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ROYAL AIR FORCE REGIMENT ASSOCIATION CONSTITUTION AND RULES
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To aid navigation on this page below are the major headings in the Constitution and Rules so you can jump straight to them. Alternatively just scroll down the page, it is a long one!
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SECTION 1 - STYLE AND GOVERNANCE
1. The following provisions shall constitute the Rules for the Royal Air Force Regiment Association and shall be binding on all Branches, Chapters and individual Members as appropriate to their category.
2. The formal title of the Association shall be the ‘Royal Air Force Regiment Association". Chapters and Branches of the Association shall be styled the (name / location) Branch/Chapter, The Royal Air Force Regiment Association". The only approved abbreviated title of the Association shall be “RAF Regt Association”.
3. The policy and conduct of the RAF Regiment Association (hereafter termed ‘the Association’) affairs shall be the responsibility of a National Executive Committee (NEC), which shall report to the Association at General Meetings. The NEC shall direct when amendments to the Constitution and Rules of the Association are required. All such changes are to be debated and ratified by a General Meeting.
4. The main structure of the Association shall comprise a NEC and a number of Branches throughout the UK, grouped into a number of geographical areas for administrative purposes. Overseas Branches with more dispersed memberships shall normally be styled Chapters. The NEC shall determine the approval of Branches and Chapters.
5. The NEC shall issue guidance to all Branch and Chapter Secretaries to assist them in the day-to-day management of their respective organizations. The guidance shall be reviewed and, where necessary, updated.
6. The Association Governance hierarchy is a follows:
a. Constitution and Rules of the Association.
b. NEC guidance and instructions.
c. Association Financial Plans.
d. Chapter and Branch guidance and instructions.
7. The term "RAF Regiment member/personnel", when used in these Rules, shall be held to apply to any person who has been commissioned in the RAF Regiment/Royal Auxiliary Air Force Regiment, or has been mustered in the trade of Gunner or, until 1959, Gunner (sub-trade Signals/Rifle/Driver etc). RAF Firemen serving from 1959 –1975 (or as a Gunner/Fireman) and servicemen of the RAF Regiment (Malaya) force are also deemed to be RAF Regiment personnel.
TOPSECTION II - OBJECTIVES
8. The main objective of the Association shall be to maintain and promote esprit de corps and comradeship amongst all RAF Regiment personnel, both past and present, in order to promote the good name, reputation and traditions of the Corps. In furtherance of the main objective, the Association shall:
a. Seek to strengthen the bond between serving and retired members of the Corps.
b. Facilitate clear communication between retired members and the serving RAF Regiment community.
c. Represent former and fallen members of the Corps.
d. Support the maintenance and enhancement of RAF Regiment memorials, including the RAF Regiment Memorial Garden at the National Memorial Arboretum at Alrewas, Staffordshire, the RAF Regiment Chapel in the church of St Anne’s in Catterick Village, North Yorkshire, and such other memorials and graves as deemed appropriate by the NEC.
e. Encourage and support Association members’ social activities.
f. Represent the RAF Regiment in appropriate national veterans’ associations, HM Government’s Veterans’ Agency and related organizations.
g. Advise Association members on any related Corps or Association issues.
h. Forward for consideration any case of hardship or distress, in which direct financial assistance is sought or other assistance may be required, to the RAF Association (RAFA), RAF Benevolent Fund (RAFBF), Royal British Legion (RBL)/RBL Scotland (RBLS), Soldiers, Sailors, Airmen and Families Association (SSAFA) or other appropriate welfare and support organizations.
i. Establish and maintain contact with other such organizations that concern themselves with the welfare of the Armed Forces, to ensure that due consideration is given to the interests of both serving and retired RAF Regiment members and their families.
j. Assist in fund-raising for, and making donations to, those Armed Forces’ charities and causes that benefit RAF Regiment and RAF Regiment Association members.
k. Support the RAF Regiment Museum and the RAF Regiment Archives in recording, preserving and developing the history of the Corps .
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SECTION III - PRINCIPLES & POLICY
9. The Association shall be a membership subscription organization in which members may choose to form Branches or, in overseas locations, Chapters. Branches may be grouped geographically into UK Areas for administrative purposes as necessary; all are encouraged to act cohesively for their own collective benefit, and that of the Corps and the Association.
10. The Association shall be a permanent body that shall maintain non-political, non-sectarian and non-religious values at all times. Under no circumstances shall it, or any of its Branches or Chapters, elect or be seen to take sides as a body in any political, industrial or religious disputes. Members shall remain entirely free to act as their individual consciences may dictate, provided it is in the spirit of the Association and that their actions do not bring the Corps or the Association into disrepute in any manner that may cause embarrassment to the RAF, the RAF Regiment, the Association, the NEC or individual members at any level.
11. The Association shall not be a welfare organization. Rather, it shall act as a first point of contact and relay those cases that are deemed appropriate to a relevant body such as the RAFA, RAFBF, RBL/RBLS or SSAFA, which have prime responsibilities for the welfare of past and present servicemen and their families. However, the National President should be informed, through the National Secretary, of all welfare referrals involving serving and retired RAF Regiment members so that he may be aware of the needs and, where appropriate, intervene on their behalf. This does not debar Branches or Chapters from taking a close and active interest in their members and of former RAF Regiment personnel and their families living in their vicinity.
12. Branches and Chapters shall not amalgamate or integrate with other societies, bodies or organizations, and must maintain their independence and integrity. However, close liaison is encouraged with other such organizations whose policies are similar or sympathetic to those of the Association. TOP
SECTION IV - MEMBERSHIP AND VOTING RIGHTS
13. There shall be three categories of Membership: Full, Associate and Honorary.
a. Full Membership. Full Membership may be conferred on those individuals defined in Rule 7. Additionally, former RAF Ground Gunners and former members of the RAF Armoured Car Companies may also be admitted as Full Members.
b. Associate Membership. Associate Membership may be granted to:
(1) Members, or former members of the British, or Commonwealth Armed Forces who have served on the established strength of a RAF Regiment formation, unit or establishment (including the RAF Regiment Band).
(2) Immediate family members (ie spouses, partners, widows, widowers, brothers, sisters, parents, sons and daughters) of Members or personnel as defined in Rule 13(a).
(3) Members of bona-fide associations of another Service, Corps or Regiments, and to Service and Civic Dignitaries who, while not eligible for Full Membership, may be deemed worthy of the privilege.
c. Honorary Membership. Honorary Membership may be granted by the NEC, Branches and Chapters to:
(1) Individuals ineligible for membership under Rules 13(a) and 13(b) on such terms, conditions, and purposes as the NEC or respective Branch or Chapter Committee may decide.
(2) Members of the RAF Regiment concept-related combat security forces of the United States Air Force and other national Air Forces as deemed appropriate by the NEC.
14. Both Full and Associate Members may hold office in the NEC, Area, Branch or Chapter and may vote as individuals on any Association, Branch or Chapter issue. However, Honorary Members shall not be eligible to hold office, serve on Area, Branch or Chapter Committees, nor vote at any meeting convened in connection with the affairs of the Association.
15. Applicants who meet the Membership requirements under Rule 13(a) and 13(b), and who are unable or choose not to join their local Branch, may choose to join the Branch of their choice or be included in a Headquarters Roll maintained by the NEC.
16. Applications for Associate Membership may be made to the Secretary of the Branch or Chapter, or to the National Secretary in the case of the Headquarters Roll. Branch and Chapter Committees, and the National Secretary in the case of the Headquarters Roll, shall have full discretion to refuse or withdraw the membership of any person subject, in the case of withdrawal, to their right of appeal to the higher body.
17. Nominations for Life Membership of the Association shall only be considered as an option for those entitled to Full Membership, and then shall only conferred in exceptional circumstances with the referral of the NEC and ratification by a General Meeting. However, extant Life Memberships of the former Corps associations shall be honoured.
18. The NEC may, of its own volition or the recommendation of a Branch or Chapter, bestow the title of ‘Friend of the RAF Regiment Association’ upon an individual who has rendered exceptional service or benefit to the Association. Upon ratification by the AGM, a Friend of the RAF Regiment Association may exercise the rights of an Honorary Member.
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SECTION V – MEMBERSHIP SUBSCRIPTIONS
19. Overseas Chapters shall be autonomous but shall make a negotiated annual contribution to the Association to cover appropriate administrative and communication costs, commensurate with their situation and ability to take advantage of Association events and benefits. Chapters may charge their own Chapter Membership Subscriptions as deemed appropriate by their respective Committee.
20. The Association year shall be from 1 April to 31 March. Full and Associate Members of Branches shall be charged an annual Association Membership Subscription at a rate set by the NEC and ratified by the Annual General Meeting (AGM). The following provisions shall also apply:
a. Branch members’ Association Membership Subscriptions shall be forwarded to the Association not later than 30 April annually, or within 30 days of receipt of a new member’s Membership Subscription.
b. Branch members may be charged a supplementary annual Branch Subscription, to be determined by the respective Branch at its AGM, for the respective Branch's own funding purposes.
c. Serving Forces’ members shall be charged a Forces’ Membership Subscription at a rate determined by the NEC and ratified by a General Meeting.
d. Members joining between 1 April and 30 September shall be required to pay the full annual Membership Subscription for their first year. However, Members joining between 1 October and 31 March shall be required to pay 50% of the annual Membership Subscription for that year.
21. No Member leaving the Association, for whatever reason, may lay claim upon the contributions or other moneys paid by them into the Association.
22. Branch members who fail to pay their Association Membership Subscription after due notice of two calendar months shall have their membership terminated without further recourse and all Association benefits shall cease. Individuals whose membership has been terminated under this Rule may not be introduced by another Member to any Association function or meeting, nor re-join the Association without the approval of the NEC.
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SECTION VI – ASSOCIATION OFFICERS
23. Individuals enjoying both ability and respect must populate the NEC; there shall be no presumption that rank bestows favour. The honorary Officers of the Association shall consist of, where appropriate, Patrons, President, Vice Presidents and Advisers.
24. The Patrons shall be persons of high standing within the community, whose patronage would bring prestige and advantage to the Association. The NEC shall nominate the Patrons, after verifying their willingness to be nominated, for ratification at a General Meeting.
25. The serving Commandant General of the RAF Regiment shall be the National President in an ex-officio capacity. He shall take an interest in the policies and direction being taken by the Association and offer Corps guidance where appropriate, but he shall not have any voting rights in committee.
26. Vice Presidencies may be conferred upon Members who have rendered significant service to the Association. The NEC shall nominate Vice Presidents, after verifying their willingness to be nominated, for ratification at a General Meeting.
27. Advisers may be appointed for their knowledge and expertise and need not be Members of the Association. Such advisers should only be invited to attend where their expertise and advice would be required for specific discussion items and they shall not have any voting rights in committee.
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SECTION VII – NATIONAL EXECUTIVE COMMITTEE
28. The prime role of the NEC shall be to advise the AGM and implement its decisions. It will have the authority to apply and uphold the Constitution and Rules of the Association, and resolve any issues to which the Rules do not specifically apply, subject to final approval at the AGM. The NEC will:
a. Decide upon matters of general management and administrative policy.
b. Draft and implement the Association's Financial Plan.
c. Create sub-committees, or ad hoc working groups, as considered necessary for the day-to-day business of the Association.
d. Review matters brought before it and agree the items being placed on the agenda of a General Meeting.
e. Provide guidance and advice to Areas, Branches and Chapters on procedures to be adopted.
f. Conduct, at intervals not exceeding two years, a formal review of the Constitution and Rules and, where necessary, propose revisions at the next AGM.
29. The NEC Officials shall be elected by the membership, and announced at the AGM, as follows:
a. National Chairman .
b. National Vice Chairman.
c. National Secretary.
d. National Treasurer.
30. NEC Officials shall serve for a term of no more than three years when they must stand-down. They may seek immediate re-election at a General Meeting. Should a NEC Official retire, resign or be unable to continue in office for any reason, a NEC Member shall be co-opted by the NEC and they shall serve until formal election at the AGM. Any Full or Associate Member of the Association shall be eligible for election as a member of the NEC.
31. The NEC shall comprise the NEC Officials and the following (as a minimum):
a. Two nominated Members from each Area who shall act as NEC Members and represent the views of their respective Area.
b. One nominated Member from each Chapter who shall act as their NEC Member and represent the views of their respective Chapter.
c. One officer and one warrant officer or SNCO, nominated by the Commandant General, RAF Regiment as non-voting members, to provide the necessary interface with the Corps.
32. Any seven voting Members of the NEC shall constitute a quorum. The Chairman, or the Vice Chairman shall preside.
33. The NEC may co-opt any other Full or Associate Member to attend meetings to advise on any particular issue, but such co-opted Members shall not be entitled to vote.
34. The NEC shall meet whenever necessary but at least twice within the Financial Year and within six months of the previous meeting. It shall also meet at least three months before the scheduled date of a General Meeting and at other additional times at the discretion of the Chairman, or when an Extraordinary General Meeting is called for, in writing, by a minimum of one-third of the NEC membership.
35. Minutes or ‘Notes for the Record’ of each NEC Meeting shall be recorded by the National Secretary and issued to the National President and to all NEC Members and Branch and Chapter Secretaries within two working weeks of the subject meeting.
36. Appropriate and allowable travel expenses of Members attending meetings shall be determined by the NEC and met from the Association’s General Fund. Travel costs, however, shall be set at the most cost-effective means, as defined by the NEC. Subsistence costs shall be the responsibility of individuals other than in exceptional circumstances.
37. The NEC shall be entitled to suspend, for a finite period, any Branch, Chapter or individual that has ceased to respect the requirements of the Association’s Constitution or Rules. A General Meeting of the Association shall ratify any suspension or expulsion.
38. The NEC may appoint such support staff as necessary for the efficient conduct of Association affairs. The support costs of such staff shall be met from the Association’s General Fund.
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SECTION VIII – BRANCHES AND CHAPTERS
39. Branches and Chapters shall not be established or disestablished without the approval of the NEC.
40. Each Branch or Chapter shall elect a Committee, comprising a Chairman, Secretary and Treasurer, and a minimum of two Full or Associate Members, whose duty it shall be to exercise a controlling oversight of the conduct of the Branch or Chapter, and to implement any constitutional or administrative direction provided by the NEC on behalf of the Association AGM.
41. A Branch or Chapter AGM shall be held at the end of the Branch or Chapter Financial Year where the Committee members for the forthcoming year shall be elected; their names and contact details shall be reported to the NEC.
42. Branch or Chapter Committee members may be paid appropriate and allowable expenses, subject to formal agreement at a Branch or Chapter General Meeting, from the Funds of the respective Branch or Chapter.
43. Serving Members of the Association may apply to join a Branch or Chapter of their choice, including the Headquarters Roll, irrespective of their posted location. However, a subsequent change of posting shall not justify any free change of Branch or Chapter membership prior to the end of the Membership/Financial Year.
44. Branches or Chapters may form a Club as part of their organization. However, the responsibility for the administration, finances and general running of any such Club shall rest solely with the Branch or Chapter concerned. The Association’s General Fund shall not, under any circumstances, be liable for any expenses or losses.
45. Any Branch or Chapter having requested and received authority to close, shall forward to the National Secretary:
a. A statement of the Branch or Chapter Accounts, certified by the Chairman.
b. The balance of remaining Branch or Chapter funds (after suitable disbursements have been made in accordance with the wishes of the membership through a General Meeting).
c. Branch or Chapter ledgers and cash books relating to these funds together with all duplicate subscription receipts.
d. A register of current members transferring to alternative Branches or Chapters.
e. The Branch or Chapter Standard, if it is not to be laid up formally elsewhere or within the country of any Chapter.
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SECTION IX - STANDARDS
46. Association Standards shall be regarded as the ‘Colours’ of the Association and a symbol of the comradeship and esprit de corps for which the Association stands. They shall be kept in a secure, safe and appropriate place, and only be paraded or displayed on authorized occasions or functions that are appropriate and in keeping with their revered status. Standards shall not be used in any decorative role (eg as a table covering), or on occasions unbefitting the dignity of the Association’s symbol. The NEC shall issue additional guidance on the storage and employment of Standards, and requirements for Standard Bearers, as appropriate.
47. The Association shall have a National Standard to be paraded or carried at appropriate major events and occasions. The cost of purchase and maintenance of the National Standard shall be borne from the Association’s General Fund.
48. Branches and Chapters shall endeavour, where financially viable, to provide a Standard at their cost for their respective organizations. The cost of purchase and maintenance of Branch or Chapter Standards shall be borne wholly by the funds of the respective Branch or Chapter.
49. The National Secretary shall maintain the specifications of the National and Branch or Chapter Standards. To ensure continuity of design and manufacturing standards, Branch and Chapter Standards should be procured through the National Secretary, by using Association-approved manufactures and suppliers.
50. The cost of the National and Branch Standards’ insurance shall be met from Association’s General Fund, while Chapter Standard insurance costs shall be met from Chapter funds.
51. Upon the closure or disestablishment of a Branch or Chapter, the disposal of its Standard shall be determined by the respective Branch or Chapter committee, in consultation with the National Secretary, to ensure that its laying up shall be appropriate.
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SECTION X - GENERAL MEETINGS
52. The AGM shall be the normal means of debating and ratifying Association business. An AGM of the Association shall be held at a date and venue chosen by the NEC and notified to all Branches and Chapters at least three calendar months in advance. The business to be transacted by an AGM of the Association shall include (but not be limited to):
a. Consideration of reports and approval of Association accounts for the preceding year.
b. Approval of the Association’s Financial Plan and Annual Budget for the forthcoming year.
c. Approval of the NEC-proposed independent auditors for the forthcoming financial year.
d. Approval of any Association Membership Subscription changes decided upon by the NEC.
e. Approval of any changes to the Constitution and/or revised Rules recommended by the NEC (subject to a 75% majority vote).
f. Election and confirmation of NEC Officials.
g. Review and approval of matters of general policy, concepts and guidance.
h. Review and approval of planned national Association events.
53. All resolutions, propositions and nominations to offices must be received by the National Secretary in writing not later than six weeks before the NEC meeting scheduled prior to the General Meeting. The Agenda, once agreed by NEC, shall be issued to Branches and Chapters, together with nominations to offices.
54. Resolutions not tabled as formal Agenda items shall not be voted upon unless the Chairman declares the subject a matter of due Association importance or urgency. This Rule does not preclude general discussion on other important or urgent Association matters.
55. The NEC may convene an Extraordinary General Meeting at any time, or if requested formally and in writing by a minimum of one-third of the fully constituted Branches and Chapters of the Association. The agenda shall be specified, with a minimum of six-weeks notice given to all Branches and Chapters.
56. All Full and Associate Members shall be entitled to take a full part in all discussions and vote at a General Meeting.
57. All decisions of a General Meeting shall be decided by votes of entitled Members and a simple majority shall be required, except on Association Constitution and Rules matters. Therefore, in the event of a tied outcome, the motion shall not be deemed carried. Such motions may not be resubmitted for formal consideration within 12 months of a previous vote on the same subject.
58. Members attending a General Meeting shall be responsible for their own travel and subsistence costs; such costs shall not be met from the Association's General Fund.
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SECTION XI - FINANCE
59. The NEC shall establish a formal, regulated and audited investment programme for its General Fund. The General Fund shall be maintained at the level set in the Financial Plan. The NEC may delegate the management of investments to a Finance & General Purposes Committee (F&GPC) that may, in turn, appoint and delegate an Investment Fund Manager (IFM). An IFM shall be either:
a. An individual of sound repute with at least 15 years experience of investment fund management and who is an authorized person within the meaning of the Financial Services Act 1986,
or,
b. A company or firm of sound repute, which is an authorized or exempted agency within the meaning of the Financial Services Act 1986, otherwise by virtue of Section 45 (1) (j) of that Act.
60. The NEC may authorize their appointed IFM to buy and sell investments for the Association on behalf of the NEC, in accordance with their directed investment policy. The NEC may only do so on terms consistent with this Rule.
61. Where the NEC makes any delegation under this Rule it shall:
a. Inform the IFM in writing of the extent of the Association’s investment powers.
b. Provide the IFM, in writing, the detailed investment policy for the Association and advise immediately of any subsequent changes.
c. Ensure that the terms of the Delegated Authority are articulated clearly and in writing to the IFM.
d. Ensure that they review and are kept informed, on a regular basis, of the performance of the investment portfolio managed by the IFM.
e. Take all reasonable and appropriate care to ensure that the IFM complies with the terms of the Delegated Authority.
f. Review the IFM’s appointment at intervals not exceeding 12 months, or before if necessary.
62. Where the NEC makes any delegation under this Rule, it shall do so on the following terms:
a. The IFM shall comply with the terms of his Delegated Authority.
b. The IFM shall not undertake any transactions that exceed the powers of the NEC.
c. The NEC may, with reasonable notice, revoke or vary the Delegated Authority, or vary any of its terms in any way that is consistent with the terms of this Rule.
d. The NEC shall give clear direction to the IFM as to the manner in which to report to them all sales and purchases of investments made on their behalf.
e. A meeting between the Association’s F&GPC and the IFM to discuss investments and investment management policy, shall take place at least once per year and in time to influence the compilation of the annual Financial Statement to the AGM.
63. The investments of the Association shall be vested in the name of the Association NEC as nominee for the Association.
64. All Association Membership Subscription paid direct to the Association shall become part of the Association’s General Fund. Branch and Chapter Membership Subscriptions shall be retained, and accounted for, by their respective Branches and Chapters.
65. An external and independent accountant shall audit the accounts of the Association annually. An abridged copy of the Association Accounts shall be provided to all Branches and Chapters. Unabridged copies of the accounts shall to be made available upon request and shall be included in the annual Financial Statement to the AGM.
66. Branches are to forward a copy of their certified Statement of Accounts to the National Treasurer at the end of the Financial Year.
67. The F&GPC, if established to oversee the day-to-day financial management of the Association, shall present an Annual Budget to the Association for the following financial year for ratification by the AGM.
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SECTION XII – ASSOCIATION ACTIVITIES
68. The Association shall support, either by participation or representation, in the following annual national events:
a. National Act of Remembrance at the Cenotaph.
b. National Festival of Remembrance at the Albert Hall.
c. Field of Remembrance at Westminster Abbey.
d. Battle of Britain Service at Westminster Abbey.
e. Wreath-Laying at the RAF Regiment Memorial in St Clement Dane's.
69. In addition, the Association may support other national events as deemed appropriate by the NEC and approved at an AGM.
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SECTION XIII – COMPLAINTS PROCEDURE
70. Branch or Chapter Members having a complaint relating to the Association or its Members shall follow an established complaints procedure. Initially, complaints shall be heard at the respective Branch or Chapter level, under local arrangements. Where the matter cannot be resolved at that level, the complainant may refer their complaint to the Association’s Ethics Committee, which shall make a decision. The NEC shall provide the final Appeals level where necessary. The levels of authority shall be:
a. Respective Branch or Chapter Committee.
b. Association Ethics Committee.
c. NEC (on appeal).
71. The National Chairman may not be a member of the Ethics Committee, nor may Ethics Committee Members, as individuals, be party to any deliberation or ruling on a member of their own Branch, Chapter or family. Where necessary, ad hoc NEC Members may be co-opted for such cases.
72. Before any Member or Official is censured or expelled from the Association, they shall be given, in writing, six-weeks notice to appear before the Ethics Committee, together with details of the complaint(s) leveled against them. Non-attendance at such a review shall be construed as acceptance of the complaint(s), unless a legitimate reason is given tha
t warrants deferment of the review.
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