How to conduct a Representative election in your site

HOW TO CONDUCT A REP ELECTION IN YOUR SITE Election time for Accord Representatives is upon us again. If you’re interested in being the Rep for your workplace then please read this short guide. It will explain who can apply and how the election is conducted.

How many Reps can we have on our site? • There is no set rule however the existing lead Rep in your workplace will discuss and agree this jointly with the business to come up with a practical number (based on covering departments/ building floors/ shift patterns). • If you need any assistance please email [email protected]

New to the role... what are the requirements if I want to become a Rep? • You must be over 18 years old. • You must have worked for the Lloyds Banking Group for at least one year. • Your Accord subscriptions must be up-to-date. • It is considered preferable that candidates have been a member of Accord for at least one year.

I’m already the Rep for my workplace… do I need to stand for election again? • Yes – even if you’re an existing Rep and would like to continue in your role, you must stand for re-election so we give other members in your workplace the chance to put themselves forward as candidates.

How does the site get the election started? • The existing Lead Rep on the site should find a member who will run the election from start to finish - this will be the election organiser. The election organiser should have no interest in standing for election. • The election organiser should write to (email) all members in their business area asking for nominations for the positions (see example email on page 4). These should be submitted on the [nomination form] and it’s usual to give at least a 2 weeks deadline for return of forms to take account of any member who is on annual leave.

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• For ease of communication, it is preferable to get management approval to use the site email distribution list for ALL colleagues and issue this invitation making sure it is clear that the message is only for Accord members on the site. • The election organiser/lead Rep should obtain a list of members eligible to vote from [email protected] and make sure that the nomination forms have either been signed or are supported by a validation email from the proposer and seconder who must be members. It’s important that the election organiser/lead Rep tells HQ which business area/ division is holding the election, especially on sites where multiple divisions are in occupancy, to make sure the membership list is as accurate as possible. • The organiser can then check that nominees meet the criteria above by reference to the HQ produced membership list.

What if there are fewer candidates than positions available? • If this happens then the nominees are elected unopposed. The election organiser should make sure an [election form] is completed by each Rep and returned to HQ by email to [email protected]. • The lead Rep should contact their Assistant Secretary to discuss how the shortfall in numbers affects the site and what can be done to get the numbers needed.

What if there are more candidates than places available? • An election must be held. • Given the numbers on site, it is usually preferable to do this by email but not essential. Previously used election approaches can be re-used. • Only Accord members in your workplace can vote. • Each candidate should be asked to submit an [election address] of no more than 100 words to the election organiser. These should be issued to members when asking for votes. • Some sites have “button” voting systems and the lead Rep/election organiser should enquire if the business would support the election by making this technical support available. • Issue simple voting guidance notes and a list of nominees to members giving at least 2 weeks for the election to be conducted. • Aim to have the ballot completed ASAP but no later than Wednesday 30th September 2015.

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What happens when the outcome is known? • The details of each elected Rep must be sent using the [election form] to [email protected]. The forms can also be sent by fax to 01189 320208 or by post to “Freepost ACCORD UNION” by Friday 2nd October at the latest.

What happens next? • The elected Reps will take up their position immediately after the result is declared and remain in place until September 2017 when the next elections will take place. • Once Accord HQ has received the election forms, new to role Reps will be added to Accord’s database and will be sent a welcome letter and Reps Pack through the post to their home address which will give them further information and details about their new role. • Each site should appoint a Lead Rep and this is done by asking all elected Reps to nominate for this role and if necessary, an election is held to determine the outcome with only elected Reps voting. • Lead Reps should take primary responsibility for discussing the training of newly appointed Reps with their Accord Assistant Secretary or HQ.

Example email requesting nominations (attach nomination form)

Message to all Accord members in [site name]

Accord is required by its rules to elect/re-elect workplace Representatives every two years and we are due to hold these elections in September 2015. We are seeking [insert number of Reps] elected Representatives for [site name] site to advise, guide and represent our members and to link with the business on all issues of employee relations. This is a great opportunity for any member who wishes to develop their understanding of the business area, to be a subject matter expert on the policies that impact our members and to enhance your communication skills at a high level. Accord would like all members to consider these positions and from experience, you would be suited to the role if you are well balanced, have an abundance of common sense and good reasoning skills, are a good communicator and a have a willingness to learn about the policies and procedures which govern the business and employees within the Lloyds Banking Group. Training will be provided by Accord and reasonable paid time off will be provided by the business to facilitate your union duties. Nominations should be made on the attached nomination form and you will need to find one member to propose and one to second you. The form should be sent to [name of organiser] at [organisers email address] by close of business on [date]. [name of organiser] will arrange to get the form signed by your proposer and seconder or get an email confirmation from them prior to any election taking place. You must be over 18 years old, have worked for LBG for at least one year and your subscriptions to Accord must be up to date. It is considered preferable that candidates have been a member of Accord for at least one year. If there are more than [number of Rep places] candidates then an election will be held and more details will be issued by the organiser. Reps will take up their position immediately after the result is declared and will commence training as soon as possible thereafter. You will be fully supported during the initial 3-6 month training period prior to representing or advising any members and you will remain in office until September 2017, when the next site elections are due to take place.

Accord Workplace Representative Election: September 2015

Nomination Form CANDIDATE Site/ Department Name: Name of Candidate: PROPOSER Name of Proposer: Membership Number: Signature: SECONDER Name of Seconder: Membership Number: Signature:

Please hand your nomination form to the election organiser who is arranging the ballot. The ballot must be carried out before Wednesday 30th September.

Accord Workplace Representative Election: September 2015

Election Address You should vote for me to be your Accord Representative because... (Max 100 words)

Please hand your election address to the election organiser before the ballot.

Accord Workplace Representative Election: September 2015

Election Form ELECTED CANDIDATE DETAILS Workplace/Site Name: Workplace Postcode: An election has taken place and the Accord Representative for this workplace/ dept is... Forename:

Surname:

File no:

Membership no:

Home email: Work email: Home landline:

Mobile:

Work Direct Dial: I have been a Rep before / I am a new Rep (please delete as appropriate) Signature PROPOSER & SECONDER DETAILS Proposed by (Full Name): Membership no:

Signature

Seconded by (Full Name): Membership no:

Signature

Please send this form to Accord HQ either by fax to 01189 320208 or by email to [email protected] by Friday 2nd October 2015.