IBOA Representatives
IBOA Representatives perform two major roles within the organisation: recruitment and communication.
Recruitment
Every IBOA Representative has an essential role to play in seeking to maximise the Union's leverage so that the Union operates to best effect on behalf of its members. Maximising leverage can be achieved in three ways – recruiting more members generally or recruiting members in strategicaly important areas or a combination of both.
IBOA's recruitment strategy depends on the activity of its representatives who have responsibility for ensuring that new and existing staff are invited to join the Union.
1. Building a strong union: IBOA's effectiveness depends upon the strength of its membership base. Every additional member enhances the Union's leverage in its dealings with employers, governments and regulatory agencies. As new staff members take up their posts in the workplace, IBOA Representatives are ideally placed to approach them and ensure that they join IBOA. Any existing staff members who have not been invited to join, should also be approached and informed of the benefits of membership. Alternatively, other IBOA members can be encouraged to recruit new members. According to research on trade union membership, the reason most often cited by non-members for not joining a trade union is that they were never asked to join!
2. Recruitment materials: IBOA has developed a recruitment handbook for Union Representatives that provides a more detailed insight into approaching non-members and answering frequently asked questions. In addition, IBOA provides a range of promotional materials to assist Union representatives, including:
- Application forms
- Subscription details
- Free-post envelopes
- Information brochures – including information on IBOAPlus and IBOA Short Breaks.
By ensuring that as many work colleagues as possible join the Union, IBOA Representatives play a key role in improving the working conditions and career prospects of their fellow members. Where problems emerge at local level or information is required, IBOA Representatives can avail of support and advice from their District Secretary, Executive Committee member, or from IBOA Head Office.
Communication
1. Point of contact: The IBOA Representative is generally the first point of contact for members who should feel comfortable approaching the representative with any questions or concerns. The representative should ensure that all new entrants receive an IBOA membership card, membership pin and diary.
2. Bulletins and correspondence: The IBOA Representative is responsible for distributing all bulletins and correspondence from IBOA Head Office to the members in their work area. This could involve handing out individual copies to members; posting documents on a notice board; circulating a document to be initialled by members when read; forwarding an e-mail; or leaving reading material in a staff room, canteen or locker room. It is important to ensure that members read and understand the content of all IBOA correspondence. Ideally a deputy representative or another colleague should be nominated to open and distribute Union communications in the absence of the IBOA Representative.
3. IBOA on staff agenda: The IBOA Representative should also aim to discuss IBOA matters regularly with members and hold short meetings when necessary to discuss Union business. The IBOA Representative should endeavour to put IBOA on the agenda at staff meetings and raise the profile of IBOA, whenever possible.
4. Agreements/dealing with issues: All agreements between IBOA and employers should be fully implemented. IBOA Representatives should report any breaches of agreements or any issues that arise in their work areas immediately to their District Secretary, Executive Committee member or IBOA Head Office. Some issues may be capable of being resolved locally by the IBOA Representative. Others may have to be referred the District Secretary, Executive Committee member or IBOA Head Office for successful resolution.
5. Supporting members: IBOA Representatives support their members by providing them with information and advice. If necessary, representatives can seek additional guidance from the District Secretary, Executive Committee member or IBOA Head Office.
6. Ballots: IBOA Representatives handle the distribution of ballot papers in the workplace – making sure all members receive one. The representative then collects the completed ballot papers and and returns them to IBOA Head Office or other location for counting . Members should be encouraged to cast their vote in all IBOA ballots since it is an opportunity for members to have a say in their future and is an important demonstration to management that the members are well organised, committed and involved with IBOA.
7. Attending IBOA meetings: Periodically, IBOA holds meetings in central locations to provide updates on current issues along with other relevant IBOA-related information. The IBOA Representative (or a deputy) should attend these meetings so that she/he can report back to the members.
8. Encouraging members' involvement. The IBOA Representative should encourage members to attend local meetings and social events organised by IBOA as well as any ballots on colective agreements or Union elections. The IBOA Representative should aim to ensure that members are aware of the advantages and financial benefits of IBOA membership.
9. Reporting staff changes: From time to time Head Office sends a membership list to each IBOA Representative covering the members in their work area. The list should be checked carefully. Any incorrect data should be highlighted and notified to Head Office immediately. Any staff transfers and changes should be communicated to IBOA as they occur.
10. Deputy representatives: Members should elect a Deputy Representative to assist the IBOA Representative. An additional representative should be elected in branches/departments where there are 20 or more members.
11. Spectrum: IBOA Representatives should ensure that all members are receiving the Union's quarterly magazine, Spectrum. The magazine is delivered to all members in their own homes. Additional copies are also distributed to workplaces. The IBOA Representative should encourage members to notify Head Office of any changes of address. Members should be encouraged to submit articles and photographs to the magazine.
