure the services of an independent Federation Representative from another Regional Force. This independent Representative will attend the Tri Annual General Meeting, having raised sufficient ballot papers in advance, which he or she will distribute at the meeting. He or she will then oversee the casting ofvotes by those Joint Branch Board Members present only. He or she will then count the votes and announce the result. The independent Representative will retain all ballot papers, both used and unused, for a period of 28 days following which time they will be destroyed.

6. In the event of any of the offices referred to above becoming vacant at any stage during a triennial period, an election will be held in accordance with paragraphs 3,4,5 and 6 of this Section (Standing Orders, Section C), to fill the vacancy. Any person so elected will hold office for the remainder of the period in question.

7. Should a candidate for any of the positions referred to, declare before s/he is elected, that s/he will retire or otherwise vacate the position before the next tri annual elections, the Branch Board may, at the same elections, elect another member to succeed him or her.

8. The Joint Branch Board and Separate Rank Boards may appoint Standing

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Committees and elect from their number, members and reserves to sit on those committees together with representative members to sit on Force Consultative Groups and Committees. (See Section 1, A, Paragraph 15 , Standing Orders re JNCC)

9. Committees' and Sub-committees' members will be appointed tri-annually and casual vacancies will be filled when necessary.

10. The Chairman and Secretary of the JBB shall be ex-officio members of all Joint Committees, with full voting rights.

11. The Annual Meeting of the JBB shall adopt Standing Orders for the ensuing year. No alteration may be made to Standing Orders unless 14 days’ notice, in writing, has been given to the Secretary of the JBB and the subsequent motion is carried by a two-thirds vote.

Section 2 Finance

A) Funds

i) The Joint Fund

1. Membership Subscription income generated from all Federated ranks within South Yorkshire Police will be maintained within a Joint Fund, under the stewardship of the JBB Treasurer and further safeguarded by the Trustees to the Joint Fund.

2. No use of the Joint Fund shall be made except in accordance with the Fund Rules governing JBB activity.

ii) The B & E Fund

1. Income generated from the provision of member services may, at the discretion of the JBB Treasurer, be held within a 'number 2' account currently known as the 'Buildings and Equipment' or 'B & E Fund'.

2. This account is held within the provisions of the Fund Rules. Its' purpose is to provide the JBB with flexibility to deal with Federation matters deserving of funding which the JBB considers should not present a burden to the Joint Fund.

3. The B & E Fund is also managed by the JBB Treasurer and safeguarded by the Trustees on the authority of these Standing Orders.

iii) The Combined Insurance Scheme Account

1. Under the terms of the Trust Deed governing the 'South Yorkshire Police Federation Combined Insurance Scheme', an account will be held to administer cash benefits payable from the scheme, independently to other unrelated financial transactions of

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the JBB. It also receives the levy the JBB receives for each policy, and any year-end profit sharing from the various mutual insurers.

2 Although this account will be maintained by the JBB Treasurer, the trustees to these funds are the designated trustees to the Combined Insurance Scheme, named within the Trust Deed under which the scheme operates and themselves members of it. In the interests of transparency, however, the Trustees to the Joint Funds will be allowed full access to all documentation in relation to the account at any time. Likewise, they will be entitled to make enquiries with the JBB Treasurer and Scheme Trustees on any matter relating to the operation of the account.

3 If a benefit is deposited in to this account, and there is any doubt as to identification of a suitable beneficiary, a separate account should be opened for that case.

vi) The Independent Review of PFEW

Certain recommendations related to JBB funds. The JBB can choose in the future how to adopt those recommendations, which includes the amalgamation of all the above funds into a single account. (Except the necessity as described at para iii) 3, above)

B) Role and Responsibilities of the Treasurer

1. The Joint Branch Board Treasurer will have responsibility for the following:

a) Ensuring the accurate maintenance of income and expenditure accounts relating to all monies received or paid to the JBB on behalf of the JBB or the Separate Rank Branch Boards.

b) To ensure that all expenditure of the JBB complies with Police Federation Fund Rules.

c) To ensure that prompt payment is made of all accounts rendered to the JBB.

d) Presentation of the current financial position to the JBB.

e) To ensure that payments from JBB funds by cheque are signed by any two of the appointed signatories.

f) To ensure that all financial records are presented annually to independent Auditors, approved by the JBB. S/he will provide the Auditors with all possible assistance to ensure that Accounts and Balance Sheets can be prepared and agreed in time to meet notified deadlines for the onward submission to the Treasurers of the Central Committees of the Police Federation and England and Wales.

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g) To present the audited annual accounts and balance sheet to the JBB.

h) To attend to all matters of taxation arising from the financial activities of the Branch Boards.

2. The JBB Secretary and Treasurer may maintain Petty Cash accounts for the day to day running of the JBB Office. Where an item of expenditure is considered necessary, the Secretary may spend up to £5,000.00, after consultation with the Chairman and Treasurer. This can then be examined by the Trustees.

3. The JBB Treasurer may make payments from JBB funds to members of the JBB in respect of travelling, out of pocket and other expenses. These amounts will be determined and agreed at the Annual Meeting of the JBB and the Pre Conference Meeting of the JBB.

C) Trustees to the Joint Funds

1. Trustees shall be members of the Federated Ranks who are both contributors to the voluntary funds of the Police Federation and elected members of the JBB. One Trustee will be elected from each of the three Separate Rank Boards although the JBB Chairman, JBB Secretary, JBB Treasurer nor JBB Deputy Treasurer will not be eligible to serve in the role.

2. The Trustees shall be responsible for voluntary funds held by the JBB. They will appoint a Chair and arrange their own meetings.

3. The Trustees (at least two) shall meet and examine all books, records and other documentation concerning the funds at intervals, which ensure they are examined at least 3 times in each financial year.

4. If the Trustees find something of concern, in the first instance they will discuss the matter with the Treasurer (or Deputy). If this satisfies the Trustees the matter will be closed. If it does not satisfy the Trustees, they may take the issue to the Joint Executive Committee. After a debate, decision should be made and minuted.

5. However in exceptional instances, the Trustees may take their concerns to the next JBB meeting; where again after debate, a decision should be made and minuted.

6. The Joint Central Committee of the Police Federation will be the arbiters as to these Rules or Regulations, as may be amended from time to time. Appeal against a ruling of the Joint Central Committee shall be to a panel of arbitrators consisting of a Chairman, who shall be a legal adviser, appointed jointly by the Joint Central Committee and the Branch Board concerned, plus one person nominated by the Branch Board, and one person nominated by the Joint Central Committee, neither of whom shall be a member of the Committee or Board, and any decisions made by that arbitration panel shall be final and binding.

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D) Branch Board Expenses

1. Any member of the JBB, whilst acting on official Branch Board business, will be entitled to claim all legitimate expenses in accordance with the Regulations. Representatives should not be out of pocket whilst engaged in Federation business.

2. All claims must be submitted in a manner approved by the JBB Treasurer, for payment.

3. Members may claim a mileage allowance for travel in connection with Joint Branch Board business, to reimburse them for the use of privately owned vehicles. Rates will be set at the Annual General Meeting and based on the Force casual user rate, less an amount re tax.

4. Where practicable, the JBB Chairman or Secretary must be informed before embarking upon a journey in relation to Police Federation business, more than 50 miles outside the Force area. Consideration will be given to travel by train, advance bookings can be cheaper.

5. The starting position is that if possible representatives should car share where appropriate. It is recognised that this will not always possible. If car sharing does occur, the driver should stipulate the amount of miles travelled with how many passengers on their claim form.

6. South Yorkshire Police will meet mileage claims in respect of Statutory Meetings (JBB & Separates) on a Fin 6 through normal supervision. All other mileage claims will be met from the Joint Fund.

7. Members who claim expenses from other sources will not make a further claim from the Joint Fund unless there is a shortfall. In such cases a member may make a claim for the difference provided that the claim is payable under the Fund Rules.

8. In the event of a demand being made for unpaid tax or any other statutory payment arising from the payment of any allowance, honoraria, gratuity or other emolument paid by the Board, that tax or statutory payment will be paid from the Joint Fund and any tax or statutory payment in the future on any of these items, which are paid by the Board, shall be paid from the Joint Fund.

9. Payments of any honoraria or gratuity may be made in accordance with the Fund Rules. In accordance with a resolution passed by the JBB on 2°d March 2006, Honoraria payments will be awarded to posts designated at the first AGM of the triennial period for the next three years. In the last JBB meeting of each year, the amount payable will be decided.

10 Out of pocket expenses and the level of allowances will be determined as laid out in so far as relates to:

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a) Members of the JBB attending Annual Conference as either Delegate or Observer.

b) Members of the JBB attending meetings and training events outside the Force area may need to stay overnight. The JBB advises its members not to drive whilst fatigued, nor incur unnecessary overtime to the force. So even if the event is only for one day, if this is over 60 miles or 90 minutes from home, reasonably priced accommodation maybe used dependent upon location and other representative’s accommodation. In this instance, in line with Police Regulations (with no resorting to non-routine definitions etc), an overnight allowance maybe claimed. As decided by the JBB meeting 11th July 2013 a payment of £30 will be awarded per night away from home on Federation business; and a further £20 maybe claimed if there is no meal provided. This overnight allowance is regarded as income by HMRC, but as above (para 8 of this section) it will paid net of tax, and the JBB will stand any tax owed.

c) Members of South Yorkshire Police Federation who contribute to the Voluntary Fund (other than JBB members) attending Annual Conference or other meetings arranged by the Federation, which take them out of the Force area will be paid an allowance determined at the nearest JBB meeting.

9. All legitimate expenses incurred by members (and partners where applicable), whilst representing the Joint or Separate Rank Boards, or performing any Federation duty, shall be met from the Joint Fund. Except as per para 10b above.

10. The Joint Fund will be used to meet any and all legitimate expenses incurred by Branch Boards arranging meetings or training sessions, which have been authorised by the JBB Chairman or Secretary.

11. Members who receive invitations to any functions or occasions of hospitality, which are likely to incur expenditure, which the member wishes to claim back

12. from the Joint Fund, or abstractions from the members normal duty, shall seek the authority of the JBB Chairman or Secretary prior to attending the event.

12. Receipts must always accompany claims for any item of expenditure.

13. A Central Committee will meet expenses incurred by a member of any such committee, except expenses incurred on local Branch Board business, provided that no other provision exists elsewhere.

14. Home to Work Mileage in excess of the distance travelled before taking office, was payable to the Full time Officials. This was abolished by the JBB at its first triennial meeting 9th January 2014.

15. JBB members may claim for the cost of any telephone calls made from private telephones on Federation business. Conversely, where private calls are made on

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Federation telephones, the cost of such calls will be reimbursed by the member to the Joint Fund.

16. Discipline Team on call allowance. For some years the board chose to pay members for being on call. In 2013 SYP started paying an on call allowance to a number of roles including the on call federation representative. However this was a lesser amount than they were being paid by the JBB. At the JBB meeting 5th September 2013 it was decided to top up the force payment to that they would have received if it was the JBB paying it.

Section 3 -Presentations and Awards

A. Police Federation Plate

The Police Federation plate is the highest award that can be made to any member of the Police Federation and is awarded upon recommendation of a Branch Board, and agreed by the General Secretary of the Police Federation of England & Wales.

The awarding of a plate to a member is to be determined by reference to two criteria:

i) That the member has been actively engaged in Federation work and that s/he is giving up such Federation work permanently; and

ii) That the award is merited because of the exceptional contribution made by the member. It is not intended that the plate should be automatically or lightly presented to all retiring officers of a branch board.

The first criterion above, will be satisfied where the member is:

• Being promoted out of the Federated ranks,

• Retiring from the Police Service or giving up Federation work prior to impending retirement.

• Giving up Federation work for health reasons.

The second criterion above, relates to the assessment of merit. This will be left to the JBB, who must satisfy themselves that the members contribution has been exceptional, otherwise the awarding of the plate will lose its' significance.

B. Presentation to Police Officers Retiring from South Yorkshire Police.

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All retiring Federated members of South Yorkshire Police shall be presented with a retirement gift agreed by the JBB.

Presentations o r g i f t s m a y b e g i v e n to retiring Superintending and ACPO ranks in recognition of their general office of constable and of their time spent as contributing members of the Federated ranks in the past. This will be at the discretion of the principle officers.

C. Other Awards and Gifts

In accordance with the Fund Rules, Branch Boards may authorise the payment of a sum of money to, or the purchase of a gift for, any person, whether or not a member of the Federation where, in the opinion of the Board, the individual has made a valid or recognisable contribution to the Federation or its' members.

Section 4 - Gifts, Gratuities and Hospitality

1. This section should be read in conjunction with SYP Statement of Agreed Policy on Gifts, Gratuities and Hospitality (050156) and is included within JBB Standing Orders in order to expand SYP policy to include:

i) employees of South Yorkshire Police Federation, and;

ii) to encompass offers made on the basis that the individual concerned is carrying out the business of South Yorkshire Police Federation

2. Offers of gifts, gratuity or hospitality to JBB members and employees should, wherever possible receive authorisation prior to acceptance, from either the JBB Secretary or JBB Chairman

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4. JBB members have a duty to be aware about making approaches, or approaches being made to them, which may compromise their integrity, the integrity of others or the integrity of the JBB at that time or at any time in the future. If any member is in any doubt whether to accept any gift gratuity or hospitality, then the presumption should be to decline.

5. Monetary offers of gifts and gratuities, falling outside the provisions of the Police Federation Fund Rules, should always be refused.

6. JBB members should not accept significant personal gifts or gratuities from individuals, contractors or other outside organisations. Items of token value (such as pens, pencils, note pads, coasters etc.) which may be utilised by members within their working environment, are acceptable. The issue of whether or not a gift, gratuity or hospitality is significant is an individual responsibility, which should be objectively assessed on a scale appropriate to the circumstances. If in any doubt, the advice of the JBB Secretary of JBB Chairman should be sought.

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7. Hospitality provided during attendance at National Conference, Training Courses and National or Regional meetings is acceptable where it is clearly corporate hospitality rather than personal.

8. A register will be maintained by the JBB Secretary in which, all authorised gifts, gratuities and hospitality accepted by JBB members will be recorded.

Section 5 -Equality and Diversity in the Police Federation

This section of Standing Orders demonstrates the commitment of South Yorkshire Police Federation Joint Branch Board to those principles laid out by the Joint Central Committee within the Representative's Equality and Diversity Handbook (July 2005 Edition), as follows:

The Police Federation, as a staff association, is fully committed to promoting equality and diversity for all.

Equality and Diversity is about treating everyone, both inside and outside the Service, with dignity and respect. It is about welcoming diversity and recognising that each person has to balance personal and professional needs and thatsometimes they will need special arrangements in order to fulfil all their commitments.

"Special arrangements" does not mean that one person should be treated either better or worse than any other -it means recruiting, selecting, resourcing, deploying and treating others with the dignity and respect that we would expect/or ourselves.

The Police Service represents thousands of individuals drawn together, each bringing with them different skills, experience and attitudes. It is the way that these differences are drawn together that sets the standards and culture of the Service.

Police Officers need to be open minded and supportive to the different needs of different people and different cultures. We police a society that is diverse. It follows, therefore, that the Service requires officers with a broad base of skills and experience to deliver the policing service.

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Police Officers should reflect and represent society from which they are drawn. They need, want and deserve to be treated fairly, appropriately and without discrimination at work.

The Police Federation has been and will continue to be involved in the development of procedures that challenge unacceptable behaviour and seek to support diversity in the workplace.

Equality and Diversity Policy Statement

South Yorkshire Police Federation is fully committed to the elimination of unfair discrimination, and the promotion of equality and diversity for all, in its' own practices and arrangements and throughout South Yorkshire Police Force.

South Yorkshire Police Federation recognises its responsibilities under all domestic and European legislation to provide equality of opportunity to all its' people in its' capacity as a staff association, as a service provider to its' members and as an employer. In order to achieve this, South Yorkshire Police Federation seeks to:

• Negotiate and operate practices which promote equal opportunities in employment, training and service delivery;

• Promote the development of a workplace environment for all members and staff to develop their full potential, free from harassment and discrimination;

• Ensure that all contractors and visitors are treated fairly, free from harassment and discrimination;

• Provide appropriate advice and support for members in pursuit of equality and diversity issues;

• Raise awareness of equality and diversity issues and promote best practice throughout South Yorkshire Police Federation and South Yorkshire Police;

• Monitor South Yorkshire Police Federation practices and arrangements in order to develop an inclusive Equality and Diversity strategy

Harassment and Bullying Policy Statement

South Yorkshire Police Federation is committed to providing a workplace environment which is free from harassment or bullying for its' employees and members and will take positive steps to eliminate it by monitoring the workplace and investigating and allegations of unacceptable behaviour.

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Harassment or bullying behaviour will not be tolerated in any South Yorkshire Police Federation workplace, at training courses, conferences, seminars, and other organisations event or at work-related social events .If harassment or bullying were to result in an actual

injury this may be a criminal matter.Section 6 - Fairness at Work Procedures

The purpose of a 'Fairness at Work' procedure is to produce a speedy and effective resolution to a workplace dispute at the lowest possible management level and not to establish blame or provide punishment. An Employment Tribunal is a damaging and costly experience for all parties and the aim of all involved in a workplace grievance must be to resolve complaints at the earliest opportunity.

Members of the Joint Branch Board, as serving members of South Yorkshire Police Force, have ready access to all facilities provided by South Yorkshire Police intended to deal with workplace grievances, including access to 'First Contact Officers'.

On occasions, it may be necessary for a 'Resolution Officer' with knowledge and understanding of Police Federation affairs to be appointed, either formally in accordance with the Force scheme or managed internally by the JBB but mirroring Force Policy as a parallel procedure.

A parallel procedure, managed by either the JBB Chairman, JBB Secretary, JBB Discipline Leader or JBB Equality and Diversity Leader, may be considered more desirable where either party to the dispute is not employed by South Yorkshire Police but is an employee of the Joint Branch Board, the circumstances may involve the potential disclosure of information which may be significantly prejudicial to the overall aims of the Police Federation and its members if disclosed outside Federation circles, or the aggrieved party specifically requests this course of action.

Further guidance may be found, in particular in relation to Joint Branch Board employees within The Joint Branch Board Fairness at Work Procedures, published by the Police Federation of England and Wales, Joint Central Committee.

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Section 7 - Conduct of Board Members on Federation Business

General Expectations

The standard of behaviour of JBB members whilst engaged on Police Federation business will be no less than that expected of Police Officers at any other time, either on or off duty. Members will therefore be liable to the full range of misconduct or criminal proceedings arising from Federation related activities.

Instigation of Disciplinary Procedures

The formal instigation of disciplinary proceedings against any JBB member will not be undertaken lightly. In the event that allegations of serious misconduct against any JBB member are brought to the attention of the JBB Chairman or JBB Secretary, an extra-ordinary meeting of the JBB Executive Committee may be convened. The question of an appropriate response will be discussed by the Committee following which, the Committee will instruct the JBB Chairman or JBB Secretary as to the most appropriate course of action, which may include reporting the matter directly to the Force Professional Standards Department.

These provisions do not, however, preclude any member of the JBB from reporting very serious matters directly to the Force Professional Standards Department, on their own initiative and in accordance with such responsibility accompanying either their ordinary office of constable, or supervisory remit within South Yorkshire Police.

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