ADMINISTRATIVE HANDBOOK

Motto: NON NOBIS SED VOBIS

(Not for Ourselves Alone)

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BRANCH ADMINISTRATIVE HANDBOOK – CONTENTS

SECTION 1 INTRODUCTION Chapter 1 The Royal Air Forces Association

SECTION 2 BRANCH ADMINISTRATION

Chapter 2 Branch Formation, Purpose & General Administration Annex A Lotteries Annex B Registered Members Group Chapter 3 The Branch Committee Chapter 4 Branch Charity and Property Trustees Annex A Indemnity Insurance For Trustees Annex B Disqualification as a Trustee Annex C Deed on Appointment and Retirement of a Trustee Chapter 5 Branch Finance and Accounts Chapter 6 Guide to Branch Treasurers Annex A Example Cash Book Annex B Example Annual Accounts Chapter 7 Parades, Ceremonies and Services Annex A Special Service of Dedication of a Standard Annex B Service of Dedication of a Standard at Matins or Evensong Annex C Service for Laying-up a Standard Chapter 8 Guide for Branch Standard Bearers Chapter 9 Battle of Britain Wings Appeal Chapter 10 Trophies and Competitions Annex A Rules for Trophy Competitions Chapter 11 Welfare Chapter 12 Membership and Subscriptions Annex A Quick Guide to Membership Chapter 13 Chairmanship of the Branch Committee Annex A Standing Orders for Branch Committees SECTION 3 BRANCH CLUBS Chapter 14 Branch Club Formation and Management Annex A Branch Club Property Trustees Annex B Permitted Hours Annex C Standard Club Rules Chapter 15 Branch Club Finance and Accounts Annex A Example Branch Club Annual Accounts Chapter 16 Commentary on Standard Club Rules

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SECTION 4 OTHER BRANCH ADMINISTRATIVE MATTERS

Chapter 17 Forms in Common Use SECTION 5 AREAS AND REGIONS Chapter 18 Areas and Regions SECTION 6 CENTRAL ORGANISATION Chapter 19 Central Organisation Chapter 20 Annual Conference Chapter 21 Welfare Facilities Chapter 22 Air Mail SECTION 7 THE ROYAL AIR FORCE AND CADET ORGANISATIONS Chapter 23 The Royal Air Force Chapter 24 The Air Training Corps and The Girls Venture Corps Air Cadets SECTION 8 REFERENCE Part 1 Royal Charter (White pages) Part 2 Rules (Green) Part 3 Byelaws (Yellow) Part 4 Standard Area Regulations (Blue) Part 5 Standard Branch Regulations (Pink) Part 6 Central and Area Headquarters Information (White) Part 7 Index to Parts 1 to 5 (White)

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ADMINISTRATIVE HANDBOOK - PAGINATION (Following amendment 19 dated 1/13))

Item Pages Pages Marked

Book Contents Pages 1/2 3/12 Book Pagination PAG-1/PAG-3 1/13

Section 1 Contents Page 3/12 Chapter 1 Pages 1-1/1-2 1/13

Section 2 Contents Page 3/12 Chapter 2 Pages 2-1/2-5 3/12 Chapter 2 Annex A Pages 2A-1/2A-2 3/12 Chapter 2 Annex B Pages 2B-1/2B-3 1/13 Chapter 3 Pages 3-1/3-2 3/12 Chapter 4 Pages 4-1/4-5 3/12 Chapter 4 Annex A Pages 4A-1/4A-2 3/12 Chapter 4 Annex B Page 4B-1 3/12 Chapter 4 Annex C Page 4C-1 3/12 Chapter 5 Pages 5-1/5-4 3/12 Chapter 6 Pages 6-1/6-5 3/12 Chapter 6 Annex A Pages 6A-1/6A-2 3/12 Chapter 6 Annex B Pages 6B-1/6B-3 3/12 Chapter 7 Pages 7-1/7-3 3/12 Chapter 7 Annex A Pages 7A-1/7A-2 3/12 Chapter 7 Annex B Page 7B-1 3/12 Chapter 7 Annex C Page 7C-1 3/12 Chapter 8 Pages 8-1/8-2 3/12 Chapter 8 Page 8-3 1/13 Chapter 9 Page 9-1 3/12 Chapter 10 Pages 10-1/10-2 3/12 Chapter 10 Pages 10-3 3/12 Chapter 10 Annex A Pages 10A-1/10A-2 3/12 Chapter 10 Annex A Page 10A-3 3/12 Chapter 11 Pages 11-1/11-2 3/12 Chapter 12 Pages 12-1/12-2 3/12 Chapter 12 Annex A Pages 12A-1/12A-2 3/12 Chapter 13 Pages 13-1/13-6 3/12 Chapter 13 Annex A Pages 13A-1/13A-2 3/12

Section 3 Contents Page 3/12 Chapter 14 Pages 14-1/14-2 3/12 Chapter 14 Pages 14-3/14-8 3/12 Chapter 14 Annex A Pages 14A-1/14A-2 3/12 Chapter 14 Annex B Pages 14B-1/14B-2 3/12 Chapter 14 Annex C Cover Page/Contents Pages 5/11 Chapter 14 Annex C Pages 14C-1/14C-16 5/11 Chapter 15 Pages 15-1/15-2 3/12 Chapter 15 Pages 15-3/15-4 3/12 Chapter 15 Annex A Pages 15A-1/15A-2 3/12 Chapter 15 Annex B Page 15B-1 3/12 Chapter 16 Pages 16-1/16-5 3/12 Chapter 16 Annex A Page 16A-1 3/12

Section 4 Contents Page 3/12 Chapter 17 Pages 17-1 3/12

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Chapter 17 Pages 17-2/17-4 3/12 Chapter 17 Pages 17-5/17-6 3/12 Section 5 Contents Page 3/12 Chapter 18 Page 18 -1 3/12

Section 6 Contents Page 3/12 Chapter 19 Pages 19-1/19-2 3/12 Chapter 20 Pages 20-1/20-2 3/12 Chapter 21 Pages 21-1/21-2 3/12 Chapter 22 Pages 22-1/22-2 3/12 Section 7 Contents Page 3/12 Chapter 23 Page 23-1 3/12 Chapter 24 Page 24-1 3/12

Section 8 Contents Page 1/13 Section 8 Part 1 (Charter) Contents Page 1/13 Section 8 Part 1 (Charter) Pages RC-1/RC-4 9/96 Section 8 Part 1 (Charter) Page RC-5 9/01 Section 8 Part 1 (Charter) Page RC-6 11/06 Section 8 Part 1 (Charter) Pages RC-7/RC-8 9/96 Section 8 Part 2 (Rules) Contents Pages 1/2 2/09 Section 8 Part 2 (Rules) Pages R-1/R-2 2/09 Section 8 Part 2 (Rules) Page R-3 2/09 Section 8 Part 2 (Rules) Page R-4 2/09 Section 8 Part 2 (Rules) Pages R-5 12/10 Section 8 Part 2 (Rules) Page R-6 5/11 Section 8 Part 2 (Rules) Pages R-7/R-8 12/10 Section 8 Part 2 (Rules) Pages R-9/R-10 12/10 Section 8 Part 2 (Rules) Pages R-11/R-15 2/09 Section 8 Part 2 (Byelaws) Contents Page 1 2/09 Section 8 Part 2 (Byelaws) Contents Page 2 2/09

Section 8 Part 3 (Byelaws) Page B-1/B-2 12/10 Section 8 Part 3 (Byelaws) Pages B-3/B-8 2/09 Section 8 Part 3 (Byelaws) Page B-9 2/09 Section 8 Part 3 (Byelaws) Page B-10 5/11 Section 8 Part 3 (Byelaws) Pages B-11/B-12 12/10 Section 8 Part 3 (Byelaws) Page B-13 2/09 Section 8 Part 3 (Byelaws) Pages B-14/B-15 2/09 Section 8 Part 3 (Byelaws) Pages B-16 2/09 Section 8 Part 3 (Byelaws) Pages B-17 5/11 Section 8 Part 3 (Byelaws) Pages B-18/B-24 2/09 Section 8 Part 2 (Area Regs)) Contents Page 2/09 Section 8 Part 4 (Area Regs) Page AR-1 12/10 Section 8 Part 4 (Area Regs) Page AR-2 5/11 Section 8 Part 4 (Area Regs) Pages AR-3 5/11 Section 8 Part 4 (Area Regs) Pages AR-4/AR-5 12/10 Section 9 Part 4 (Area Regs) Page AR-6 5/11 Section 8 Part 4 (Area Regs) Page AR-7/AR-10 2/09 Section 8 Part 5 (Branch Regs) Contents Pages 1/2 2/09 Section 8 Part 5 (Branch Regs) Pages BR-1/BR-2 12/10 Section 8 Part 5 (Branch Regs) Pages BR-3/BR-4 2/09 Section 8 Part 5 (Branch Regs) Pages BR-5/BR-6 2/09 Section 8 Part 5 (Branch Regs) Page BR-7 5/11 Section 8 Part 5 (Branch Regs) Page BR-8 5/11

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Section 8 Part 5 (Branch Regs) Pages BR-9/BR-13 2/09 Section 8 Part 6 (Address Info) Pages S8/P6-1 and S8/P6-2 1/13 Section 8 Part 7 (Index) Page 1 5/11 Section 8 Part 7 (Index) Pages 2-6 2/09

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SECTION 1 – INTRODUCTION

Chapter 1 The Royal Air Forces Association

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CHAPTER 1

THE ROYAL AIR FORCES ASSOCIATION DEFINITIONS AND INTERPRETATION Due to recent changes in administration and legislation, Branches in Scotland and Northern Ireland should be aware that different rules may apply to those in England & Wales. This is now being addressed and amendments to the Handbook will be made in due course. INTRODUCTION 1.1. This Handbook is published to assist Branch Committee members in the administration of their Branch and to provide a reference document for all Association members. Every Branch Secretary should hold a copy available for use by the Branch and should ensure that it is kept amended and passed on to his successor. THE HISTORY OF THE ASSOCIATION 1.2. At the end of the First World War a number of Squadron and Unit Associations were formed to allow those who had served together to maintain contact. In 1930, an organisation known as the "Comrades of the Royal Air Forces" was formed with membership open, irrespective of rank, to those serving, or who had served, in the Royal Air Force, the Royal Flying Corps, the Royal Naval Air Service and the Dominion Air Forces. Marshal of the Royal Air Force Lord Trenchard was the first President. 1.3. In 1919, the women who had served with the Royal Air Force in the First World War formed an Old Comrades Association to which members of the Women's Auxiliary Air Force were admitted. Both Comrades’ organisations worked in close co-operation and, in 1939, agreed to amalgamate. 1.4. In 1943, the name of the organisation was changed to "The Royal Air Forces Association" with membership open to all who were serving or had served in the Royal Air Forces of the Crown. The Association was officially recognised by the Air Ministry. Branches were grouped into Regions. A Council, upon which Regions were represented, was formed and welfare services including legal and general advice, pensions and employment were instituted. 1.5. In 1948, a policy of decentralisation was agreed whereby the United Kingdom was divided into nine Areas. Six Areas were formed in England and one each in Wales, Scotland and Northern Ireland. Each Area had an Area Headquarters with a paid Director and staff, an Area Council elected by the Branches in the Area and representation on the Council of the Association. 1.6. Overseas Branches were later formed into three groups for administration purposes. The South African Area has its own Area Council and looks after all Branches in that country. The European Area, comprising all the European Branches, also has an Area Council and is represented on the Council of the Association. Other Overseas Branches are classified as "Independent Overseas Branches". 1.7 In 2003 Areas in the UK were merged into: Northern; South East & Eastern; and Wales, Midland & South Western followed by Scotland & Northern Ireland in 2004. ROYAL PATRONAGE 1.8. In 1936, His Majesty King George VI granted his Patronage to the Comrades of the Royal Air Forces and continued to be Patron when the name was changed to The Royal Air Forces Association. In 1950, Her Royal Highness Princess Alice, Duchess of Gloucester consented to be Vice-Patron. In 1952, on her accession to the Throne, Her Majesty Queen Elizabeth II continued the Royal tradition by becoming Patron and, in 1953, granted a Royal Charter to the Association.

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1.9. A further Royal Honour was accorded the Association when His Royal Highness The Prince Philip, Duke of Edinburgh accepted the Presidency for the years 1954 and 1955. His Royal Highness again honoured the Association by accepting the Presidency for the years 1967 to 1969, and also during the Association's 50th anniversary year in 1993. 1.10. The Association was further honoured by His Royal Highness Charles, The Prince of Wales who accepted the Presidency for 1986. THE ROYAL CHARTER, RULES, BYELAWS AND STANDARD AREA AND BRANCH REGULATIONS 1.11. The constitution of the Association was originally laid down in the Royal Charter of Incorporation and Schedule of Rules granted by Her Majesty Queen Elizabeth II in 1953. These documents were subsequently amended on a number of occasions and a Supplemental Charter and Rules were submitted to Her Majesty in 1996 to consolidate past amendments and to modernise the documents. The Supplemental Charter and Rules were approved by Her Majesty in August 1996 and are at Section 8 of this Handbook together with modernised Byelaws and Standard Area and Branch Regulations. 1.12. The agreement of Her Majesty (normally given by the the Privy Council on her behalf) is required for any further amendment to the Royal Charter and Rules. Annual Conference 1955 resolved that any such proposed amendments should only be considered every third year. A “Special Resolution” needs to be put to Annual Conference for such an amendment and needs the support of two-thirds of the delegates present and voting to succeed. Amendments to the Byelaws and to Standard Area and Branch Regulations can be considered at any Annual Conference and need only a simple majority to succeed. OBJECTS, POWERS AND POLICY 1.13. The Association is a registered charity No. 226686 (England & Wales) and SC037673 (Scotland) and its charitable object is set out at Article 2 of the Royal Charter as follows:

“The object for which the Association is established is to promote, through the comradeship engendered by its members, the welfare by charitable means of all serving and former members of Our Air Forces, their spouses and dependants together with the widows and widowers and dependants of those who died whilst serving or subsequently.”

1.14. The powers of the Association as a charity are set out at Article 3 of the Royal Charter. Actions taken by a Branch that fall outside these powers could mean that the Branch is in breach of charity law. If there is doubt about whether an action is likely to be lawful a Branch Committee should seek the advice of its Area Headquarters. 1.15. The policy of the Association is stated at Rule 6 as follows:

“The Association shall be democratic, non-sectarian and non-party and shall not be affiliated, directly or indirectly, to any sectarian organisation or to any political party or party organisation or trade union, employers’ organisation or staff organisation. In no circumstances shall the Association or any of the Area Councils, Regional Committees or Branches publicly express any views in connection with any political or industrial dispute or engage in any activities in connection therewith.”

If a Branch Committee is uncertain as to whether an action is likely to be within the Association’s policy it should seek the advice of its Area Headquarters. ORGANISATION 1.16. The organisation and structure of the Association are described at Chapter 19.

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SECTION 2 - BRANCH ADMINISTRATION

Chapter 2 Branch Formation, Purpose & General Administration Annex A Lotteries Annex B Registered Members Group Chapter 3 The Branch Committee Chapter 4 Branch Charity and Property Trustees Annex A Indemnity Insurance For Trustees Annex B Disqualification as a Trustee Annex C Deed on Appointment and Retirement of a Trustee

Chapter 5 Branch Finance and Accounts Chapter 6 Guide to Branch Treasurers Annex A Example Cash Book Annex B Example Annual Accounts Chapter 7 Parades, Ceremonies and Services Annex A Special Service of Dedication of a Standard Annex B Service of Dedication of a Standard at Matins or Evensong Annex C Service for Laying-up a Standard Chapter 8 Guide for Branch Standard Bearers Chapter 9 Wings Appeal Chapter 10 Trophies and Competitions Annex A Rules for Trophy Competitions Chapter 11 Welfare

Chapter 12 Membership and Subscriptions Annex A Quick Guide to Membership Chapter 13 Chairmanship of the Branch Committee

Annex A Standing Orders for Branch Committees

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CHAPTER 2

THE FORMATION, PURPOSE AND GENERAL ADMINISTRATION OF BRANCHES

FORMATION OF BRANCHES 2.1. The conditions and procedures for the formation of a Branch of the Association are set out at Byelaw 32. In brief, an application Form B1 (obtainable from the Area Director of the Area in which it is intended to form the Branch) should be signed by at least 12 Ordinary or Life Members of the Association and submitted to the Area Director for consideration by the Area Council and for approval by the Council of the Association. When approval is given, an inaugural meeting shall be called and a Branch Committee formed. Following this inaugural meeting Form B2 shall be completed and sent to the Area Director. A number will be allocated to the Branch and a certificate of formation will be issued by the Secretary General. 2.2. Any group of members wishing to form a Branch is advised to contact the Area Headquarters as soon as possible so that advice and support can be offered to help with its formation. CHARITABLE STATUS OF BRANCHES 2.3. The Association is a registered charity and Branches, as part of the Association, are also charitable. Branches in England and Wales are required by the Charity Commission to be allocated individual charity numbers. Branches which have not been allocated such a number should contact their Area Headquarters. 2.4. Branches, elsewhere than in England and Wales, may have to take local action to confirm their charitable status. If a problem arises, they should contact their Area Headquarters. FUNCTIONS OF A BRANCH 2.5. The functions of a Branch are set out at Rule 34. It should be noted that Branches are the basic unit of the Association and it is through the work of their members that it is possible for the Association to meet its charitable object. BRANCH MEMBERSHIP 2.6. The details of membership of Branches are fully covered in the Rules and Byelaws. The attention of Branch Committees is drawn in particular to:

a. Rules 8 to 10 about eligibility for membership;

b. Rule 11 and Byelaw 5 about admission to membership; c. Rule 13 about the rights, privileges and conditions of membership; d. Byelaw 13 about subscriptions.

Comments on these Rules and Byelaws can be found at Chapter 12 of this Handbook.

2.7. Resolution No 9 at Annual Conference 2000 categorized Associate Members as:

a. “Full Associates” who shall be registered in accordance with Byelaw 10; have the rights, privileges and conditions currently accorded to Associate members; pay subscriptions decided by Conference; be entitled to receive “Air Mail”, and have inter-affiliation rights. b. “Branch Associates” who shall be registered and administered at Branch level only, pay subscriptions as decided by the Branch, and have such rights, privileges and conditions within the

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Branch as may be decided by Conference. Resolution 2 at Annual Conference 2007 allowed Full Associates to be elected to various levels of the Association. 2.8. The Council has directed that all references to “Associate Members” in the Rules, Byelaws and Regulations are deemed to refer to “Full Associates” as described at sub-para a. above. References in this Handbook to “Associate Members” are also deemed to refer to “Full Associates”, although care is required in this respect in sections covering Branch Clubs. BRANCH MEETINGS 2.9. Branch meetings play a very important role in sustaining the motivation of Branch members and directing the activities of the Branch towards achieving the charitable object of the Association. There are three routine types of meeting:

a. Branch General Meetings. These are meetings of Branch Members under the chairmanship of the Branch Chairman and should be held on a regular basis to keep Branch members informed about the activities and financial situation of the Branch and to deal with any major issues that arise between Annual General Meetings; b. Annual General Meetings. These should be held as early as possible in the year but require first that the annual accounts have been examined and certified. The matters that need to be included in the agenda for these meetings are set out at Standard Branch Regulation 27. It should be noted that the approved annual accounts for the preceding financial year ended 31 December should be submitted to the Area Headquarters not later than 31 March. Thus, the Annual General Meeting should be held in time to allow this submission; c. Branch Committee Meetings. These should be held on a regular basis so that the Members of the Branch Committee (who have the responsibility to act as Charity Trustees of the Branch) can be kept up to date on matters related to the Branch and take timely decisions on such matters.

2.10. A degree of formality is appropriate for all Branch meetings and it is sensible for Branches to have Standing Orders for the conduct of meetings. A draft model for such Standing Orders is included at Annex A to Chapter 13. BRANCH STANDARDS 2.11. Standard Branch Regulation 36 provides an authority for a Branch to purchase a Branch Standard and equipment for a Branch Standard Bearer from Branch funds. The Standard should be dedicated to the Service of the Association. Suggested forms of Service for such a dedication are at Annexes A and B to Chapter 7. A suggested form of Service for laying-up a Standard is at Annex C to Chapter 7. 2.12. A Branch Standard Bearer (who can be an Ordinary, Life or Associate Member of the Branch) should be elected by the Branch in General Meeting. The Standard should only be paraded with the authority of the Branch Committee. A Guide for Standard Bearers is at Chapter 8. BRANCH FUNCTIONS 2.13. Branch functions can be a means of drawing public attention to the work of the Association and gaining support from local authorities, Royal Air Force Stations and ex-Service organisations. Such functions should be self-financing whenever possible. If any expenses fall to Branch funds, these should be strictly justified in terms of promoting the charitable object of the Association. Opportunities should be taken to publicise the occasion.

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INVITATIONS TO MEMBERS OF CENTRAL COUNCIL TO ATTEND BRANCH FUNCTIONS AND PARADES 2.14. Invitations to Members of the Council to attend Branch functions or parades should be made to Central Headquarters through the Area Headquarters. Those responsible for making the necessary arrangements are thus kept informed from the outset and able to ensure that such visits are properly co-ordinated. Branches are expected to make any necessary accommodation arrangements and whenever possible to meet the cost of such accommodation from Branch funds. TOASTS 2.15. Where a function takes the form of a dinner at which toasts are appropriate, the following protocol should be observed as closely as possible:

a. the President of the Branch should be invited to take the Chair; b. The following toasts should normally be honoured:

(i) the Loyal Toast "The Queen" proposed by the President; (ii) "The Royal Air Force" (a reply to this toast should only be given by a senior serving RAF Officer); (iii) "The Royal Air Forces Association and the ........................ Branch.” (This toast should be proposed by a person not a member of the Branch and the reply made by a member of the Association and/or of the Branch concerned); (iv) "Our Guests”.

ASSOCIATION DEDICATION 2.16. The Association’s Dedication is:

“In friendship and in service one to another, we are pledged to keep alive the memory of those of all Nations who died in the Royal Air Force and in the Air Forces of the Commonwealth. In their name we give ourselves to this noble cause. Proudly and thankfully we will remember them.” The Response is: “We will remember Them”

It is appropriate to use the Dedication on formal occasions such as a Branch AGM to open the proceedings. SERVICES FROM AREA HEADQUARTERS 2.17. Photocopying, printing and postings may be undertaken by Area Headquarters. The service may require repayment. PURCHASES AND SERVICES FROM RAFATRAD LTD 2.18. RAFATRAD Ltd is a wholly owned subsidiary company of the Association which covenants profits to the Association. This is a tax-efficient way of conducting certain trading activities for the Association. The services provided by RAFATRAD for Branches are:

a. Membership Items. A number of items bearing the Association crest and/or in the Association colours such as badges, ties and tankards are available from RAFATRAD for direct sale to members or for sale by Branches to members. Care should be taken to ensure that articles identified as being for members are sold only to paid-up members entitled to display the badge of the Association. b. Stationery. Items of official stationery, receipt and order books are available from RAFATRAD,

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for most items free of charge. Details are available from RAFATRAD. RAFATRAD acts as the trading identity for “Air Mail” and its publication and advertising business. FUND-RAISING BY USE OF LOTTERIES 2.19. Annex A deals with the legal requirements of using lotteries to raise funds for the Branch. PROMOTING THE ASSOCIATION 2.20. In the interest of achieving the objects of the Association, Branches have a role to play in informing the general public, including RAF personnel and their families, about membership of the Association and its work. In order to promote the Association a range of marketing tools is available - advertising; TV and radio; the Internet; events; publicity material, including posters, leaflets and dvds; sponsorship and public relations. Advice in these areas should normally be sought initially from Area Headquarters. If appropriate, Branches can then be put in direct contact with Corporate Communications at CHQ. THE PERFORMING RIGHTS SOCIETY LTD 2.21. It should be noted that Association Branches are legally bound to obtain the licence or permission of the owner of the copyright of musical works performed at Branch premises or at entertainments given at other premises unless a licence is already in existence covering the entertainments. In the event of this licence or permission not being obtained, the Members of the Branch Committees who authorise the performances lay themselves open to a claim of infringement of copyright and liability for damages in connection therewith. Details can be obtained from the Performing Rights Society Ltd, Copyright House, 29-33 Berners Street, London W1T 3AB. PHONOGRAPHIC PERFORMANCE LTD 2.22. The object of Phonographic Performance Ltd is to control public performances of commercially produced music and other recordings. If it is desired to make use of any such recordings to provide entertainment either for members of the Association or at a function or event organised for the general public, application for the necessary licence should be made to Phonographic Performance Ltd, Ganton House, 1 Upper James Street, London W1F 9DE. Unless this action is taken, any use of such recordings to provide entertainment may be interpreted as an infringement of copyright and could render the Members of the Branch Committee liable to a penalty. The licence issued by this Society is additional to and not in substitution of that obtainable from the Performing Rights Society Ltd. Phonographic Performance Ltd may be prepared to waive the licence fee when the source of recorded music is provided voluntarily and all proceeds of the entertainment are applied to Association funds. VIDEO PERFORMANCE LTD 2.23. The object of Video Performance Ltd is to control public performances by means of commercially produced video cassettes. If video entertainment is being considered, contact should be made with Video Performance Ltd, 1 Upper James Street, London W1F 9DE. Video Performance Ltd may be prepared to waive the licence fee payable for public performances of recordings which it controls when all the proceeds of the entertainment are applied to Association funds.

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ANNEX A TO CHAPTER 2

LOTTERIES

INTRODUCTION 2A.1. Lotteries (or “raffles”) are governed by the Lotteries Act 1976. For the purposes of Branches of the Association the only lawful Lotteries are:

a. Small Lotteries incidental to certain types of entertainment; b. Private Lotteries; c. Societies Lotteries.

SMALL LOTTERIES 2A.2. Small Lotteries usually take place at a bazaar, fete, dinner, dance or other social event organised by or on behalf of a charity. The conditions which must be observed are as follows:

a. The whole proceeds of the entertainment, including the proceeds of the lottery, less permitted deductions, must go to the charity; b. None of the prizes must be money; c. The sale of tickets and the announcement of winners must take place during the entertainment and on the premises where it is being held; d. The lottery and/or the opportunity for other gaming are not the only - or only substantial - inducement for people to attend the function.

2A.3. There is no restriction on the price of tickets, or on the number sold, but the cost of purchasing prizes must not exceed £250. Apart from the cost of prizes, the only other legitimate deduction from the proceeds of the lottery is the cost of printing the tickets. There is no age limit for buyers and sellers of tickets. No permission is needed for this type of lottery. PRIVATE LOTTERIES 2A.4. In Private Lotteries the sale of tickets is restricted to members of one society, established for purposes not connected with gaming, betting or lotteries, or to people who work on the same premises or people who reside on the same premises. There is no restriction on the price of tickets or the number sold, and cash prizes may be given. The conditions which must be met for the lottery to be legal are as follows:

a. The whole proceeds, after deducting expenses incurred for printing and stationery, must be devoted to the provision of prizes, or, in the case of a lottery promoted among members of a society, to the provision of prizes or to the purposes of the society, or both; b. No written notice or advertisement of the lottery may be exhibited, except on the premises of the society, or on the premises on which the persons for whom the lottery is promoted work or reside, and in the tickets; c. The price of every ticket must be the same and that price must be printed on the tickets; d. The names and addresses of the promoters must be printed on the face of the tickets, together with a statement of the persons to whom sale of tickets is restricted and a statement that no prize will be delivered to any person other than the one to whom the promoters sold the winning ticket;

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e. No ticket or chance may be issued or allotted by the promoters except by way of sale and for its full price, and no refunds may be given; f. No tickets in the lottery shall be sent through the post.

There is no age limit to the buyers and sellers of tickets in a private lottery. SOCIETIES LOTTERIES 2A.5. If wider sale of lottery tickets to the public is proposed then the registration requirements of the local Authority and the Gaming Board for Societies Lotteries need to be met. This involves payment of registration fees and the provision of returns. The requirements are demanding and any Branch considering this possibility should seek advice from its Area Headquarters.

ANNEX B TO CHAPTER 2

REGISTERED MEMBERS GROUPS (RMGs) Registered Members Groups (RMG) At Annual Conference 2011 & 2012 the following Resolutions were carried:

“This Conference receives CC Paper 1/11 and endorses the recommendation that Branches, on official closure, may, if they so wish, form a Registered Members’ Group and that the governing documents be amended accordingly” “This Conference resolves that RAFA members coming together in the spirit of The Association’s Object may, if they so wish, form a Registered Members’ Group and that the governing documents be amended accordingly”

The following paragraphs relate, in the main, to the operation of RMGs following the closure of a Branch. However, the basic concept for RMGs formed from like-minded individual Members remains and in the first instance they should seek help and assistance from either Central Headquarters or Area Offices as listed at Section 8 Part 6. Database Identification and Status Once a Branch has indicated to the Area Director (AD) that it can no longer form a committee, and after all efforts to retain the Branch have been exhausted will be offered the opportunity to become an RMG. If they decline the opportunity then the same options will be given to the Members of the Branch as happens now ie opt for another Branch or transfer to the Area/Central Roll. However, if they decide to form an RMG, all Members, if they so wish will be transferred to their particular Area Roll but will be affiliated to the RMG. Therefore an individual’s record on the database (DB) will show that the Member belongs to the Area Roll but is affiliated to eg “High Peak RMG” As members on an Area Roll the RMG will not receive any membership rebate. It should also be noted that those Members that do not wish to become part of an RMG will be offered to join another active Branch or transfer to an Area or Central Roll. Counts Although all Members of an RMG will belong to the Area Roll, it will be possible via the DB to view and list all those individuals that belong to a particular RMG. This would be particularly useful if the RMG ever finds itself in the position of being able to reform the Branch. Historical Data The facility will be available on the DB to ascertain when a Branch became an RMG, the history prior to becoming an RMG and the history once it became an RMG. This will be particularly useful if it returns to full Branch status. Membership Card Membership cards will be coded to the Area. The accompanying letter will give details of the RMG to which they belong and who is the main point of contact.

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Point of Contact Initially it was believed that one point of contact would be needed, and indeed that is all that is required to form an RMG, however the DB has the facility to hold several point of contacts should the RMG so wish. It is proposed that the current titles used on a Branch Committee would not be used for RMGs instead, titles such as “Main POC”, 2nd POC, Welfare POC, Wings POC would be used if required. Financial RMGs will not hold Association related bank accounts. Funds from closing Branches will revert to the central charity as is the case at present. There are two issues with an RMG: income and expenditure. Income (Fundraising) All fundraising activities must still be processed through the fundraising department at CHQ ie permits and the necessary paperwork required when collecting for the Wings Appeal. In this respect there is no difference between an active Branch and an RMG. The difference will be when the collection has been completed, in that it is essential that when the RMG opens the collecting tins there must be AT LEAST two Members present when the count and subsequent deposit takes place. A bank account has been set up by the CHQ Accounts Department in order that RMGs can deposit the money collected and the account number and sort code will be provided. It is also essential that the RMG informs the Accounts Department at CHQ when a deposit is made. The amount of funds collected will be processed against the Area but attributed to the RMG. Please note:

• RMGs are not eligible for any Branch Rebates.

• RMGs will be entered for the Wings Trophies but not those awarded on a per capita basis.

Any money raised by an RMG will be noted in the Part 2 Annual Return. Expenditure It is envisaged that RMGs would need to access small amounts of finance from time to time. Application for funding should be made via their AD. The need for accountability would need to be stressed including a receipt for everything! ADs should be aware of these potential requirements when preparing future annual budgets. Welfare It is important that the RMG continues to support the aims of the Association through comradeship and welfare. If an RMG identifies any welfare need within their area, this information should be passed to the Area Welfare Officer as soon as possible. 2B-2 1/2013

Branch Standard RMGs formed from the closure of an Association Branch will be allowed to keep their Branch Standard and attend Parades/Services if they so wish. Expenses for such events must be authorised by the AD prior to attending the event. If an RMG decides to keep its Branch Standard, the RMG point of contact(s) must ensure that they know the location and name of the individual authorised to hold it. Area/Annual Conference RMGs will be invited to both Area and Annual Conferences. They will not be entitled to vote but would be able to speak during debate. They would also be very welcome to parade their Standard (if held) at the event. RMGs would not take part in the Pooled Fares Scheme. Application for expenses to attend these events would be made to the RMGs Area Director. Website RMGs will be shown on the Association’s website. They will be listed with the other Branches from their Area alphabetically but will have the notation RMG at the end of their name ie High Peak RMG. Trophies RMGs will be able to compete for the Area and National Wings trophies but only the total, not the per capita amount. Part 2 Annual Return RMGs will be listed in the Part 2 Annual Return. Each RMG will be listed under their Area alphabetically but with RMG annotated after their name. Return to Full Branch Status If after a period of time an RMG feels able to form a committee and has sufficient numbers they should consider becoming a Branch. They, in the first instance, should contact their Area Director for guidance and assistance. 2B-3 1/2013

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CHAPTER 3

THE BRANCH COMMITTEE

COMPOSITION OF COMMITTEE 3.1. The composition of the Branch Committee is set out at Standard Branch Regulation 14 and is shown in summary form below: The Committee shall comprise: Committee Membership How Elected or Voting Position Eligibility Appointed Rights Chairman(1)(2) Ordinary or Life Member Elected at AGM Yes

Vice-Chairman(1)(2) Ordinary or Life Member Elected at AGM Yes

Secretary(2)(3) Ordinary, Life or Elected at AGM Yes Associate Member

Treasurer(2)(3) Ordinary, Life or Elected at AGM Yes Associate Member

Welfare Officer Any suitable person Appointed by Committee Yes

Wings Appeal Any suitable person Appointed by Committee Yes Organiser

In addition the Committee may comprise:

President(2) Ordinary or Life Member Elected at AGM Yes

Additional Members(4) Ordinary, Life or Associate Elected at AGM Yes Member

Not more than two Ordinary, Life or May be co-opted by the At discretion Co-opted Members Associate Member Committee of Committee Note 1. Normally both the Chairman and the Vice-Chairman would be Ordinary or Life members of the Branch. However, Full Associates permitted if there are no other nominations or volunteers. Note 2. The President, Chairman, Vice-Chairman Secretary and Treasurer are the Officers of the Branch. The Welfare Officer is also an Officer of the Branch when an Ordinary, Life or an Associate Member is appointed to that office. Note 3. Notwithstanding the fact that both the Treasurer and the Secretary could be filled by an Associate Member, at least one of the signatories to Branch cheques shall at all times be an Ordinary or Life Member of the Branch in accordance with Standard Branch Regulation 31. Note 4. The maximum number of Additional Members is determined by the Branch at an AGM. 3.2. Standard Branch Regulation 8 sets out the position of Branch Life Vice-Presidents as regards the Branch Committee as shown below:

(1) A Life Vice-President shall not be deemed to be an Officer of the Branch and shall not be entitled by virtue of being a Life Vice-President to be a member of any committee of the Branch, but shall be eligible for election or co-option to any such committee. (2) Should a Life Vice-President not be elected or co-opted to the Committee,

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then he shall be entitled to attend meetings of the Committee but shall have no voting powers and shall not be held legally liable for the Committee's decisions.

3.3. Standard Branch Regulations do not rule out “double-hatting” - that is a Branch Committee Member holding two Committee positions - and it is possible that a limited degree of such double-hatting may enable a small Branch to continue in operation. However, the Committee should, if adopting this solution, be very careful to avoid potential conflicts of interest. POWERS AND DUTIES OF THE COMMITTEE 3.4. Standard Branch Regulation 18 sets out the powers and duties of the Branch Committee with the individual responsibilities of particular members of the Committee being set out at a Schedule to the Regulations. It will be noted that the members of the Branch Committee are collectively the Charity Trustees for the Branch. This subject is dealt with in detail at Chapter 4 of this Handbook. 3.5. The Branch Committee has the power to set up sub-committees and to delegate matters to a sub-committee other than matters related to the suspension or expulsion of a member or the investment of Branch funds. Both these important matters should be dealt with by the full Branch Committee and it is important to keep a careful record in the Minutes of meetings dealing with them of any decisions taken. APPOINTMENT OF BRANCH PROPERTY TRUSTEES 3.6. Standard Branch Regulation 19(1) requires the Branch Committee to appoint the Royal Air Forces Association as sole trustee to hold land or premises for and on behalf of the Branch. Chapter 4 of this Handbook sets out the advantages of such an appointment. However, the proviso to Standard Branch Regulation 19(1) recognises that some Branches may have appointed individuals as Branch Property Trustees and allows this to continue until an opportunity arises (perhaps on the retirement or death of a trustee) to conform to this requirement. THE ROLE OF THE OFFICERS OF THE BRANCH 3.7. It will be seen from Paragraph 3.1 above that certain members of the Branch Committee are classified as the Officers of the Branch. An Officer of the Branch does not have a greater responsibility as a Charity Trustee for the actions of the Branch Committee unless, because of reasons of urgency, the Officers meet to take a decision without other Members of the Committee being in attendance. However, such decisions should be reported as soon as possible to the full Committee in which case the responsibility will become a collective one. The main role of the Officers of the Branch is to provide leadership to the Branch and to the Branch Committee and to represent the Branch on formal occasions or if legal matters require a representative of the Branch to appear. RESPONSIBILITIES OF BRANCH COMMITTEE MEMBERS 3.8. The responsibilities of the Branch Secretary, Treasurer, Welfare Officer and Wings Appeal Organiser are set out at the Schedule to Standard Branch Regulations. The Branch Committee should consider whether any of these responsibilities might be re-allocated or delegated to other members of the Committee in order to equalise the workload. In particular, the Branch may wish to make one member of the Committee, other than the Branch Secretary, responsible for all non-financial membership activities including recruitment. Any such decision and any decision to give particular responsibilities to other members of the Committee should be recorded in the Minutes of the Branch Committee meeting.

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CHAPTER 4

BRANCH CHARITY AND PROPERTY TRUSTEES

TRUSTEESHIP 4.1. This Chapter deals with the subject of trusteeship as related to Association Branches. It will be seen that two types of trusteeship may be involved:

a. The trustee responsibilities of the Members of the Branch Committee under charity legislation. This is dealt with under the heading “Branch Charity Trustees”; b. The responsibility of persons acting as trustees for the Branch in relation to land or buildings. This is dealt with under the heading “Branch Property Trustees”.

Whilst the detailed responsibilities outlined in this Chapter (which are based on guidance issued by the Charity Commission) may seem rather daunting, in practice they represent the actions that should be taken by a prudent and responsible person. Moreover, the Charity Commission has stated that trustees will put themselves at risk only if they:

a. Cause loss to the charity by acting unlawfully, imprudently or outside the terms of the charity’s governing document (in the case of the Association this means the Association’s Royal Charter and Rules); b. Commit the charity to debts which amount to more than its assets.

In addition the Association has taken out indemnity insurance to cover the liability of Branch Charity and Property Trustees. A summary of the cover provided is at Annex A. 4.2. It should also be noted that many of the responsibilities and requirements of being a trustee are covered within the Association’s Rules, Byelaws and Standard Branch Regulations. Where any doubt still exists about a particular action or activity the advice of the staff of the Association should be sought with Branches initially approaching their Area Headquarters. BRANCH CHARITY TRUSTEES 4.3. Standard Branch Regulation 18 sets out the powers and duties of the Branch Committee and it will be noted that the Members of the Branch Committee are collectively the Charity Trustees for the Branch. This means that they would have a legal liability for actions which were in breach of charity law. This liability would not extend to Life Vice-Presidents who are attending Branch Committee meetings under the provisions of Standard Branch Regulation 8 and do not have voting rights or to Co-opted Members provided they have not been given voting rights. 4.4. One of the duties of the Branch Secretary (Paragraph S1(a) of the Schedule to Standard Branch Regulations) is to bring the matter of charity trusteeship to the attention of Members of the Branch Committee at the first meeting of the fully constituted Committee after the Annual General Meeting (that is a meeting at which those persons appointed by the Committee and any persons co-opted by the Committee are also present). This Chapter of the Administrative Handbook constitutes the guidance issued by the Council for the purpose of informing Members of the Branch Committee of their responsibilities as Branch Charity Trustees. GENERAL DUTIES OF BRANCH CHARITY TRUSTEES 4.5. In their general duties, the Branch Charity Trustees must:

a. Act together and in person and not delegate control of the Branch to others;

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b. Act strictly in accordance with the Association’s governing document; c. Act in the Branch’s interests and without regard to their own private interests; d. Manage the Branch’s affairs prudently taking a long-term as well as a short-term view; e. Not derive any personal benefit or gain from the Branch; f. Take proper professional advice on matters on which they are not themselves competent.

RESPONSIBILITIES OF BRANCH CHARITY TRUSTEES FOR MANAGEMENT OF FINANCE 4.6. When dealing with the management of Branch finances, the Branch Charity Trustees must:

a. Make sure that bank accounts are operated by more than one person; b. Make sure that funds held for different purposes are kept in separate bank accounts; c. Keep full and accurate accounting records; d. Collect in full all money owed or due to the Branch, including tax and rating reliefs.

Branch Committee Members should note that Standard Branch Regulation 31 deals with the requirement at Branch level for setting up and controlling bank accounts RESPONSIBILITIES OF BRANCH CHARITY TRUSTEES FOR APPLICATION OF CHARITABLE INCOME 4.7. When dealing with the application of charitable income, the Branch Charity Trustees must:

a. Spend charitable income solely for the charitable purposes set out in the Association’s governing document; b. Spend it with absolute fairness between persons qualified to benefit from the Association=s charitable funds; c. Not accumulate income unless they have some specific future use for it in mind.

In no circumstances should Branch (charitable) monies be given or loaned to the (non-charitable) Branch Club.

RESPONSIBILITIES OF BRANCH CHARITY TRUSTEES FOR INVESTMENT 4.8. When dealing with the investment of Branch funds, the Branch Charity Trustees must:

a. Invest only in investments authorised under the Trustee Investments Act 1961; b. Monitor the performance of the investments; c. Avoid speculation and invest prudently; d. Seek professional advice about what investments are most suitable for charity.

The monies held centrally by the Association as deposits from Branches are invested on professional advice so as to meet charity investment requirements. Monies held at Branch level at Banks or in Building Societies in deposit accounts should meet the minimum investment requirements. Where substantial

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sums are held advice from CHQ should be sought. RESPONSIBILITIES OF BRANCH CHARITY TRUSTEES WHEN RAISING FUNDS FROM THE PUBLIC 4.9. When raising funds from the public, the Branch Charity Trustees must:

a. Make sure that any appeal properly describes what the public’s donations will be used for; b. Be open and honest if asked about the costs of the appeal; c. Not use fund-raising methods which exert undue pressure on people to give; d. Approve in advance any fund-raising or advertising campaign carried out on the charity’s behalf; e. Require fund-raisers to hand over money raised or collected by them before deducting their fees or expenses.

RESPONSIBILITIES OF BRANCH CHARITY TRUSTEES IN RELATION TO PROPERTY 4.10. When land or buildings are involved, the Branch Charity Trustees must:

a. Either occupy and use it for the Association’s purposes or let it for the maximum possible return; b. Make sure it is maintained in good condition; c. Make sure it is fully and properly insured; d. Regularly consider whether it is being used to the best advantage of the charity; e. Make sure that the property is vested in trustees or in some authorised body and that the trustees are formally instructed to sign or seal any legal documents related to the property; f. Seek professional advice when dealing with property transactions.

Where charitable Branch property is used by a non-charitable Branch Club the Association’s “Fair Rent” scheme has been accepted by the Charity Commission as an appropriate basis for letting. LIMITATIONS ON BECOMING A BRANCH CHARITY TRUSTEE 4.11. Persons cannot be Branch Charity Trustees if they:

a. Are under 18 years of age; b. Are disqualified under Section 72 of the Charities Act 1993 because of bankruptcy or conviction for an offence of dishonesty or deception.

Details of the disqualification criteria for being a Branch Charity Trustee are at Annex B. BRANCH PROPERTY TRUSTEES 4.12. Royal Air Forces Association Branches are classed as "Unincorporated Associations" and as such are unable to hold "Real Property", ie land or buildings, whether freehold or leasehold in their own name. There is therefore a need to appoint a Branch Property Trustee or Trustees to hold this property and to sign legal documents in respect of transactions related to the property. Trustees have a general duty to be prudent, businesslike and, where appropriate, to take professional advice. 4.13. Standard Branch Regulation 19(1) states that:

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Where the Branch acquires or holds land or premises the Committee shall appoint The Royal Air Forces Association as sole trustee to hold such land or premises for and on behalf of the Branch. Provided that arrangements to appoint not less than two nor more than four Ordinary or Life Members of the Branch as trustees to hold such land or premises made prior to the date of effect of these Regulations may continue to apply until an opportunity arises to appoint the Association as sole trustee.”

The appointment of The Royal Air Forces Association as sole trustee is the most straightforward solution for Branch property. The Association is an “Incorporated Society” and thus the need to appoint individuals and pay the legal costs of amending the appointments on change of a trustee are avoided. It is stressed that the Central Headquarters, acting in a trustee capacity for the Branch, is bound to act in accordance with the instructions of the Branch Committee provided such instructions are lawful. Details of how to appoint the Association as trustee can be obtained from CHQ. The costs of changing from the basis of individual trustees to the Association as sole trustee are met from central funds. 4.14. Where Branches have already appointed individual trustees it should be noted that:

a. Responsibilities of the Branch Property Trustees. The Branch Property Trustees are responsible for holding the real property of the Branch (freehold or leasehold) for the use or benefit of the Branch and for dealing with transactions related to the property as the Branch Committee determines provided the Committee's instructions are lawful. The question of whether an instruction regarding a property transaction is lawful is one that might concern a potential Trustee. However, it should be noted that the Charity Commission places a duty on the Association that professional advice is obtained on any transaction concerning property within the Association. Thus any question of whether or not an instruction is lawful should be referred to a solicitor and to a professional valuer if that is also appropriate; b. Different Persons to Act as Branch Property Trustees and Branch Club Trustees. As the legal interests of the Branch and the Branch Club may be different, no person should be appointed as both a Branch Property Trustee and a Branch Club Trustee; c. Deed on Appointment and Retirement of a Branch Property Trustee. When Branch Property Trustees are appointed a deed recording the appointment should be drawn up together with a Land Registry transfer (registered land) or conveyance (unregistered land) vesting legal title in the continuing and new Trustees. Normally a retirement will be accompanied by an appointment to replace the retired Trustee so the matters would be dealt with in one deed. If only a retirement is involved and needs to be recorded, a deed of retirement is not essential but the transfer or conveyance will still be needed. The deed should be drawn up by a solicitor and it is recommended that, as far as possible, the deed should follow the draft shown at Annex C; d. Death of a Branch Property Trustee. No formal deed is necessary if a deceased Branch Property Trustee is not being replaced. A copy of the death certificate should be obtained and placed with the deeds (unregistered land) or sent to the Land Registry (registered land). If a deceased Trustee is being replaced then the procedure as on retirement should be followed; e. Reimbursement of Branch Property Trustees for Expenses. Subject to the general rule that Trustees are not to profit or gain by virtue of their office, if Branch Property Trustees incur costs or expenses in relation to their duties as Trustees then they should be reimbursed out of Branch funds.

BRANCH CLUB TRUSTEES 4.15. The matter of Branch Club Trustees is dealt with at Chapter 14 Annex A.

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ANNEX A TO CHAPTER 4

INDEMNITY INSURANCE FOR BRANCH CHARITY AND PROPERTY TRUSTEES

INSURANCE COVER 4A.1. The insurance cover for Branch Charity and Property Trustees has four main elements:

a. The Association is indemnified for losses borne by the Association which arise from the dishonest, fraudulent or malicious conduct of a trustee but which are not reasonably recoverable from the trustee responsible. The limit for aggregate losses of the type within the period of insurance is £50,000. The Association bears 20% of each loss; b. The Association and the trustees are indemnified for their legal liability for damages and legal expenses from any act of negligence in the performance of specified professional services provided within the activity of the Association. It is common for charities to provide advice, information or assistance to some section of the public in furtherance of the charitable objects and, even if provided without charge, a liability can arise if the services are not performed with the requisite degree of care. The aggregate limit for such losses is £500,000 in any period of insurance;

c. The Association and the trustees are indemnified for liability or other loss arising from the loss of documents relating to the Association. Such losses not involving legal liability are limited to a total of £50,000; d. In support of the insurance cover, every trustee can access a free 24-hour help line to obtain immediate first-aid legal advice on problems arising from the activities of the Association. This can be invaluable if a difficulty arises, whether or not a claim subsequently emerges.

4A.2. The overall aggregate limit of indemnity in the period of insurance is £1,000,000 and an excess of £250 is applied to each loss. (Note: the term “trustee” includes any person who was or is or may be deemed to be a trustee, or an employee to whom any duty of such trustee is delegated) THE PRINCIPAL EXCLUSIONS/EXCLUDED PARTIES 4A.3. The principal exclusions/excluded parties are:

a. Members of Branch Club Committees (other than their appointed Property Trustees). Members of Branch Committees are not indemnified in relation to Branch Club matters; b. Professional services are stated as “welfare advice” but bodily injury/illness is excluded. Claims against trustees and/or the Association relating to the failure to effect and maintain adequate insurance relating to bodily injury in this connection and generally (Public Liability Insurance) are excluded; c. Losses for which indemnity would be contrary to public policy, ie, fines or penalties and damages and certain defence costs relating to actual or alleged fraud, dishonesty or malicious conduct of the trustee. It should, however, be noted that the “innocent” trustee held liable for the dishonesty of another will be indemnified and the trust itself will be indemnified for the irrecoverable losses it sustains by such dishonesty;

d. Pre-existing circumstances;

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e. Liability assumed under agreement which would not have attached in the absence of such agreement; f. Any action brought by one trustee against another.

4A.4. Further details can be obtained from Central Headquarters.

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ANNEX B TO CHAPTER 4

SECTION 72 OF THE CHARITIES ACT 1993

PERSONS NOT ALLOWED TO ACT AS TRUSTEES

4B.1. Section 72 of the Charities Act 1993 disqualifies certain persons from continuing as a trustee or becoming a trustee of a charity. This section applies to Branch Charity and Property Trustees. 4B.2. The disqualification applies to persons who:

a. Have been convicted at any time of any offence involving deception or dishonesty, unless the conviction is legally regarded as spent. b. Are undischarged bankrupts. c. Have made compositions with their creditors and have not been discharged. d. Have at any time been removed by the Commissioners or by the Court in England, Wales or Scotland from being a trustee because of misconduct. e. Are disqualified from being company directors. f. Have failed to make payments under County Court administration orders.

4B.3. Such persons can apply to the Commissioners for a waiver which, if granted, will allow them to continue or to begin as trustees. However, the Commissioners will not grant a waiver lightly, since the purpose of the new provisions is to prevent people who have shown financial incompetence or dishonesty in the past from being in control of charitable resources. 4B.4. Disqualified persons do not have to take steps to resign or be removed from their trusteeship, because their trusteeship will have been ended automatically by law. They should immediately cease to take any further part in the affairs of the Branch Committee. If they continue to act as Branch Trustees they will be committing an offence, for which they could be prosecuted. They could also be forced to pay back to the Association the value of any benefits they may have received from the Association whilst disqualified.

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ANNEX C TO CHAPTER 4

DRAFT DEED OF APPOINTMENT AND RETIREMENT

OF A BRANCH PROPERTY TRUSTEE

THIS DEED OF APPOINTMENT AND RETIREMENT is made this..................................day of......................................Two thousand and ...................... BETWEEN

(1) .............................................................(“the Continuing Trustees”) (2)..............................................................(“the New Trustee”) (3)..............................................................(“the Retiring Trustee”

SUPPLEMENTAL to the Deed of Appointment (“the Settlement”) [and the other documents and events] specified in the [First] Schedule WHEREAS:

(a) The Statutory power of appointment applies to the Settlement and is exercisable by the Continuing Trustees and the Retiring Trustee; (b) The Continuing Trustees and the Retiring Trustee are the present trustees of the Settlement; (c) The Continuing Trustees and the Retiring Trustee wish to appoint the New Trustee to act as trustee of the Settlement in place of the Retiring Trustee; (d) It is intended that the property now in the Settlement [details of which are set out in the Second Schedule] shall be transferred to or under the control of the Continuing Trustees and the New Trustee.

NOW THIS DEED WITNESSES that in exercise of the power of appointment conferred by the Trustee Act 1925 and of all other powers (if any) the Continuing Trustees and the Retiring Trustee HEREBY APPOINT the New Trustee as a trustee of the Settlement to act jointly with the Continuing Trustees in the trusts of the Settlement or such of them as are still subsisting in place of the Retiring Trustee who hereby retires and is discharged from the trusts of the Settlement. IN WITNESS whereof the parties hereto have hereunto executed this deed in the presence of the persons mentioned below the day and year first above written THE [FIRST] SCHEDULE Date Document or Event Parties [THE SECOND SCHEDULE] SIGNED as a deed and DELIVERED by the said )

) in the presence of:- )

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CHAPTER 5

BRANCH FINANCE AND ACCOUNTS

CHARITY LEGISLATION 5.1. Charity legislation has recently been reviewed. Previous charity legislation has been consolidated and, together with new legislation, has come into force with the Charities Act 1993. As a registered charity the Association is bound by this Act. Whilst the legislation may not apply to the locations of Overseas Branches the terms of the Royal Charter, Rules and Byelaws are applicable to all Branches and, where they refer to the Charities Act 1993, Overseas Branches should act in accordance with their provisions unless such action puts them in breach of local law. BRANCH FUNCTIONS AND DONATIONS 5.2. Where a public function such as an air display, dance, concert or sports tournament is organised by a Branch in aid of the Association or a particular element of it, Branch Committees should ensure that the charitable purpose of the function is made clear in any appeals for support or advertisements. Published material about the function should include the following words after the Branch name: “A Branch of the Royal Air Forces Association (Registered Charity No 226686; SC037673 in Scotland)”. If a Branch has a separate Registered Charity number, it should use that number instead of the Association number. 5.3. A separate account should be maintained for the function and the net proceeds credited in the first instance to the Branch General Account. If funds have been raised for the general purposes of the Association the net proceeds should then be forwarded direct to the Fundraising Department or, if preferred, forwarded as part of the Branch’s Wings Appeal proceeds. If funds have been raised for a particular purpose then the net proceeds should be forwarded appropriately. An acknowledgement of receipt should be obtained for audit purposes. 5.4. Where a public function is organised by a Branch in aid of Branch funds the Branch Committee should ensure that any published material about the function makes clear its purpose and includes the words shown in Paragraph 5.2 above. A separate account should be maintained for the function and the net proceeds credited to the Branch General Account. Where a Branch wishes to raise funds for a purpose outside the charitable object of the Association, for example to contribute to a memorial or to support a local ATC Squadron, then the Branch Committee should ensure that any published material about the fund-raising makes its purpose clear. A separate account should be maintained for the fund-raising and the net proceeds passed to the designated organisation for which the funds were raised. An acknowledgement of receipt should be obtained for audit purposes. 5.5. Where a Branch receives individual donations for the purposes of the Association from the public these should be credited to the Branch General Account and forwarded as appropriate. If the donations are for the general purposes of the Association, it may be appropriate to include them in the Branch’s Wings Appeal proceeds. BRANCH LIABILITY FOR TRADE AND OTHER DEBTS 5.6. Rule 46 states that Branch Committees shall not have the power to pledge the credit of the Association. Branch Committees should therefore, before entering into any contract or financial commitment on behalf of the Branch, be satisfied that the Branch’s financial position is such as to enable it to meet any financial liability that it is proposed to incur. BRANCH GENERAL AND WELFARE ACCOUNTS

5.7. Standard Branch Regulation 31 requires that Branches keep separate bank accounts for monies for

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the general purposes of the Branch (the Branch General Account) and monies for welfare purposes (the Branch Welfare Account). Monies may be transferred from the General Account to the Welfare Account but may not be transferred from the Welfare Account to the General Account. Branch Committees should ensure that these monies are accounted for separately. 5.8. Branches are required to produce annually a Balance Sheet, an Income and Expenditure Account and a statement of account for the Branch Welfare Account. Details of the accountancy procedures in relation to these accounts are in the Guide to Branch Treasurers at Chapter 6 which also includes an example of the Annual Accounts. EXAMINATION OF BRANCH ANNUAL ACCOUNTS 5.9. Byelaw 40(1)(d) sets out the requirement for examination of Branch accounts. In brief, Branches with a gross annual income or expenditure in excess of £100,000 are required to appoint a qualified auditor as defined at Byelaw 2. Branches with a gross annual income or expenditure of less than £100,000 may, as an alternative to the appointment of a qualified auditor, appoint an “independent examiner” as defined at Byelaw 2. There is, however, an important proviso at Byelaw 40(1)(d)(ii) that a qualified auditor shall be appointed “... in any case where a Branch has a Branch Club and the gross annual turnover of the Branch Club exceeds £25,000 or such other amount as the Council may direct. The qualified auditor shall, in these circumstances, audit the accounts of both the Branch and the Branch Club”. As at June 1997 the amount as directed by the Council was £50,000. 5.10. There is a second proviso as regards the audit of Branches with Branch Clubs which may relax the requirement for a qualified auditor where the Branch meets “such conditions as are laid down by the Council” and applies to the Council for the relaxation. The conditions currently required by the Council are:

a. The Branch shall provide with its application sets of audited accounts for both the Branch and the Branch Club for the two years previous to the application; b. The accounts shall demonstrate that the accounts for the Branch and the Branch Club are completely separated and accord with the guidance in the Administrative Handbook; c. The matter of indebtedness of the Branch and the Branch Club shall be clearly set out in the accounts and any indebtedness shall accord with the general principle that the charitable funds of the Branch shall not be subsidising the non-charitable activities of the Branch Club; d. An approved fair rent lease shall be in existence between the Branch and the Branch Club where the Branch premises are being used by the Branch Club; e. The application shall be sent through the Area Headquarters which shall provide comment for consideration by the Council.

5.11. Branch Committees are recommended to come to a decision early in any financial year (if appropriate submitting an application through its Area Headquarters for a relaxation of the requirement for a qualified auditor) as to whom it is intended to appoint to examine the Branch accounts so that the qualified auditor or independent examiner can become familiar with the accounting methods used by the Branch before the end of the financial year. FORWARDING OF BRANCH ANNUAL ACCOUNTS 5.12. Standard Branch Regulation 32(1) requires that Branches forward their Annual Accounts duly examined to their Area Headquarters by not later than 31 March following the end of the previous financial year. Two copies of the accounts should be forwarded and should include the report of the qualified auditor or independent examiner and a statement as to whether the accounts have been (as should normally be the case) approved by the Branch at its Annual General Meeting. Where a Branch has a Branch Club the accounts of the Branch Club, which must be a separate set of accounts, should also be forwarded as an attachment to the Branch accounts.

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GRANTS OR LOANS TO BRANCHES 5.13. Rule 42 provides a power to Council to make grants or loans to Branches. The present policy is not to make grants other than in exceptional circumstances and not to make loans for the purchase of premises. Loans may be made in respect of essential repairs or modifications to property to meet Health and Safety requirements or fire safety regulations. A Branch Committee considering an application for a loan should seek the advice of its Area Headquarters and should not incur expenditure or place contracts based on the expectation that a loan will be approved. PAYMENT OF EXPENSES TO BRANCH MEMBERS 5.14. Standard Branch Regulation 33 provides an authority for the reasonable expenses of a Branch Committee to be met from Branch funds. Expenses incurred by Branch members attending meetings or training courses at Central or Area level will normally be met by the sponsor of the meeting. Branch Committees should ensure that the question of expenses has been examined before authorising attendance at such meetings or courses. HONORARIA 5.15. Standard Branch Regulation 34 states that the business of a Branch shall normally be carried out without payment to individual members of the Branch. However, subject to certain conditions including the approval of the Area Council and of the Branch in General Meeting, payment for services rendered to the Branch by an individual member can be made. Honoraria payments of this kind should be made very sparingly bearing in mind the voluntary nature of the Association and the need for the members of the Branch to raise funds to enable such payments to be made. 5.16. There are two potential problems in such payments. The first relates to income tax and it should be noted that the Inland Revenue takes the view that such payments are income for the individual and expects that tax will be deducted at source. An exception might be made for a one-off thank you payment to an individual but routine payments, even though the recipients may vary year by year, will be deemed taxable. The second relates to the effect on social security payments to the individual who might find that certain benefits may be abated because of the payment. The Treasurer should therefore arrange for the deduction of tax on such a payment and warn the recipient of the potential adverse effect of the payment. ORDER BOOKS 5.17. Branches are recommended to use Branch order books when dealing with local firms or traders or when requesting services or goods from Area Headquarters. The use of such books ensures that there is a clear “audit trail” for orders and, when accompanied by close control of the authorisation of orders, can avoid unauthorised purchases. Branch Committees are recommended to decide who should be authorised to sign orders on behalf of the Committee and to limit that number to the minimum. INSURANCE COVER TAKEN OUT ON BEHALF OF BRANCHES 5.18. All Branches are covered against:

a. Third party claims made on the Association for accidents arising from activities within the UK in respect of which the Association may be held legally liable. The cover excludes accidents connected with animals, flying, dirt-track or other vehicular races or sport and liability accepted in signed agreements, for example when hiring a hall; b. Personal accident injuries to the Members of the Branch Committee whilst proceeding on the Association’s business. Branch voluntary helpers, provided they are acting with the knowledge and consent of the Branch Committee, are also covered for personal accident injuries;

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c. Breach of duty or negligence by the Members of the Branch Committee acting as Charity or Property Trustees for the Branch. This cover is described at Annex A to Chapter 4.

5.19. Further details of the cover provided can be obtained from Central Headquarters. The premiums for the above policies are met from central funds. 5.20. If a UK Branch intends to organise functions or events for which there is no cover in the Association’s policies the Branch Committee should seek early advice from its Area Headquarters. INSURANCE OF BRANCH PROPERTY 5.21. The Members of the Branch Committee, as Charity Trustees for the Branch, are required to protect the charitable property assets of the Branch through insurance. The responsibility for arranging such insurance for premises may depend on the precise circumstances of ownership and/or on the conditions of any lease as between the Branch and its Branch Club. Whether the Branch or the Branch Club is responsible under a leasing arrangement for taking out or paying for such insurance, the level of insurance cover must be based on the reinstatement value of the premises and needs to cover all elements of rebuilding including necessary demolition, site clearance and professional fees. Professional advice should be taken on the level of the cover if there is any question as to whether the cover is adequate. Where a Branch holds additional property, for example a computer, it should take out additional cover. It will be found that the Association’s insurance brokers can quote competitive premiums for both premises and other property insurance.

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CHAPTER 6

GUIDE TO BRANCH TREASURERS

INTRODUCTION 6.1. This Chapter is intended to guide Branch Treasurers in dealing with the mechanics of accounting for Branch funds. It does not cover Branch Club accounting which is dealt with separately at Section 3 of the Handbook. BRANCH TREASURER’S RESPONSIBILITIES 6.2. The responsibilities of the Branch Treasurer are set out at paragraph S2 of the Schedule to Standard Branch Regulations. HINTS FOR BRANCH TREASURERS 6.3. The following hints should help the Treasurer in keeping the Branch accounts:

a. Keep bank statements, cheque book stubs, duplicate paying-in slips, the duplicates of order and receipt books, Branch Committee minutes and all other documents that relate to money transactions in date order and neatly filed. This will help both in maintaining the accounts and in providing an easy audit trail for the person appointed by the Branch Committee to audit the accounts; b. Keep the Cash Book up to date as far as is possible. Delay in entering transactions can lead to errors which may be difficult and time-consuming to sort out; c. Be meticulous in obtaining receipts for money paid out and in giving receipts for monies received; d. Cross-refer documents. For example, indicate on invoices the date of payment, the cheque number and the Cash Book Folio reference; e. Watch the cash flow position of the Branch carefully so that monies surplus to immediate requirements are made to work to the benefit of the Branch by being placed on deposit and also that the Branch avoids taking on commitments beyond its means. Make sure that any surplus cash is banked promptly; f. Keep accounting books and records in ink. If you make a mistake neatly strike it through and initial it.

THE CASH BOOK 6.4. The Cash Book is the prime book of entry and should record all receipts and payments. By convention cash and bank receipts are shown on the left hand side and payments on the right hand side. The layout of a simple Cash Book is shown below. LEFTHAND SIDE (RECEIPTS)

DATE

ITEM

FOLIO

CASH

BANK

RIGHT HAND SIDE (PAYMENTS)

DATE

ITEM

FOLIO

CASH

BANK

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It is, however, helpful to have additional columns so that individual receipts and payments can be analysed out under various headings. Ideally these headings should match those routinely used in the annual Income and Expenditure Account. Example pages of an analysed Cash Book are shown at Annex A. USING AN ANALYTICAL CASH BOOK FOR RECEIPTS 6.5. The opening balances (Cash and Bank) are entered on the receipts side of the Cash Book. An opening entry on the payments side would indicate a deficit of cash or an overdraft. In the example at Annex A the opening balances are Cash £2.60 and Bank £580.50. 6.6. All monies received are entered in the Cash column whether by cheque or by cash. All cheques are treated as cash until paid into the bank account. In the example at Annex A the £9.00 received on the 8 January could have been a cheque and have formed part of the £150.00 paid into the bank on 15 January. 6.7. Monies can be received directly into the Branch bank account by means of a standing order. These receipts will be shown in bank statements. On receipt of the bank statement the receipts should be entered directly into the Bank column. 6.8. Each cash receipt should be analysed under its particular heading as shown in the example at Annex A. Each entry should be supported by a voucher of some kind and the Folio column should record where this documentary evidence can be found. In the example, RB indicates Receipt Book and SR Subscriptions Register. The symbol c indicates a contra entry which appears under both receipts and payments, such as a payment of cash into the bank. 6.9. Any receipts which do not fall under a specific heading can be entered in the Miscellaneous column with a brief description. This column can then be analysed at the end of the year. It can also include the opening and closing balances and contra entries which will then enable the totals of the analysed columns to be agreed with the totals of the Cash and Bank columns. This is a useful check of the arithmetical accuracy of the Cash Book. USING AN ANALYTICAL CASH BOOK FOR PAYMENTS 6.10. There should be no opening balances unless there is a cash deficit and/or a bank overdraft. 6.11. All payments made by cheque should be entered in the Bank column and the last three digits of the cheque number shown. 6.12. The bank may make direct debits to the bank account. Normally these will be the ones that have been authorised but they can include bank charges. These should be entered directly into the Bank column and indicated by D/D (direct debit). 6.13. Each payment should be analysed under its particular heading as shown in the example at Annex A. Each entry should be supported by vouchers of some kind and these should be filed in a similar fashion to receipt vouchers. 6.14. The last entries in a particular month should be the closing balances and these should be the amounts of money that are in cash or in the bank. BALANCING THE CASH BOOK 6.15. The Cash Book should be balanced off at the end of each month. This will entail reconciling the bank balance shown in the Cash Book with the balance shown on the bank statement. The amount shown as cash will also have to be agreed with the cash in hand. A good idea is to balance in pencil until the amounts are agreed and then ink the figures in. If the sums are correct the totals of the Cash and Bank columns will be the same on the debit and credit side.

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BANK RECONCILIATION STATEMENTS 6.16. Bank reconciliation statements should be prepared to explain any difference between the bank balance shown in the Cash Book and that shown in the bank statement. A statement should be prepared following the end of each month and on any other occasion when the Cash Book is balanced off. The statement should be recorded in the Cash Book. 6.17. The bank statement entries should be compared with the entries in the Cash Book. Each entry should be marked when they correspond in the Cash Book and the bank statement. Any unmarked receipts or payments in the Cash Book will then be the items needed for inclusion in the bank reconciliation statement. Any unmarked items on the bank statement, such as charges or direct debits and credits, should then be entered in the Cash Book before balancing. 6.18. Any delayed entries that are not readily explainable should be questioned. Note also that cheques not presented within six months of issue are out of date and will not be paid by the bank. In that case check with the payee what has happened and write back the cheque in the Cash Book with an entry on the receipts side in the Bank column. Then, when a replacement cheque is issued, there will be no double-counting. 6.19. An example of a bank reconciliation statement is shown below:

£ £ Balance as per Bank Statement 564.80 Add: Payments in not yet credited 70.00

634.80 Less: Unpresented cheques 226 Refuge Insurance 27.50 227 Area Headquarters 52.50 228 RAFATRAD 35.20 115.20

Balance as per Cash Book 519.60

THE BRANCH ANNUAL ACCOUNTS 6.20. The Branch Annual Accounts should be in three parts: Branch Balance Sheet; Branch Income and Expenditure Account and Branch Welfare Account. An example of Branch Annual Accounts is at Annex B. For illustrative purposes it includes several items that will not apply to many Branches. THE BALANCE SHEET 6.21. The Balance Sheet starts with a statement of the assets of the Branch shown in descending order of liquidity. Thus the Fixed Assets of a Branch would be listed first and Cash last. Points to note are:

a. The value of the Fixed Asset of a Branch premises should normally be shown at cost price with the cost of any additions added year by year. The value of any other Fixed Asset such as office machinery should be shown at cost price less depreciation; b. The value of stock is the closing stock at cost price. Unsalable or old stock is best written off (with the authority of the Committee); c. Sundry Debtors is the total of monies owed to the Branch, less any allowance necessary for debts unlikely to be recovered. Bad debts may be written off (with the authority of the Committee). d. Cash at Bank and In Hand are taken from the Cash Books of the General Account and the Welfare Account. A bank deposit account balance should also be included at this point.

6.22. The Balance Sheet then continues with a statement of current liabilities. It should be noted that Creditors are persons or organisations to whom the Branch owes money. For example, any monies due to the Area Headquarters would be shown under Creditors.

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6.23. The Balance Sheet concludes with a statement of source of finance which should include details of any long term loan arrangements. A bank overdraft or short term loan from a Branch Club is more appropriately included only under Liabilities. INCOME AND EXPENDITURE ACCOUNT 6.24. The Branch Income and Expenditure Account is an account of the income received by the Branch during the financial year and the expenditure incurred during that year. The example statement at Annex B includes the items most likely to occur in the account. 6.25. To establish the figures to be used in the account the Cash Book should be balanced off for the financial year end. The totals of the analysed payments should then be added and cross-checked to prove their accuracy. It may also be necessary to analyse out the Miscellaneous column into categories of income and expenditure. 6.26. The Statement of Recommended Practice (SORP) issued by the Charity Commission in relation to charity accounts states that all income should, as far as possible, be reported gross. This means, in particular, that the practice of “netting-off” expenditure and showing only the net income/expenditure should be avoided. For example, the gross income related to social activities should be reported in the accounts with gross expenditure also shown. The example accounts at Annex B show how this might be incorporated in the Branch Income and Expenditure account. 6.27. The method of accounting for Wings Appeal income is covered in guidance issued by the Fundraising Department and should be dealt with by the Wings Appeal Organiser. However, the Treasurer will be involved because monies will pass through his accounts and it will be appropriate to show the outcome in the annual Income and Expenditure Account. The example Income and Expenditure Account at Annex B shows how the entries could be made. END OF YEAR ADJUSTMENTS 6.28. Ideally, the annual Income and Expenditure Account should be as simple as possible and apply only to income and expenditure during the year. It may however be necessary, where significant amounts are paid during one financial year but largely relate to the next financial year, to make an adjustment in the accounts. This is termed a Prepayment. An example might be the payment of a substantial insurance premium towards the end of the year. It could also be the case that substantial expenses are built up during the latter part of a year but may not be billed until the next year. An adjustment for this is termed an Accrual. An example might be telephone costs. 6.29. The value of a Prepayment should be easy to assess as the expenditure can be apportioned in relation to the periods it applies to in the two years. It may be less easy to assess the value of an Accrual as precise costs may not be known. However, an assessment can be made on past experience. Having decided the apportionments to be made to the accounting year the Income and Expenditure Account should then be adjusted by deducting any Prepayment from the relevant expenditure item in the Income and Expenditure Account and adding any Accrual to the relevant expenditure item in the Account. DEPRECIATION 6.30. The Branch may own Fixed Assets such as furniture and office equipment. If the costs are small the Branch Committee may take the decision to write down the value to nil in the year of purchase. However, if the costs are more substantial it will be appropriate to depreciate the value of the asset year by year over its useful life. Two methods of depreciation can be used: the ”straight line” method in which a similar sum is deducted each year, or the “reducing balance” method in which a percentage rate of depreciation is applied each year to the reducing balance. For simplicity the straight line method is probably the most appropriate to Branch accounts. When the amount of depreciation has been calculated the value of the depreciated asset should be shown in the Balance Sheet.

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WELFARE ACCOUNT 6.31. Welfare monies are accounted for by the Branch Welfare Officer separately from but as a subsidiary account to the Branch General Account. The Welfare Officer should maintain his own Cash Book and records and the welfare monies should be held in a separate bank account. The Welfare Account should be audited at the same time as the Branch General Account. A separate Welfare Account should be included with the Branch Annual Accounts with the surplus or deficit on the Welfare Account incorporated into the Income and Expenditure Account. The amount of Cash at Bank and In Hand in the Welfare Account should be incorporated as part of the total of the Branch’s Cash at Bank and In Hand in the Branch Balance Sheet. An example of a Welfare Account statement is included at Annex B. NOTES TO ANNUAL ACCOUNTS 6.32. It is common practice to provide supporting numbered notes to annual accounts explaining how certain amounts have been arrived at. Their purpose is informative and their use can be helpful to both the Branch Committee and the membership of the Branch as a whole. EXAMINATION OF ACCOUNTS 6.33. The Branch Committee is responsible for appointing the auditor or independent examiner for the Annual Accounts. The Treasurer should establish contact with the auditor or independent examiner so appointed at an early stage of the year so that the method of examination is known and the accounts can be provided in the most convenient form for audit. Some auditors or independent examiners prefer to do a progressive examination during the year and it is helpful to arrange the dates for this at an early stage. DISTRIBUTION OF ANNUAL ACCOUNTS 6.34. Copies of the audited Annual Accounts should be provided to the Members of the Branch Committee and two copies should be sent to Area Headquarters by latest 31 March. Copies of the accounts should be available for those attending the Annual General Meeting. Treasurers of Branches with Branch Clubs are reminded that Branch accounts are not complete without the Branch Club accounts. FORM 5 6.35. The Form 5 is a summary form of remittances to Area Headquarters and should accompany monies forwarded to the Area Headquarters from the Branch. An example Form 5 is at Chapter 17. RECEIPT BOOKS 6.36. There are three types of Branch receipt books: one for Ordinary Member subscriptions; one for Associate Member subscriptions, and the third “P” series book for all other receipts of cash. The Branch Treasurer should ensure that these books do not get into unauthorised hands. SUPPLY OF ACCOUNTANCY FORMS AND BOOKS 6.37. Accountancy forms and books can be obtained from RAFATRAD.

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ANNEX A TO CHAPTER 6

EXAMPLE OF CASH BOOK (RECEIPTS)

Date Item Folio Cash Bank Subs Trading Donations Events Misc Misc £ £ £ £ £ £ £ £ 1 Jan Balances B/F 2.60 580.50 B/F 583.10 8 Jan Subs SB/5 9.00 9.00 8 Jan Dance Ticket Sales RB/20 125.00 125.00 9 Jan Subs SB/6 46.00 46.00 15 Jan J Smith RB/21 8.60 8.60 15 Jan Cash to Bank ¢ 150.00 ¢ 150.00 23 Jan Dance Ticket Sales RB/21 95.00 95.00 25 Jan Cash to Bank ¢ 90.00 ¢ 90.00 26 Jan Raffle at Dance RB/22 16.50 16.50 28 Jan A Jones RB/23 15.00 15.00 28 Jan Donation RB/24 10.00 10.00 29 Jan Subs SB/7 15.00 15.00 31 Jan Cash to Bank ¢ 70.00 ¢ 70.00 Totals 342.70 890.50 70.00 23.60 10.00 236.50 893.10 1 Feb Balances B/F 9.19 519.60

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ANNEX A TO CHAPTER 6

EXAMPLE OF CASH BOOK (PAYMENTS)

Date Item Folio Cash Bank Subs Trading Postage Expenses Events Stationery Misc Misc £ £ £ £ £ £ £ £ £ £ 2 Jan Hire of Hall 220 50.00 50.00 4 Jan Jones & Co 221 18.60 18.60 10 Jan RAFATRAD 222 30.60 30.60 12 Jan Postage 3.51 3.51 12 Jan Ch’man - Expenses 20.00 20.00 15 Jan Cash to Bank ¢ 150.00 ¢ 150.00 19 Jan Bank Charges D/D 1.50 Charges 1.50 22 Jan Dance - Caterer 224 120.00 120.00 22 Jan Dance - Band 225 35.00 35.00 25 Jan Cash to Bank ¢ 90.00 ¢ 90.00 28 Jan Insurance 225 27.50 Insurance 27.50 29 Jan Form 5 to Area HQ 226 52.50 52.50 31 Jan Cash to Bank ¢ 70.00 ¢ 70.00 31 Jan RAFATRAD 227 35.20 35.20 31 Jan Balances C/F 9.19 519.60 Bal C/F 528.79 Totals 342.70 890.50 52.50 65.80 3.51 20.00 205.00 18.60 867.79

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ANNEX B TO CHAPTER 6

EXAMPLE BALANCE SHEET

THE ROYAL AIR FORCES ASSOCIATION..........................................BRANCH

BRANCH BALANCE SHEET as at 31 December XXXX

31.12.XX 31.12.XX

£ £ £ £

FIXED ASSETS

xxxxx Freehold Property at cost as at 1 Jan xxxx xxxxx xxxxx Additions during year xxxxx xxxxx xxxxx Other Fixed Assets less Depreciation xxxxx xxxxx

CURRENT ASSETS

xxxxx Stocks xxxxx xxxxx Debtors xxxxx xxxxx Deposits at Central HQ xxxxx xxxxx Cash at Bank and in Hand xxxxx

xxxxx Branch General Accounts xxxxx xxxxx xxxxx Branch Welfare Accounts xxxxx xxxxx

xxxxx xxxxx

Less: CURRENT LIABILITIES xxxxx Creditors xxxxx xxxxx Loan From Central HQ xxxxx xxxxx Loan from Bank xxxxx xxxxx Loan from Branch Club xxxxx xxxxx xxxxx Subscriptions in Advance xxxxx xxxxx

TOTAL ASSETS LESS CURRENT

xxxxx LIABILITIES xxxxx

Financed by:

ACCUMULATED FUND xxxxx Balance as at 1 January xxxx xxxxx xxxxx xxxxx Add: Surplus/(deficit) for the year xxxxx xxxxx

LOAN FROM CENTRAL HQ

xxxxx Balance as at 1 January xxxx xxxxx xxxxx Less: Repayments during the year xxxxx

xxxxx xxxxx xxxxx xxxxx Add: Interest Accrued xxxxx xxxxx

£xxxxx CAPITAL EMPLOYED £xxxxx

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EXAMPLE INCOME & EXPENDITURE ACCOUNT

THE ROYAL AIR FORCES ASSOCIATION..................................BRANCH

BRANCH INCOME & EXPENDITURE ACCOUNT For the year ended 31 December XXXX

31.12.XX 31.12.XX

£ £ £ £

INCOME

xxxxx Wings Appeal Gross Proceeds xxxxx xxxxx xxxxx Less: Retained by Central HQ xxxxx xxxxx

Rebate of Ordinary Life and Associate

xxxxx Member Subscriptions from CHQ xxxxx Associate Member Additional Annual

xxxxx Payments under Byelaw 13(3) xxxxx xxxxx xxxxx Branch Associate Subscriptions xxxxx xxxxx

xxxxx Rents Receivable xxxxx xxxxx Surplus From Social Activities xxxxx xxxxx Sales of Commemorative Goods xxxxx xxxxx Interest on Deposits xxxxx xxxxx xxxxx Donations Received xxxxx xxxxx

xxxxx xxxxx

xxxxx Less: EXPENDITURE xxxxx Insurances xxxxx xxxxx Repairs, Renewals and Maintenance xxxxx xxxxx Rates xxxxx xxxxx Telephone xxxxx

Printing, Stationery, Advertising xxxxx and Postage xxxxx xxxxx Purchases of Commemorative Goods xxxxx xxxxx Accountancy and Audit Fees xxxxx

Payment to CHQ of Ordinary, Life and xxxxx Associate Member Subscriptions xxxxx

Payment to CHQ under Byelaws 4 and 13(7) xxxxx of Subscriptions for Branch Members xxxxx xxxxx Donations Made xxxxx xxxxx Welfare Expenditure xxxxx xxxxx Wings Appeal Expenses xxxxx xxxxx On Social Activities xxxxx xxxxx Branch Committee Expenses xxxxx

Expenses of Delegates to RAFA Meetings xxxxx and Conferences xxxxx xxxxx Honoraria xxxxx xxxxx Bank Charges xxxxx xxxxx Sundry Expenses xxxxx xxxxx xxxxx Depreciation on Fixed Assets xxxxx xxxxx

£xxxxx Surplus/(deficit) for year £xxxxx

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EXAMPLE WELFARE ACCOUNT

THE ROYAL AIR FORCES ASSOCIATION......................................... BRANCH

BRANCH WELFARE ACCOUNT as at 31 December XXXX

31.12.XX 31.12.XX

£ £ £ £

RAF BENEVOLENT FUND:

xxxxx Brought forward as at 1 January xxxx xxxxx xxxxx xxxxx Received from the Fund xxxxx xxxxx

xxxxx Less: Grants made during the year xxxxx xxxxx Carried forward as at 31 December xxxx xxxxx

BRANCH LOANS:

xxxxx Brought forward as at 1 January xxxx xxxxx xxxxx xxxxx Loans made during the year xxxxx xxxxx

xxxxx xxxxx Less:

xxxxx Repayments during year xxxxx xxxxx xxxxx Loans written off as grants xxxxx xxxxx

xxxxx Carried forward as at 31 December xxxx xxxxx

WELFARE EXPENDITURE:

xxxxx Grants xxxxx xxxxx Donations xxxxx xxxxx Gifts to Sick Members and Tributes xxxxx xxxxx Christmas Gifts xxxxx xxxxx xxxxx Welfare Officer's Expenses xxxxx xxxxx

Less:

xxxxx Deposit Account Interest xxxxx xxxxx xxxxx Donations Received xxxxx xxxxx

Balance transferred to Income and Expenditure

£xxxxx Account as at 31 December xxxx £xxxxx

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CHAPTER 7

PARADES, CEREMONIES AND SERVICES LOCAL PARADES 7.1. An important Branch activity is the organisation of local Parades and Services of Remembrance. The Branch Committee is recommended to make one person responsible for the detailed work and, where the size of the Parade warrants, this person should be referred to as the Parade Marshal and should co-operate with other organisations concerned. Assistant Marshals should be appointed as necessary. Wherever possible Parades should be led by a Band followed immediately by the Branch Standard, the Branch President and Officers and members of the Branch. It is important that a Parade proceeds to a dismissal point and is halted and dismissed in a proper and orderly manner. DRESS 7.2. The dress for all Parades is informal. In the presence of a Member of the Royal Family only full size medals, and such decorations as are worn in line with medals, should be worn. In all other circumstances, either such medals or miniatures may be worn. Medals should be worn in one row only on the left side. The correct length of medal ribbon is 1 3/8". Stars, Orders or Neck Decorations should not be worn on Parade but may be worn on suitable occasions with evening dress. 7.3. Relatives who remember with pride the service of deceased loved ones may wish to wear their decorations and medals at remembrance parades and ceremonies. These should be worn on the right breast. The wearing of commemorative medals is at the discretion of the individual but it should be noted that the practice is not encouraged and they should not be worn in line with decorations and medals awarded officially. 7.4. A resolution at Annual Conference 1997 introduced an Association forage cap to be worn as standard headgear on official occasions such as Parades and remembrance ceremonies. The protocol of wearing a forage cap is the same as that for Standard Bearers in that it is not removed during Salutes or march pasts. Gentlemen wearing forage caps should remove them on entering a church for a remembrance service whilst ladies may continue to wear them if they wish. Details of how to obtain forage caps are published from time to time in “Air Mail”. While every encouragement is given to the wearing of the Association’s forage cap it is recognised that some individuals prefer to wear a RAF blue beret. If such a beret is worn it is recommended that a RAFA badge is worn on it. SALUTES 7.5. Standards are dipped on receiving a Royal Visitor, during the playing of the National Anthem and the sounding of the “Last Post”, but Standard Bearers and members wearing forage caps do not remove their headgear. At such times and during open air services, all on parade stand to attention and gentlemen remove hats. 7.6. On the occasion of a march past the Salute is given by the command “Eyes Right” or “Eyes Left”. Standards are not dipped and Standard Bearers and members wearing forage caps do not remove headgear but all gentlemen on parade remove hats. It is not appropriate for members wearing forage caps to salute during a march past. PARTICIPATION BY THE ROYAL AIR FORCE AND EX-SERVICE ORGANISATIONS 7.7. When appropriate, detachments from local Royal Air Force Stations and other Service and ex-Service organisations should be invited to participate in Parades. Where doubt exists as to the correct procedure to be adopted the advice of Area Headquarters should be obtained. Parades are normally arranged in order of seniority of the Services represented, precedence being given to uniformed Service personnel. However this is a matter for local arrangements and is often adjusted to meet special circumstances.

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NATIONAL PARADES 7.8. The Association is invited from time to time to participate in National Parades to commemorate significant National anniversaries. Many of these Parades are televised and thus give the Association valuable publicity. Branch Committees are encouraged to support such Parades. BATTLE OF BRITAIN REMEMBRANCE 7.9. The Battle of Britain is commemorated during Battle of Britain Week and by a National Service on Battle of Britain Sunday. Battle of Britain Week starts on Monday, ends on Sunday and is the week in which 15 September falls. Battle of Britain Sunday is either Sunday 15 September or the Sunday following 15 September. Branch Committees are encouraged to organise ceremonies, functions, Parades and Remembrance Services to mark Battle of Britain Week. 7.10. MOD authority is not required for the participation of contingents from local Royal Air Force Stations and Units. Applications for such participation should be made direct to the local Commanding Officer by the Branch. It should be appreciated that the personnel of many Royal Air Force Stations are fully committed to their primary task and that many organise Remembrance Services and Parades of their own. 7.11. A National Service of Thanksgiving and Rededication takes place at Westminster Abbey on Battle of Britain Sunday. A limited number of tickets is available to members of the Association wishing to attend the Service. There is no parade but Branch Standards line the entrance to the Great West Door before and after the Service. REMEMBRANCE SUNDAY 7.12. Branches are also encouraged to participate in the National Remembrance Parades and Remembrance Services which take place on the second Sunday in November. The National Service of Remembrance takes place at the Cenotaph in Whitehall. No Standards are paraded on the occasion and the Association contingent is headed by two Wreath Bearers. Areas take turns to provide the Wreath Bearers. All members of the Association are welcome to take part in the Parade. 7.13. During the week preceding Remembrance Sunday, the Royal Air Force and the Association is represented at the Royal Air Force Plot at the Opening Ceremony of the Field of Remembrance at Westminster Abbey and crosses are planted on behalf of the Association, its Areas and Branches. Central Headquarters undertakes to plant crosses on behalf of Branches or individual members. OTHER REMEMBRANCE SERVICES 7.14. To commemorate the formation of the Royal Air Force on 1 April 1918, the Royal Air Force holds a Service at St Clement Danes on the nearest appropriate Sunday each year. Members do not parade, but Branch Standards led by a Band of the Royal Air Force march to the Church from an assembly point nearby and after lining the West Door parade into the Church. Because of the limited capacity of the Church, tickets are issued to those wishing to attend. 7.15. The Runnymede Memorial commemorates those who lost their lives whilst serving with the Royal Air Force in the European Theatre of World War ll and who have no known grave. A short Service of Remembrance organised by the Royal Air Force is held at the Memorial on the Sunday preceding the second Tuesday in May during which a wreath is laid on behalf of the Association. There is no parade but three selected Branch Standards take part in the Service and all members of the Association, particularly relatives of those commemorated on the Memorial, are welcome to attend.

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NOTIFICATION OF NATIONAL PARADES AND SERVICES 7.16. Details of arrangements for participation in National Parades, Ceremonies and Services are publicised in Area Bulletins. DEDICATION OF A NEW BRANCH STANDARD AND LAYING-UP OF A BRANCH STANDARD 7.17. Suggested forms of Service for the Dedication of a new Branch Standard as a separate Service and as part of a Service of Matins or Evensong are at Annexes A and B respectively. A suggested form of Service for the laying-up of a Standard is at Annex C.

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ANNEX A TO CHAPTER 7

DEDICATION OF A NEW BRANCH STANDARD AS A SPECIAL SERVICE

Subject to the agreement of the Dignitary or Incumbent, the following Order of Service is suggested for the Dedication of a new Branch Standard when the Dedication is carried out as a special Service.

The Procession enters the Church. During the singing of the first Hymn any supporting Standards shall enter the Church in Slow Time with Standards carried at The Slope. They shall advance up the central aisle and take places at the sides of the Church. During the final verse of the hymn the Branch Standard Bearer, with the Standard carried at The Slope, shall advance up the central aisle in Slow Time to the Chancel Steps. The President or other Officer of the Branch shall take position facing the Standard. The Standard shall be furled. The Branch Officer shall then take the Standard from the Standard Bearer and they shall proceed to the Altar Rail where they will be met by the Dignitary or Incumbent. The Branch Officer shall then say:

“[Very Reverend/Reverend/Venerable] Sir, on behalf of the....................Branch of the Royal Air Forces Association we invite you to dedicate this Standard according to the ancient tradition of the Services”

The Dignitary or Incumbent shall then receive the Standard replying "This I will gladly do" before unfurling the Standard and laying it on the Holy Table. The Dignitary or Incumbent shall then give the Bidding:

“Brethren, we are met together in this house of God to take part in the Dedication of the Standard of the............Branch of the Royal Air Forces Association and in this way to give witness to the purposes which, under Almighty God, inspire the Members of the Association with His help. It is our purpose to help those of our brothers who, having fought in war, have fallen out now by the way; to care for the widows and orphans of those who served; to foster brotherly love among all our Members; to keep alive the memory of fellow-countrymen who have died for us, and at all times to maintain loyalty to our Queen and Country. To this end we now call upon you Members of the Royal Air Forces Association and the whole congregation here present to offer your humble prayers to God that He will bless the Standard now to be dedicated to His Glory and that He will strengthen the Members of the Association to carry out with resolute heart the high aims for which they have joined in fellowship”.

The Dignitary or Incumbent shall then say:

“Our help is in the name of the Lord” The congregation shall answer:

“Who hath made Heaven and Earth” The Dignitary or Incumbent, placing his hand upon the Standard, shall say:

“In the Name of the Father, and of the Son, and of the Holy Spirit, we do dedicate and set apart this Standard that it may be a sign of our duty towards our Queen and our Country in the sight of God and a symbol of the service The Royal Air Forces Association is called upon to render. Amen”.

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The Branch Officer and the Standard Bearer shall then take their places at the front of the congregation. The Service shall then continue as decided by the Dignitary or Incumbent. During the final hymn the Branch Officer and the Standard Bearer shall take their position at the Chancel Steps. The Dignitary or Incumbent shall say:

“We give thee hearty thanks, most merciful Father, that Thou has put into the hearts of these thy servants to join together in this Association, and within it to undertake Thy purposes of love. Let Thy Fatherly Hand ever be over them, let Thy Holy Spirit ever be with them, and so guide them that they may set forth Thy Glory and set forward the work to which they have committed themselves. These thanks and prayers we offer to Thee through Jesus Christ Thy Son our Lord. Amen”

The Dignitary or Incumbent shall then deliver the Standard to the Standard Bearer. The Branch Officer and the Standard Bearer shall remain standing by the Chancel Steps. The National Anthem shall be sung and the Dedication of the Association shall then be said by the Branch Officer:

"In friendship and in service one to another, we are pledged to keep alive the memory of those of all Nations who died in the Royal Air Force and in the Air Forces of the Commonwealth. In their name we give ourselves to this noble cause. Proudly and thankfully we will remember them”

The Congregation shall reply:

"We will remember Them." The Dignitary or Incumbent shall give the Blessing. The Standard Bearer shall then proceed out of the Church in Quick Time escorted by the Branch Officer and followed by any supporting Standard Bearers and the Procession. Standards shall be at The Carry.

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ANNEX B TO CHAPTER 7

SERVICE OF DEDICATION OF A NEW BRANCH STANDARD

AS PART OF A MATINS OR EVENSONG SERVICE Subject to the agreement of the Dignitary or Incumbent, the following Order of Service is suggested for the Dedication of a new Branch Standard when the Dedication is carried out as part of a Matins or Evensong Service. It is suggested that the Dedication should follow the Blessing.

During the singing of the first Hymn any supporting Standards shall enter the Church in Slow Time with Standards carried at The Slope. They shall advance up the central aisle and take places at the sides of the Church. After the Blessing the Congregation shall stand. The Branch Standard Bearer, with the Standard furled and carried at The Slope, shall then advance up the central aisle in Slow Time to the Chancel Steps. The President or other Officer of the Branch shall take position facing the Standard. The Branch Officer shall then take the Standard from the Standard Bearer and they shall proceed to the Altar Rail where they will be met by the Dignitary or Incumbent. The Branch Officer shall then say:

“[Very Reverend/Reverend/Venerable] Sir, on behalf of the....................Branch of the Royal Air Forces Association we invite you to dedicate this Standard according to the ancient tradition of the Services”

The Dignitary or Incumbent shall then receive the Standard replying "This I will gladly do" before unfurling the Standard and laying it on the Holy Table. The Dignitary or Incumbent, placing his hand upon the Standard, shall say:

“In the Name of the Father, and of the Son, and of the Holy Spirit, we do dedicate and set apart this Standard that it may be a sign of our duty towards our Queen and our Country in the sight of God and a symbol of the service The Royal Air Forces Association is called upon to render. Amen”.

The Dignitary or Incumbent shall continue:

“We give Thee hearty thanks, most merciful Father, that Thou has put into the hearts of these thy servants to join together in this Association, and within it to undertake Thy purposes of love. Let Thy Fatherly Hand ever be over them, let Thy Holy Spirit ever be with them, and so guide them that they may set forth Thy Glory and set forward the work to which they have committed themselves. These thanks and prayers we offer to Thee through Jesus Christ Thy Son our Lord. Amen”.

The Dignitary or Incumbent shall then deliver the new Standard to the Standard Bearer. The Standard Bearer shall then proceed out of the Church in Quick Time escorted by the Branch Officer and followed by any supporting Standard Bearers and the Procession. Standards shall be at The Carry.

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ANNEX C TO CHAPTER 7

SERVICE FOR THE LAYING-UP OF A BRANCH STANDARD

AS PART OF A MATINS OR EVENSONG SERVICE Subject to the agreement of the Dignitary or Incumbent, the following order of Service is suggested for the laying-up of a Branch Standard as part of a Matins or Evensong Service.

The Procession enters the Church. During the singing of the first Hymn any supporting Standards shall enter the Church with Standards carried at The Slope. They shall advance up the central aisle in slow time and take places at the sides of the Church. During the final verse of the hymn the Branch Standard Bearer, with the Standard furled and carried at The Slope, shall advance up the central aisle to the Chancel Steps. The President or other Officer of the Branch shall take position facing the Standard. The Dignitary or Incumbent shall say:

“It is an ancient and laudable custom to lay up in the House of God the consecrated emblems of man’s duty and service, there to remain for all time as a reminder of duty well done and of the strength that God supplies”

The Branch Officer shall then take the Standard from the Standard Bearer and they shall proceed to the Altar Rail where they will be met by the Dignitary or Incumbent.

“[Very Reverend/Reverend/Venerable] Sir, on behalf of the....................Branch of the Royal Air Forces Association we ask you to receive this Standard for safe lodging in the House of God until such time as it shall pass to dust like those whose courage and devotion are enshrined in its history”.

The Dignitary or Incumbent shall then receive the Standard replying "This I will gladly do" and continuing:

“We receive this Standard into the safe keeping of God’s House, here to hang for all time as a reminder to those who pass by of man’s duty to God, to his Sovereign, and to his Country”.

The Dignitary or Incumbent shall then receive from the Branch Officer the Standard and, unfurling it, lay it upon the Holy Table, saying the following prayer:

“Almighty and Everlasting God, giver of all strength and grace, and Captain of our Salvation, we offer in this Thy House the symbol of man’s faithfulness. May Thy blessing rest on those who have borne it unsullied through the years, and may it ever remain a sign of that unity which springs from the acceptance of Thy Grace, Who art with the Son and the Holy Ghost, One God world without end. Amen”.

While the Dignitary or Incumbent and the Standard party are returning to their seats, it is suggested that there be sung the hymn “He Who Would Valiant Be”. After the final Blessing any supporting Standard Bearers shall proceed out of the Church in Quick Time led by the Branch Officer and Branch Standard Bearer and followed by the Procession. Standards shall be at The Carry.

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CHAPTER 8

GUIDE FOR BRANCH STANDARD BEARERS GENERAL 8.1. Branch Standard Bearers should ensure the safe custody and care of the Branch Standard and carry it at parades, ceremonies and services as authorised by the Branch Committee. 8.2. Standard Bearers should be provided by their Branch with the Standard and its pike, the approved head-dress, a sling, a pair of white gauntlets and a waterproof cover. The sling is worn over the right shoulder with the socket in front of the centre of the body. The sling and pike should be cleaned and polished with particular attention to any brass work. DRESS 8.3. It is strongly recommended that male Standard Bearers wear a dark blue/black suit or dark blue/black blazer and dark grey trousers plus black shoes when on Standard Bearer duties. Female Standard Bearers should wear the equivalent. When applicable, full sized medals should be worn on all parades and ceremonies. Standard Bearers should not wear commemorative or other unofficial medals. No insignia or badges should be worn except that of the Association. Resolution 14 at Annual Conference 2009 authorised Standard Bearers to wear a wet weather cape in inclement weather. These may be purchased by Branches from RAFATRAD. 8.4. Male Standard Bearers should wear their head-dress during parades, ceremonies and open air services. It is recommended that head-dress is only worn in church when actually carrying the Standard but this is a matter which should be agreed between the officiating minister and the parade organiser, prior to the actual parade. Female Standard Bearers should wear their head-dress at all times. CEREMONIAL POSITIONS 8.5. For The Order position the Standard Bearer stands at Attention with the pike and lower edge of the Standard held in the right hand. The elbow should be kept close to the side. The bottom of the pike should be placed on the ground in line with the small toe of the right foot. To stand at ease the left foot only is moved outwards approximately 12 inches, without stamping. 8.6. For The Carry position the Standard Bearer stands at Attention with the pike inserted into the socket and held by the right hand, level with the chin, thumb pointing downwards. The forearm should be parallel to the ground and the Standard left to hang naturally. 8.7. For The Slope position the pike and the Standard are held with the right hand in the same way as for The Order position but the pike is placed on the right shoulder and in line with the right side of the body. The forearm should be parallel with the ground. The Standard should be allowed to hang naturally to cover the shoulder and arm. 8.8. For The Dip position the pike is held in the upturned right hand with the lower end held under the right armpit. The Standard should lie flat on the ground to the right of the pike the spike of which should be in front of, and in line with, the right foot. On a parade with Standards from other organisations present, this position may be called “The Salute” or “The Lower”. 8.9 The Port position is an unorthodox drill movement which has proved useful when Standards have been paraded into buildings with entrances of a restricted height. The Standard is held at the right side of the body, pointing forwards at an angle of approximately 450 with the spike of the pike uppermost. The left hand grasps the pike and Standard whilst the right hand is placed on the lower end of the pole to control the movement of the Standard.

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DRILL MOVEMENTS 8.10. Drill movements should be executed smartly with the time between each movement equivalent to two paces in Quick March Time. The head and body should be held erect at all times and the eyes should not follow the movement of the Standard. 8.11. When a number of Standards are on parade and at The Order position, Standard Bearers may be ordered to “Dress Standards”. With the left hand the Standard Bearer should distribute the folds of the Standard evenly either side of the pike so that the pike is covered and the Association crest readily seen. A Standard can also be dressed unobtrusively at the discretion of the Standard Bearer if it becomes disturbed. 8.12. To “Carry Standard” from The Order position the right hand reaches down and grips the pike at the full extent of the arm, at the same time the socket is grasped with the left hand. The Standard is raised to a perpendicular position in front of the body and the pike is guided into the socket by the left hand. The right hand is turned (thumb downwards) to grasp the pike level with the chin, the forearm horizontal and the Standard left to hang naturally. At the same time the left arm is returned smartly to the side. 8.13. To “Order Standard” from The Carry position the right hand is turned and the pike raised just clear of the socket which is grasped by the left hand. The pike is placed in The Order position using the left hand, level with the waist, to steady it. The right hand is moved up to the final position of The Order at the same time as the left hand moves smartly to the side. 8.14. To “Slope Standard” from The Order position the Standard is placed on the right shoulder by moving the right arm only. The elbow should be held close to the side and the forearm should be parallel to the ground. 8.15. To “Order Standard” from The Slope position the Standard is returned to The Order by moving the right arm only. 8.16. To “Slope Standard” from The Carry position the right hand is turned and the pike raised just clear of the socket, which is controlled by the left hand. The Standard is lowered sharply to the right shoulder and steadied by the left hand. The left hand holds the pike whilst the right hand moves up to grasp the pike and lower part of the Standard. The right elbow is held close to the body and the forearm parallel to the ground. The left arm is returned smartly to the side. 8.17. To “Carry Standard” from The Slope position the socket is grasped by the left hand at the same time as the Standard is raised smartly in front of the body by the right hand and the pike guided into the socket. The right hand is turned thumb downwards to grasp the pike level with the chin, the forearm horizontal. At the same time the left arm is returned smartly to the side. 8.18. To “Port Standard” from The Order position the left hand is brought across the body at shoulder level to grasp the Standard and pike. The pike is pushed forward to an angle of approximately 45 degrees with the spike uppermost. At the same time the right hand steadies the lower end of the pike to balance and control the movement of the Standard. DIPPING THE STANDARD 8.19. When there is only one Standard on parade, Standard Bearers should Dip in their own time. When there are a number present the movement should be carried out together, taking the time from the senior Standard Bearer. It should generally take about seven seconds for a full Dip and approximately four seconds for a wet weather Dip. If there is a strong wind blowing from the right Standards should be angled out to the left and spread on the ground to the left of the pike. When The Dip is a salute, for instance when the National Anthem is played, the Dip is commenced when the playing of the Anthem starts and the Standard is returned to The Carry as any salute ends. The Standard Bearer remains eyes front throughout. When The Dip is an act of homage, usually for the two minutes silence, Standards are dipped at the commencement of the Last Post and returned to The Carry at the beginning of the Reveille. In this

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case the Standard Bearer bows his head when the pike reaches the ground and raises it before the Standard is returned to The Carry. For competition purposes the Standard Bearer should raise his head on the precautionary command “Standard Bearer” prior to the order. 8.20. When there are a number of Standards on parade The Dip is preceded by the order “Prepare to Dip”. On receipt of the order the right hand is then turned and the pike raised just clear of the socket which is grasped by the left hand. The Standard is brought to the right side of the body in line with the armpit, steadied by the left hand. Once steadied, the left hand is returned smartly to the side. The Standard should be lowered angled well out to the right until the pike is horizontal. The Standard Bearer continues to lower the pike but sweeping it back to the left so that when the final position is achieved the spike will be immediately in front of the right foot with the Standard lying flat to the ground to the right of the pike. The lower part of the pike should be under the right armpit which helps to control the movement. 8.21. In inclement weather a Wet Weather Dip may be carried out. For this Dip the Standard is lowered directly in front of the body until the pike is horizontal and the Standard perpendicular. The lower part of the pike should be held firmly under the armpit, and the Standard held clear of the wet ground. 8.22. The order to “Carry Standard” from The Dip position is used for competition purposes only. On receipt of the order the Standard is raised smoothly in front of the body to The Carry position and the pike is guided into the socket by the left hand. The right hand is turned to grasp the pike level, with the chin - thumb pointing downwards and forearm horizontal - and the left arm returned smartly to the side. MARCHING 8.23. When marching in Quick Time (120 paces per minute) at The Carry, the left arm should be swung high and the Standard allowed to fly freely. When marching at The Slope, the left arm should be swung and the Standard kept firmly on the right shoulder. When marching in Slow Time (65 paces per minute) the left arm should remain at the side. The feet only should move, the point of the toe touching the ground first, and there should be no pause between steps. HALTING 8.24. When marching in Quick Time the Halt should be given as the left heel strikes the ground. A pace is to be completed with the right foot, followed by a short pace with the left foot to check the forward motion. The movement is ended by bringing the right foot smartly in line with the left, while at the same time bringing the left arm to the side. All movement ceases at the position of attention. In Slow Time the Halt is given when the right foot strikes the ground. A pace is completed with the left foot and the right foot is then brought in line with the left. Again all movement ceases at the position of Attention. HANDING OVER STANDARDS AT RELIGIOUS SERVICES 8.25. Guidance on handing over Standards at Religious Services is at Annexes A to C of Chapter 7. 50 AND 75 YEAR ANNIVERSARY TASSELS 8.26. Areas, Regions and Branches which have been formed for 50/75 years or more are entitled to dress the Standard with a gold tassel for 50 years and a gold/platinum tassel for 75 years. Standards should not be paraded with both a normal tassel and an anniversary tassel. Further information is available from CHQ. VARIATIONS TO BRANCH STANDARDS 8.27. ‘Vertical’ Branches wishing to use a variation of the RAF Association Standard should seek prior approval from CHQ via their Area Directors.

TRAINING VIDEO 8.28. Branches may obtain a DVD illustrating the drill for Standard Bearers from CHQ.

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CHAPTER 9

RAF ASSOCIATION WINGS APPEAL INTRODUCTION 9.1. The RAF Association’s Wings Appeal is the year round activity under which the Association raises most of its voluntary income. Branches and members are encouraged to organise and support fund raising events during the year culminating in the two weeks of September preceding Battle of Britain Sunday. During these two weeks the Association exercises its right under its Home Office Exemption Order to carry out house to house and premises collections. Subject to the issue of Local Authority Licences in England and Wales, a Scottish Office Licence in Scotland and a Royal Ulster Constabulary permit in Northern Ireland, street collections take place throughout the United Kingdom on the Saturday before Battle of Britain Sunday. This appeal is made to members of the public who are offered Wings Appeal Emblems and other items in exchange for their contributions. INCOME FROM STREET COLLECTIONS 9.2. The total income from street collections together with the necessary documentation is to be forwarded to the Fundraising Department at CHQ in respect of England, Scotland and Wales or to the Regional Office in respect of Northern Ireland within 14 days of the collection to comply with Local Authority or other Byelaws. All other income from a Branch’s fund raising endeavours throughout the year should be submitted to the Fundraising Department by the 15 November each year so that the accounts can be reconciled for inclusion in the Association’s main accounts for the financial year which ends on 31 December. REFUND TO BRANCH WELFARE ACCOUNTS 9.3. The Wings Appeal provides funds for Central and Area welfare services and also for Branch welfare services. Branches may claim up to 20% of their net proceeds to be used to defray the expenses of the Branch Welfare Officer, to further Association welfare projects favoured by the Branch or to make minor welfare disbursements. The Branch welfare funds may also be used to give financial assistance to any ex-Service charity which has an object in common with the Association’s object, provided that no such financial assistance shall be given unless conditions are attached limiting its use to the common object. INFORMATION GUIDE 9.4. The procedure for the organisation and conduct of the Wings Appeal campaign is described in the Information Guide provided for Branch Secretaries and Wings Appeal Organisers. A full record of a Branch’s charitable fund raising endeavours should be kept so that credit may be given each year in the Association’s Annual Report. These records are also used to calculate the winners of the National Trophies awarded in connection with the Wings Appeal.

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CHAPTER 10 - TROPHIES AND COMPETITIONS

AWARD OF TROPHIES 10.1. Details of the Trophies awarded annually by the Association are shown below. They are normally presented at the Association Annual Conference.

WINGS APPEAL TROPHIES 10.2. Wings Appeal Trophies are detailed below together with the basis for the award of the Trophies:

a. RAFA Branches:

(i) The Sir Thomas Pike Trophy. Awarded to the Branch which achieves the highest net collection whose total net collection includes income from air shows; (ii) The Lord Craig Trophy. Awarded to the Branch which achieves the highest net collection whose total net collection excludes income from air shows; (iii) The Gwynne-Vaughan Trophy. Awarded to the UK Branch which achieves the highest net collection per member whose total net collection includes income from air shows; (iv) The Lord Stirrup Trophy. Awarded to the UK Branch which achieves the highest net collection per member whose total net collection excludes income from air shows; (v)The Trefusis Forbes Trophy. Awarded to the Overseas Branch which achieves the highest net collection per member whose total net collection includes income from air shows ; (vi) The Bill Bailey Trophy. Awarded to the Overseas Branch which achieves the highest net collection per member whose total net collection excludes income from air shows ; (vii) The Dame Anna Neagle Trophy. Awarded to the Branch which achieves the highest Home Collection for Wings Appeal per member;

b. RAF Units:

(i) The Lord Tedder Trophy. Awarded to the RAF Unit achieving the highest net collection; (ii) The Sir John Baker Trophy. Awarded to the RAF Unit achieving the second highest net collection; (iii) The Sir Charles Wheeler Trophy. Awarded to the Home RAF Unit achieving the highest net collection per head of personnel; (iv) The Ken Jago Trophy. Awarded to the Overseas RAF Unit achieving the highest net collection per head of personnel;

c. Air Training Corps:

(i) The Sir Douglas Bader Trophy. Awarded to the ATC Squadron making the greatest per capita contribution to Wings Appeal; (ii) The Sir Gus Walker Trophy. Awarded to the ATC Squadron making the second greatest per

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capita contribution to Wings Appeal; (iii) The Sir Robert Saundby Trophy. Awarded to the ATC Squadron collecting the highest net Wings Appeal amount.

d. Girls Venture Corps Air Cadets:

The Sir Andrew Humphrey Trophy. Awarded to the Unit making the greatest sustained effort and overall contribution to Wings Appeal.

MEMBERSHIP TROPHIES 10.3. The Membership Trophies are detailed below together with the basis for the award of the Trophies:

a. Area Membership Renewal:

(i) The Shell Mex Trophy. Awarded to the Area achieving the highest percentage renewal rate of Annual Membership; (ii) The Runners-up Trophy. Awarded to the Area achieving the second highest percentage renewal rate of Annual Membership.

b. Overseas Branch Membership:

(i) The Overseas Membership Trophy. Awarded to the Overseas Branch achieving the highest percentage increase in membership;

(ii) The Amodio (Overseas) Trophy. Awarded to the Overseas Branch recruiting the highest number of new members.

c. RAF Units:

The Marquis of Amodio (New Members) Trophy. Awarded to the RAF Unit recruiting the highest number of new members pro rata to Unit personnel.

BRANCH ACHIEVEMENT AND BRANCH AND BRANCH CLUB EFFICIENCY TROPHIES 10.4. The Branch Achievement and Branch and Branch Club Efficiency Trophies are detailed below together with the basis for the award of the Trophies:

a. Branch Achievement:

The President’s Cup. Awarded for outstanding achievement by an Association Branch. b. Home Branch Efficiency:

(i) The Tennant Caledonian Trophy. Awarded to the Home Branch judged to be the most efficient of those with over 150 members; (ii) The Branch Efficiency Shield. Awarded to the Home Branch judged to be the most efficient of those with 150 members or less.

c. Overseas Branch Efficiency:

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The Shakespeare Trophy. Awarded to the Overseas Branch judged to be the most efficient.

d. Branch Club Efficiency: (i) The Dickie Collins Branch Club Efficiency Trophy. Awarded to the Branch Club judged to be the most efficient of those Clubs whose parent Branch has over 200 Ordinary or Life Members; (ii) The Central Clubs Advisory Committee Branch Club Efficiency Trophy. Awarded to the Branch Club judged to be the most efficient of those Clubs whose parent Branch has 200 Ordinary or Life Members or less.

e. Branch Newsletters:

(i) The Branch Newsletter Trophy. Awarded to the Branch judged to have produced the best Newsletter; (ii) The Runners-up Trophy. Awarded to the Branch judged to have produced the second best Newsletter.

ROYAL AIR FORCE UNIT ACHIEVEMENT 10.5. The Sir Geoffrey Bromet Trophy. Awarded for exceptional achievement by an RAF unit in support of the Association.

ROYAL AIR FORCES ASSOCIATION LIAISON OFFICERS (RAFALOs) 10.6. The Wally Marriott RAFALO Trophy. Awarded to the RAFALO judged to have made an outstanding contribution to the Association.

ANNUAL CONFERENCE 10.7. The Johnson Trophy. Awarded to the smartest Flight on Parade; 10.8. The Fred Brisley Challenge Cup. Awarded to the smartest Area Standard Bearer.

COMPETITION RULES 10.9. Details of the Competition Rules for the Trophies are shown at Annex A. These rules may be amended on the authority of the Secretary General.

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ANNEX A TO CHAPTER 10

RULES FOR TROPHY COMPETITIONS

GENERAL RULES 10A.1. The following general rules shall apply to the competitions for Association Trophies:

a. The term “Overseas Branches” shall mean Branches listed in the Association Annual Report under the headings “European Area”, “South Africa” and “Independent Overseas Branches”; b. The term “Home Branch” or “Home RAF Unit” shall mean Branches or RAF Units in England, Wales, Scotland and Northern Ireland; c. Branch competitions shall be open only to individual Branches; d. Where Area or Branch membership is a criterion for a competition the number of members shall be assessed in relation to Ordinary, Life and Associate Members and the totals used shall be those shown for the appropriate year end in the Association Annual Report; e. The term “competition year” means the calendar year preceding the year in which the trophies are presented.

WINGS APPEAL TROPHY COMPETITION RULES 10A.2 The following additional rules shall apply to Wings Appeal Trophy competitions:

a. The term “net collection for Wings Appeal” shall be defined as the total monies received during the competition year by the Fundraising Department from a Branch for the Battle of Britain Wings Appeal less the expenses claimed by the Branch against that total; b. The term “per head of Branch Membership” shall be defined as the total membership figure for a Branch as at the year end for the year immediately preceding the Wings Appeal competition year; c. The assessment of the number of “personnel employed on the Unit” shall be made by the Royal Air Force; d. The decision as to the winners of the ATC Trophies shall be made by the Headquarters Air Cadets; e. The decision as to the winners of the GVCAC Trophy shall be made by the Fundraising Director on the basis of information supplied to the Fundraising Department by Association Branches sponsoring GVCAC Units.

MEMBERSHIP TROPHIES 10A.3. The following additional rules shall apply to Membership Trophy competitions:

a. The term “percentage renewal rate of Annual Membership” shall be defined as the number of annual and four year memberships that are renewed during the competition year expressed as a percentage of the number of annual and four year memberships that were due to lapse during that year; b. The “percentage increase in Branch membership” for the Overseas Membership Trophy shall be assessed by subtracting the total membership figure for individual Overseas Branches for the year end immediately prior to the competition year from the total membership figure for the Branches for the end of the competition year and expressing the result as a percentage of the total membership figure for the Branches for the year end immediately prior to the competition year;

c. The “highest number of new members” for the Amodio (Overseas) Trophy shall be assessed by analysing the number of new members recruited during the competition year from the data for Overseas Branches in the Overseas Area Database;

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d. The “highest number of new members for the Marquis of Amodio Trophy shall be assessed by the Membership Department.

BRANCH ACHIEVEMENT AND BRANCH EFFICIENCY COMPETITIONS 10A.4. The following additional rules shall apply to the Branch Achievement and Branch Efficiency competitions:

a. The award of the President’s Cup shall be decided by the President taking such advice as felt necessary; b. The decision as to whether a Branch falls into the category of a Branch with “over 150 members” or “150 members or less” shall be based on the Ordinary and Life Membership total for the Branch for the year end immediately prior to the competition year; c. The Branch Efficiency Competition shall be judged by individuals nominated by CHQ. Each Area may put forward a maximum of one Branch with over 150 members and one Branch with 150 members or less; d. Aspects of Branch efficiency that shall be taken into account include:

(i) Branch membership trends for the competition year and the preceding year; (ii) Branch Wings Appeal results for the competition year and the preceding year; (iii) Branch support of other Association appeals for the competition year and the preceding year; (iv) Submission of Branch financial and other returns and Branch Annual Accounts; (v) The welfare work carried out by the Branch; (vi) Other aspects of Branch administration such as attendance at Association Annual and Area Annual Conferences as notified to Area HQs.

e. The names of Branches for consideration for the Branch Efficiency Trophies shall be put forward to the Secretary General at latest by 31 March following the conclusion of the competition year and shall be accompanied by a report dealing with the aspects of efficiency at sub-paragraph d above and drawing attention to any other relevant matters.

BRANCH CLUB EFFICIENCY COMPETITION 10A.5. The following additional rules shall apply to the Branch Club Efficiency Competition:

a. The Branch Club Efficiency Competition shall be judged by individuals nominated by CHQ; b. There are two trophies, one for Branches with Branch Clubs where the total Ordinary and Life Membership of the parent Branch is “over 200 members” and one for Branches with Branch Clubs where the total Ordinary and Life Membership of the Branch is “200 members or less”; c. The decision as to whether a Branch falls into the category of a Branch with "over 200 members" or "200 members or less" shall be based on the Ordinary and Life Membership total for the Branch for the year end immediately prior to the competition year. CHQ shall decide its own judging methods but shall use as its field of selection the Branch Clubs put forward by Areas for consideration. Each Area may put forward one nomination in each category; d. Aspects of Branch Club efficiency that shall be taken into account include:

(i) Branch Club membership trends for the competition year and the preceding year; (ii) Branch Club financial support of the Branch for the competition year and the preceding year;

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(iii) Branch Club support of specific Association appeals for the competition year and the preceding year; (iv) Submission of Branch Club quarterly and other returns and Branch Club Annual Accounts; (v) The financial viability of the Branch Club; (vi) The welfare and other work carried out by or within the Branch Club in support of the objects of the Association; (vii) The contribution made by the Branch Club to comradeship within the Association and to good relations with the local community; (viii) Other aspects of Branch Club administration including the satisfactory completion of a fair rent lease as between the Branch Club and the Branch.

e. The names of Branch Clubs for consideration for the Branch Club Efficiency Trophies shall be put forward to the Secretary General at latest by 31 March following the conclusion of the competition year and shall be accompanied by a report dealing with the aspects of efficiency at sub-paragraph d above and drawing attention to any other relevant matters.

RAF UNIT ACHIEVEMENT TROPHY 10A.6. The Sir Geoffrey Bromet Trophy for RAF Unit achievement shall be judged by individuals nominated by CHQ.

BRANCH NEWSLETTER COMPETITION

10A.7.The following rules shall apply to the Branch Newsletter competition:

a. The Branch Newsletter competition shall be judged by a Committee chaired by the Secretary General and comprising two other members. The Committee shall decide its own judging methods but shall take into account the presentation of the Newsletters, their readability, the relevance of their contents to the work of the Association and the value of the Newsletters in encouraging and sustaining the work of the Branch. b. Branches wishing to enter the Branch Newsletter competition shall forward to the Secretary General at latest by 28 February following the conclusion of the competition year a copy of at least two Branch Newsletters issued during the competition year together with a statement of how many Newsletters were issued during that year.

RAFALO TROPHY 10A.8. Nominations for the award of the Wally Marriott RAFALO Trophy shall be made by Area Directors to the Secretary General by 28 February. The award of the Trophy shall be decided by the Membership Department in consultation with the Secretary General.

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CHAPTER 11

WELFARE

WELFARE OBJECT AND POWERS 11.1. The Association’s welfare object is set out at Article 2 of the Royal Charter as follows:

“The object for which the Association is established is to promote, through the comradeship engendered by its members, the welfare by charitable means of all serving and former members of Our Air Forces, their spouses and dependants together with the widows and widowers and dependants of those who died whilst serving or subsequently.”

The term “Our Air Forces” is defined at Articles 6 and 7 of the Royal Charter; 11.2. The Association has certain specific powers set out at Article 3 of the Royal Charter as regards welfare. These include:

a. The provision of nursing, residential and convalescent homes; b. The purchasing of care from independent agencies; c. The provision of respite care; d. The provision of information regarding war pensions, disability awards and resettlement from Service to civilian life; e. Giving financial assistance to any ex-Service charity which has an object in common with the Association’s objects, provided that such financial assistance is only given if conditions are attached limiting its use to the common object.

In addition there is a general power to provide financial assistance to individuals eligible for the Association’s support. THE WELFARE ROLE OF THE BRANCH 11.3. Branches provide an essential element of the Association’s welfare service because they are most able to reach out to find those in need of welfare support and to help them, either directly or by helping them to obtain financial or other assistance or entry to care facilities. The Association’s welfare procedures are set out in the Welfare Handbook. The general responsibilities of the Branch Welfare Officer are set out at Paragraph S3 of the Schedule to Standard Branch Regulations. The Branch Committee can provide valuable support for the Association’s welfare work by ensuring that the Branch Welfare Officer is given practical help and encouragement in carrying out their responsibilities. THE RAF BENEVOLENT FUND 11.4. In certain welfare cases it may be appropriate for the Branch Welfare Officer to submit an application form to the RAF Benevolent Fund for assistance either in the form of a grant or loan or entry to one of the Fund’s welfare facilities. WELFARE TRAINING 11.5. Welfare work is becoming increasingly complicated, particularly in the light of “changing welfare” legislation. The Association provides welfare training courses for Branch Welfare Officers to help them in their work. Branch Committees should encourage their Welfare Officers to take advantage of these courses, and any other opportunities to improve their welfare knowledge and skills.

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CRIMINAL RECORDS BUREAU (CRB)/DISCLOSURE SCLOTLAND(DS)/ACCESS NORTHERN IRELAND (ANI) CHECKS 11.6. All organisations who use volunteers have a responsibility to have ensured that appropriate checks are in place if they work in a welfare capacity. It is mandatory in the Association for all long standing and new Welfare Officers to have a CRB/DS/ANI check. This policy was adopted by the Association in September 2010. The following applies:

a. All welfare staff and volunteers require a CRB/DS/ANI check before commencing work in a welfare capacity; b. Appropriate forms are available from the Area Welfare Offices and are processed by CHQ.

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CHAPTER 12

MEMBERSHIP AND MEMBERSHIP SUBSCRIPTIONS CLASSES OF AND ELIGIBILITY FOR MEMBERSHIP OF THE ASSOCIATION 12.1. Rule 7 sets out three classes of membership of the Association: a. Ordinary Members

b. Life Members (Application for, and conversion to, Life Membership ceased on 30 June 2004. See paragraph 12.2 regarding appointment to Honorary Life Membership.) c. Associate Members - refers to Full Associate Members of the Association

12.2. Eligibility for membership is set out at Rules 8 to 10. In brief, Ordinary Members need to be serving or have served in one of ‘Our Air Forces’ as defined in Articles 6 and 7 of the Royal Charter. In addition, under Rule 8(c) eligibility applies to a spouse, partner, widow or widower of an Ordinary or Life Member of the Association who is an Associate Member and wishes to change his level of Membership. An Ordinary Member can be appointed an Honorary Life Member by his Branch if certain conditions, laid down in Byelaw 4, are met. 12.3. Associate Members must accept the aims and objects of the Association, must commit themselves to work actively to promote them and to pay subscriptions as required by the Association. Associate Members are eligible for one year and four year membership and may, on payment of the appropriate additional subscription, receive Air Mail magazine. BRANCH ASSOCIATES 12.4. Annual Conference created a category of Branch Associates who are not members of the Association as such but linked to their Branch as supporters of the work of the Branch. Their eligibility to become Branch Associates and their administration are matters for the Branch which can also decide to charge a subscription. Application forms and membership cards for Branch Associates are available from RAFATRAD on prepayment. MEMBERSHIP ‘QUICK GUIDE’ 12.5. A ‘quick guide’ to the classes of membership is at Annex A to this Chapter. ADMISSION TO MEMBERSHIP 12.6. Rule 11 and Byelaw 5 deal with admission to membership. It should be noted that an individual who applies for admission as an Ordinary Member and whose application is rejected on the grounds that he or she has been discharged from the Services for misconduct has the right of appeal to the Council against such rejection. There is also a more general right of appeal described at Byelaw 6 for individuals who have been rejected for membership on grounds of ineligibility. PAYMENT OF SUBSCRIPTIONS 12.7. Current subscription rates are available from Area and Central Headquarters. Payment of subscriptions can be made by cash, cheque, Credit or Debit Card and for renewals by Direct Debit (for annual renewals only). Branches must forward the full amount of subscriptions received to Area HQ. Part of each subscription (Branch rebate) for a member of a Branch will be returned to the Branch, at the beginning of each subscription year, based on the membership of the Branch at the end of the previous subscription year.

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SUBSCRIPTIONS 12.8. Byelaw 13 sets out subscription regulations. 12.9. For Ordinary and Associate Members there are two categories of subscription: a. One Year; b. Four years in advance. Associate Members are entitled to receive Air Mail Magazine, on request, and will be required to pay the appropriate additional subscription. 12.10. Annual subscriptions normally apply to the end of the appropriate calendar year. However, there is a concession that the membership of new Ordinary and Associate Members joining on or after 1 July during a subscription year shall be valid until the end of the appropriate following subscription year. 12.11. There is a provision at Byelaw 13(3) for a Branch to charge an additional annual amount to Associate Members for the benefit of Branch Funds. A decision to charge such an amount may only be determined at a Branch Annual General Meeting. It should be noted that for Branches with Clubs, the Club, in accordance with Standard Club Rule 11(1), may levy a Club subscription on its members. CESSATION OF MEMBERSHIP 12.12. Annual membership ceases if a renewal membership subscription has not been paid within three months after the end of the appropriate calendar year. SUSPENSION, POSTPONEMENT OR WAIVER OF SUBSCRIPTIONS 12.13. Byelaw 13(2) sets out certain conditions under which payment of a subscription may be suspended, postponed or waived, however, the Branch allowing the waiver is required to meet such subscription. 12.14. Subscriptions are not refundable to the individual if membership ceases before the end of the subscription period. TRANSFER OF MEMBERSHIP AND MEMBERSHIP OF MORE THAN ONE BRANCH 12.15. Byelaw 11 allows members to transfer Branches without any additional payment to their new Branch during the subscription period. Byelaw 12 provides for the membership of more than one Branch, however, a subscription is payable to each Branch of which the individual is a member.

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ANNEX A TO CHAPTER 12

QUICK GUIDE TO MEMBERSHIP OF THE ASSOCIATION

AND OF BRANCH CLUBS

MEMBERSHIP OF THE ASSOCIATION

ELIGIBILITY FOR MEMBERSHIP

Ordinary/Life ..... Service in ‘Our Air Forces’ Rules 8 and 9 Full Associate ..... Accepts aims of The Association Rule 10 Branch Associate ..... Not eligible for Association Membership but may SBR 38(1)

become supporter of Branch

RIGHTS PRIVILEGES AND CONDITIONS OF MEMBERSHIP

Ordinary/Life ..... Yes, as set out in Rules Rule 13(1) Full Associate ..... Yes, as set out in Rules Rule 13(2) Branch Associate ..... None SBR 38(2)

SUBSCRIPTIONS DETERMINED BY

Ordinary ..... Annual Conference Byelaw 13(3) Full Associate ..... Minimum set by Annual Conference Byelaws 13(3) and 13(4)

Additional subscription may be set by Branch Byelaw 13(4) and at AGM SBR 27(b)(vi)

Branch Associate ..... May be set by Branch at AGM SBR 27(b)(vi) and SBR 38(1)

SUBSCRIPTIONS DISTRIBUTED TO

Ordinary ..... Paid to Association in full with annual rebate to Byelaw 13(8) Branch

Full Associate ..... Minimum paid to Association in full with Byelaw 13(8) annual rebate to Branch

Any additional subscription retained by Branch Byelaw 13(3) Branch Associate ..... Retained by Branch SBR 38(1)

REGISTERS OF MEMBERSHIP

Ordinary/Life ..... Held centrally, at Area and at Branch Byelaw 10(1) Full Associate ..... Held centrally, at Area and at Branch Byelaw 10(1) Branch Associate ..... Held at Branch only SBR 38(1)

ELIGIBILITY FOR MEMBERSHIP OF BRANCH COMMITTEE

Ordinary/Life ..... All posts SBR 11 and 14 Full Associate ..... All posts except President and only SBRs 11(2) and 11(3)

exceptionally, Chairman or Vice-Chairman, if no other volunteers

Branch Associate ..... Exceptionally, HWO and Wings Appeal SBR 14(1)(b) Organiser

VOTING RIGHTS AT BRANCH

Ordinary/Life ..... Full voting and deliberative powers Rule 13(1)(a) Full Associate ..... Full voting and deliberative powers subject to Rule 13(2)(a)

such restrictions as may be prescribed within the Byelaws and Regulations

Branch Associate ..... No rights unless, exceptionally, appointed as SBR 15 HWO or Wings Appeal Organiser

Note: Ordinary, Life and Full Associate Members are eligible for co-option to two Co-opted Member posts on the Branch Committee. They may be granted voting and deliberative powers at the discretion of the Committee [SBR 15].

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OTHER VOTING RIGHTS

Ordinary/Life ..... If Delegate to Annual Conference Byelaw 24(2) If Member of Area Council or Delegate to Area SAR 25 Conference

If Member of Regional Committee Full Associate ..... If Delegate to Annual Conference, but must be Byelaw 24(3) on Branch Committee to be eligible as Delegate

If Member of Area Council or Delegate to Area SAR 25 Conference, but must be on Branch Committee to be eligible as Delegate

Branch Associate ..... None SBR 38(2)

AIR MAIL

Ordinary/Life ..... Entitled as part of subscription Full Associate ..... Entitled to receive on payment of an additional sum to subscription Branch Associate ..... No entitlement but may receive on payment of a subscription to RAFATRAD

INTER-AFFILIATION

Ordinary/Life and Full Associate Members are entitled to Branch Club inter-affiliation. This entitlement is confirmed on their membership cards. Branch Associates are also entitled to inter-affiliation. This entitlement can be demonstrated either by a membership card or other documentation issued by the Branch.

MEMBERSHIP OF BRANCH CLUBS (ENGLAND, WALES AND NORTHERN IRELANDI)

ELIGIBILITY FOR BRANCH CLUB MEMBERSHIP

Ordinary/Life ..... Eligible to be Ordinary Member of a SCR 9(1) Branch Club Full Associate ..... Eligible to be Associate Member of a SCR 9(2) Branch Club Branch Associate ..... Eligible to be Associate Member of a SCR 9(2) Branch Club

RIGHTS PRIVILEGES AND CONDITIONS OF BRANCH CLUB MEMBERSHIP

Club Ordinary Members ..... Yes, as set out in SCR SCR 12(1) Club Associate Members..... Yes, as set out in SCR SCR 12(2)

SUBSCRIPTIONS TO BRANCH CLUB DETERMINED BY

The subscription paid to a Branch by an Ordinary, Life or Associate Member of the Association is deemed to be his subscription as a member of the Branch Club. However, the Branch Club has the power to levy additional annual subscriptions provided these are determined by the Branch Club at an Annual or Special General Meeting (SCR 11).

SUBSCRIPTIONS TO BRANCH CLUB DISTRIBUTED TO

Any additional subscriptions levied by a Branch Club can be retained by the Club SCR 11

ELIGIBILITY FOR MEMBERSHIP OF BRANCH CLUB COMMITTEE

Club Ordinary Members ..... All posts SCR14 and 15 Club Associate Members..... All posts, but only exceptionally, Chairman or SCR 14(2) Vice-Chairman, if no other volunteers

VOTING RIGHTS AT BRANCH CLUB

Club Ordinary Members ..... Full voting and deliberative powers SCR 12(1)

Club Associate Members..... Full voting and deliberative Powers SCR 12(2) Note: Club Ordinary and Associate Members are eligible for co-option to two Co-opted Member posts on the Club Committee. They may be granted voting and deliberative powers at the discretion of the Committee [SCR 15(3)].

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CHAPTER 13

GUIDE ON CHAIRMANSHIP OF THE BRANCH COMMITTEE INTRODUCTION 13.1. This Chapter provides guidance on the chairmanship of a Branch Committee. For convenience only, the word “he” is used in the text when referring to the Chairman or Members of the Committee. “Motion” is used to mean a formal proposition that a certain course of action be adopted. “Amendment” is used to mean a formal proposal that a motion be altered in some way. “Resolution” is used to mean the final outcome of a debate. ROLE OF CHAIRMAN 13.2. It is the Chairman’s duty to guide its deliberations and in this respect his rulings prevail. He must carry out its decisions providing they are lawful and within the terms of the Royal Charter, Rules, Byelaws and Branch Regulations. 13.3. The Chairman should be just and impartial. He should not suppress discussion, but should keep it within reasonable limits. He should set an example of courtesy and forbearance. His business is to obtain the views of his Committee. He should ensure that the rules of debate are followed; that the work of the Committee is orderly; that discussion is kept to the point, and that a record of the Committee’s decisions is made. PREPARATION FOR MEETINGS 13.4. It is the responsibility of the Chairman and Secretary to prepare the Agenda for the meeting. The Agenda should be circulated in advance. A sample Agenda is shown below:

AGENDA FOR THE MEETING OF THE COMMITTEE OF THE...............BRANCH OF THE ROYAL AIR FORCES ASSOCIATION

TO BE HELD AT....(time)....ON....(date)....AT....(place)....

No. Item 1 Apologies 2 Minutes of the Last Meeting 3 Matters Arising from the Minutes 4 Report by the Treasurer 5 Report by the Welfare Officer 6 Any Other Reports 7 Other Notified Items 8 Any Other Business 9 Date of Next Meeting

QUORUM 13.5. The Chairman should ensure, before the meeting is called to order that a quorum is present. The quorum requirement is stated at Standard Branch Regulation 21(2). BEFORE THE MEETING 13.6. The Chairman should begin the meeting punctually, but should normally arrive a few minutes early and take the Chair as a sign that the meeting is about to begin.

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CONDUCT OF MEETINGS 13.7. A Chairman should not take sides. An important duty is to ensure that everything said during the meeting is addressed through the Chair. Conversation between members is detrimental to the order of the proceedings and should be quickly, but courteously, checked. The Chairman must act democratically and accord equal treatment to all. APOLOGIES FOR ABSENCE 13.8. The first Agenda item is apologies for absence. MINUTES OF THE LAST MEETING 13.9. The second Agenda item is the Minutes of the previous meeting. Minutes are not considered at an adjourned meeting, which is a continuation of the meeting from which it is adjourned. Minutes should be sent out as soon as possible after a meeting has taken place, serving as a reminder of action to be taken. If this is not possible the Minutes should be circulated with the Agenda. If it has not been possible to circulate them prior to the meeting then they should be available to members at the meeting, and time should be allowed to study them or the Secretary should read them to the Committee. The Chairman should seek the agreement of the Committee to the acceptance of the Minutes by asking whether they can be taken as read and signed as a correct record. 13.10. Any amendments to the Minutes must be made before they are signed. Up to that time they are a draft and liable to amendment. Once signed they are the approved record of the proceedings. If any member asks for an amendment to the record of something he said or did at the meeting to which the Minutes refer, his correction should be accepted if possible. If there is any doubt the Chairman should put the proposed alteration to the vote. Nothing may be raised under this Agenda item except the correctness of the record. MATTERS ARISING 13.11. The third Agenda item is Matters arising from the Minutes. This is the time for the Secretary to report action taken on the decisions of the last meeting: enquiries made; letters written; replies received and so forth. Anything raising new issues or likely to cause substantial discussion should be given a separate place on the Agenda. “Matters Arising” is the completion of the work of the previous meeting. REPORT BY THE TREASURER 13.12. There is a specific requirement at paragraph S2 of the Schedule to Standard Branch Regulations that the Treasurer should present to each Committee meeting a statement showing the current financial position of the Branch. In addition he is required to present to the Committee any specially called for or annual Statements of Account. 13.13. Banks may require that motions are passed at Committee meetings for certain types of transactions and in the case of changes in cheque signatories. The Treasurer should advise on any requirements. REPORT OF THE WELFARE OFFICER 13.14. There is a specific requirement at paragraph S3 of the Schedule to Standard Branch Regulations that the Welfare Officer should make regular reports to the Committee.

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OTHER REPORTS 13.15. Any other reports, eg, by the Wings Appeal Organiser or a sub-committee, would normally follow the two routine reports. The Chairman should allow the opportunity for debate before putting any recommendations to the Committee for its agreement. OTHER NOTIFIED ITEMS 13.16. The Chairman should then take any other items on the Agenda opening the consideration of each either by a short explanation or asking the Secretary or one of the members to do so. ANY OTHER BUSINESS 13.17. The Agenda item on Any Other Business is the place for minor questions which have come to notice after the circulation of the Agenda. The Chairman should not allow decisions to be reached at this stage on matters of policy or on controversial items. DATE OF NEXT MEETING 13.18. The final Agenda item is the date of the next meeting. The Chairman may decide to take this item earlier if members have to leave before the conclusion of business. RULES OF DEBATE 13.19. One of the most important duties of the Chairman is to ensure orderly discussion. Given the relatively small size of most Branch Committees this need not entail much formality, however, rules of debate should be observed. The Chairman should not intervene unreasonably, but only if members are wandering from the point, speaking for longer than necessary, or otherwise contravening the rules of debate. CHAIRMAN’S PRIVILEGES 13.20. If the Chairman moves a motion it need not be seconded, although he should only initiate a motion if he is reasonably sure that it represents the views of the Committee and will accordingly be passed. As a rule it is only motions of thanks, condolence or congratulation which are moved “from the Chair” . 13.21. If, when a motion is moved, the number of votes for and against is equal, the Chairman has a second, or casting vote. Unless he has good reason for doing otherwise he should cast his second vote against change. It should be noted that this is a second vote; the Chairman, in such circumstances, votes twice. The point is important because most Chairmen refrain from voting unless they have a special reason for doing so. A first vote given by the Chairman making the numbers for and against the motion equal is not a casting vote. DEBATE 13.22. Debate should be to the point and limited to a single subject. This is facilitated if a motion is put before the Committee. A motion cannot be discussed until it has been seconded. The lack of a seconder shows that no one agrees with the proposer; the motion, therefore, will inevitably be lost, and any discussion would be a waste of time. VOTING 13.23. At the close of the discussion and before the motion is put to the meeting, the Chairman should give the proposer an opportunity to reply to criticisms or objections. The vote may be taken by a show of hands but, when personal questions are involved, as in appointing a Branch Welfare Officer or Wings Appeal Organiser, a secret ballot should be used and the votes counted by the Chairman and the

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Secretary. The result is acceptable when their counts agree. In case of equality the Chairman uses his casting vote. A motion is carried unanimously only if all members present have voted for it. If none has voted against, but some have abstained from voting, it is carried “nem con” ie, nobody has contested it. PRELIMINARY DISCUSSION 13.24. It is often wise for the Chairman to permit a certain amount of general discussion before a motion is formulated. The Committee may have under consideration the need to raise money and how it would be achieved. Some canvassing of the merits of various possibilities may help to clear members’ minds. He could suggest that someone should propose a motion and he may be able to put this to the vote with a minimum of further debate. If necessary he should preface a request for a motion by a short summary of the position reached. He may even suggest a possible motion, but he should not move it himself unless he is clear that it represents the general view. AMENDMENTS 13.25. It often happens that a member of the Committee may agree with the general trend of a motion, but thinks it capable of improvement. He will then propose an amendment. His amendment must be relevant and must not be a direct negative. A direct negative is achieved by voting against the motion, not by amending it. Once an amendment has been proposed and seconded, the discussion centres on the amendment until it has been put to the vote. If it is lost, the Committee reverts to consideration of the unaltered motion to which further amendments may now be proposed. If the amendment is carried, it becomes part of the motion, and the motion, thus modified, is open to fresh amendment and debate. It should be noted that the proposer of an amendment, unlike the proposer of a motion, does not have the right of reply at the end of the discussion. If a reply is needed it can be given by the seconder who may second without joining in the debate and claim his right to speak when others have finished. AMENDED MOTIONS 13.26. It is essential that any amended motion should be put to the meeting. In passing the amendment, the Committee has altered, but has not passed the motion; the altered motion must be passed before it can become effective. SECOND AMENDMENTS 13.27. When a motion of some complexity is under discussion members of the Committee may wish to make a number of amendments. The Chairman should refuse to accept more than one amendment at a time, but it is convenient for members of the Committee to know what variations of the motion they will have to consider. Members who express their wish to move a second or third amendment should be asked to give notice of the amendments they propose and told that they will have an opportunity to move them later. There is no objection, however, to the Chairman’s acceptance of an amendment to an amendment. Throughout this rather confusing business of amendment and amendments to amendments, the main objective of the Chairman should be clarity. It is sometimes wise to break up motions and begin (for instance) with a simple proposition and then deal with any detailed points as separate matters. POINTS OF ORDER 13.28. Normally, only the Chairman may interrupt a speaker but there are exceptions to this rule. A member may intervene while another member is speaking, to explain that something he himself has said has been misunderstood, or because it is felt that the Standing Orders are not being followed. If possible he should do this by catching the Chairman’s attention but, if necessary, he may say “on a point of order” or may ask “leave to explain”. The Chairman is responsible for deciding whether the interruption is justified and whether and when the interrupter may be heard. As a rule he should allow the interruption but should ensure that it is brief.

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CLOSURE 13.29. If a member of the Committee feels that a discussion has gone on long enough and is getting nowhere, there are several ways in which he can suggest bringing it to an end, but to do so he must wait until the close of a speech. Discussion can be stopped by proposing one of the following:

“That the Committee do now adjourn”. If carried, this will bring the meeting to an end and will imply that the discussion is later to be resumed;

“That consideration of the question be postponed”. In moving this a proviso may be added “until the next meeting”, or until some specified date, or until some further information is to hand, or even sine die (without date) which is equivalent to a refusal of further consideration;

“That the question be now put”. This proposes that a vote should be taken immediately;

“That the Committee do proceed to the next business”. This is equivalent to proposing that consideration of the question be abandoned; “That the recommendation (or the report) be referred back to the sub-committee”. Reference back may be associated with specific instructions for the guidance of the sub-committee.

13.30. These proposals must be seconded before being put to the meeting. A brief statement may be made by the proposer but no other discussion is allowed. It is usual to include in Standing Orders a clause to the effect that a member who has moved the closure may not do so again within a certain period. Unless the Chairman rules otherwise, any of these proposals will at once be put to the meeting, and, if carried, will be acted upon at once. 13.31. Once a motion has been finalised and carried it is recorded in the Minutes as a resolution of the Committee. ATTENDANCE OF THE PRESIDENT OF THE BRANCH 13.32. If the Branch President attends a Committee meeting he should be invited by the Chairman to take the Chair. If (as usually happens) he declines to do so, he should be given the seat on the right of the Chairman, and his opinion sought with special respect on the questions before the meeting. ATTENDANCE OF LIFE VICE-PRESIDENTS 13.33. Under Standard Branch Regulation 8(3) Branch Life Vice-Presidents may attend Committee meetings but do not have voting powers and cannot be held legally liable for the Committee's decisions. It is for the Chairman to decide as to their participation in discussion but a recommended practice is that Life Vice-Presidents should seek the permission of the Chairman before speaking and that, if appropriate, their opinion should be sought by the Chairman only after the members with voting powers have spoken. STANDING ORDERS 13.34. It is helpful for the Committee to have Standing Orders, a copy of which should be available to each member as a reminder of the procedures to be followed. Draft Standing Orders are at Annex A.

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ANNEX A TO CHAPTER 13

DRAFT STANDING ORDERS

FOR BRANCH COMMITTEE MEETINGS

AGENDA The Agenda, showing the time and place of meeting, shall be circulated to all members...........days before the meeting, but the decisions of the meeting shall not be invalidated by the failure of any member to receive his copy. ORDER OF BUSINESS The order of business at ordinary meetings shall be:

Apologies Minutes of the Last Meeting Matters Arising from the Minutes Report by the Treasurer Report by the Welfare Officer Any Other Reports Other Notified Items Any Other Business Date of Next Meeting

NOTIFICATION OF ITEMS OR MOTIONS FOR DISCUSSION Members wishing items to be discussed at meetings or for motions to be taken shall notify the Secretary. Items or motions received too late for the Agenda or submitted at the meeting shall be considered only by leave of the majority of those present and voting. SECONDING OF MOTIONS A motion shall not be considered until it has been proposed and seconded at the meeting. MOTIONS FROM THE CHAIR A motion or amendment moved by the Chairman does not require a seconder. AMENDMENTS An amendment to a motion shall be to insert or add one or more words, to delete one or more words, or both to delete and to insert or add. An amendment shall not constitute a direct negative nor introduce a new proposal. Only one amendment shall be considered at a time, although notice of others may be given. QUORUM The quorum shall be as stated in Standard Branch Regulations. ADDRESSING THE CHAIR Members shall address the Chair and shall confine their remarks to the matter under discussion.

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THE CHAIRMAN’S VOTE The Chairman shall be entitled to vote on any motion or amendment in the same way as other members of the Committee. In the case of equality of votes he shall have a second or casting vote. LENGTH OF SPEECHES When a member has spoken for .......minutes the Chairman shall call attention to the fact, and the member shall not continue except with his consent. MEMBERS TO SPEAK ONCE Except with the consent of the Chairman a member shall not speak more than once on any motion or amendment, except that the proposer of a motion, but not of an amendment, shall have the right to sum up before the motion is put to the meeting. WITHDRAWAL OF A MOTION Once a motion or amendment has been proposed and seconded, it shall not be withdrawn except with the consent of a majority of those present and voting. FORMAL PROPOSING AND SECONDING The proposer or seconder of a motion may propose or second formally, and shall then have a right to speak later in the discussion. AMENDMENT ACCEPTED With the consent of the meeting, the proposer and seconder of a motion may accept an amendment which thereupon becomes part of the original motion. POINTS OF ORDER No member shall interrupt another except, with the leave of the Chairman, to raise a point of order or to make a personal explanation. CLOSURE On the conclusion of a speech a member may move the adjournment of the meeting; the postponement of the question under discussion; that the question be now put, or that the Committee shall proceed to the next business. If a report is under consideration he may move the reference back of the report or of any of its recommendations. The Chairman, if he approves, shall put such a motion at once, and without discussion. A member who has moved such a motion shall not do so again for at least ........minutes. NEW MATTERS No new matter of importance shall be decided upon under “Any Other Business” except with the unanimous consent of those present. ATTENDANCE OF NON-MEMBERS It shall be in order for the Chairman, with the consent of a majority of the members present and voting, to invite the attendance during the whole or part of a meeting of any individual who, in his opinion, can give useful information or advice.

3/2012

SECTION 3 - BRANCH CLUBS

Chapter 14 Branch Club Formation and Management Annex A Branch Club Property Trustees Annex B Permitted Hours Annex C Standard Club Rules Chapter 15 Branch Club Finance and Accounts Annex A Example Branch Club Annual Accounts Chapter 16 Commentary on Standard Club Rules

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CHAPTER 14

BRANCH CLUBS - FORMATION AND MANAGEMENT INTRODUCTION 14.1. This Section of the Handbook is intended to assist Branch Committees and Branch Club Committees to set up properly managed Branch Club facilities and to maintain the highest possible standard of management in Branch Clubs already operating. 14.2. The decision to set up a Branch Club originates from the Branch in General Meeting. The Branch is thus the “parent” of the Branch Club. Branches considering the formation of a Branch Club should first consult their Area Headquarters. Branches with Branch Clubs already functioning may find problems arising beyond local capacity to resolve. Early reference to Area Headquarters is urged in order that a solution may be found before minor problems escalate into embarrassing or even unmanageable situations. 14.3. The number of legal and other statutory requirements governing club activities require in turn that Branch Club Committees are aware of relevant legislation on clubs and monitor publications dealing with club matters. The following Acts and publications are of particular relevance: a. The Licensing Act 2003 for Branch Clubs in England and Wales;

b. The Licensing (Scotland) Act 2005 for Branch Clubs in Scotland; c. The Registration of Clubs Order (Northern Ireland) 1996 for Branch Clubs in Northern Ireland; d. Standard Club Rules (SCRs) for The Royal Air Forces Association. See Part 7 of Section 8 of this Handbook.

14.4. The following publications offer useful guidance: a. Club Law & Management by Philip R Smith packed with useful information and an essential guide for every club; b.Club Mirror. A monthly magazine which routinely has items on club management. It is available through:Trojan, 7 Gainsborough House 2 Sheen Road Richmond TW9 2AE (0208 973 2611).

14.5. The guidance in this Chapter is based on the Licensing Act 2003 and governs the conduct of Branch Clubs in England and Wales. The guidance does not therefore apply in every instance to Branch Clubs in Scotland, Northern Ireland and Overseas. However, the notes should provide useful references for Branch Clubs outside England and Wales on general administration, staff and customary practice. 14.6. The Association has appointed a Clubs Adviser who can offer advice and guidance on Branch Club management matters. He is based at CHQ and requests for assistance should be made to Area Headquarters. The Association is a member of the Committee of Registered Clubs Associations (CORCA), which represents over 5,000 clubs and over 5 million individual members. STANDARD CLUB RULES 14.7. One of the conditions of the formation of a Branch Club is that it shall adopt Standard Club Rules provided these are acceptable to the licensing authority. In the very large majority of cases licensing authorities have accepted these Rules. If they do not, Area Headquarters should be informed so that the differences can be noted and, if appropriate, advice offered. Standard Club Rules set out details of the membership of the Branch Club and the way the Club should carry out its affairs as a democratic organisation. Members of the Committee should be provided with a copy of the Rules and a copy should be available to the members of the Club. Queries on the interpretation of Standard Club Rules should be

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referred to Area Headquarters. LOCAL AUTHORITY LICENSING 14.8. Before alcohol can be supplied in a Branch Club in England and Wales, an application for a Club Premises Certificate (or in occasional circumstances a Premises Licence) must be made to the appropriate Licensing Authority. The application must be accompanied by the following:

The required fee; A plan of the premises to the prescribed scale; A club operating schedule; A copy of the Club rules; The application must also be advertised prominently at or on the premises and in a local premises.

The Club Premises Certificate may authorise the following activities:

The supply of alcohol to members of a club; The sale of alcohol to guests of members; The provision of regulated entertainment to members and guests.

14.9. The Certificate is valid until such time as it is withdrawn or surrendered. In certain circumstances the Licensing Authority may withdraw a Club Premises Certificate if it becomes apparent that the club is no longer complying with the requirements of being a qualifying club. There is no specific renewal date for a Club Premises Certificate it is necessary for an annual fee to be paid to the local licensing authority for the CPC to remain in force. The annual fee is based on Premises Rateable Value on a sliding scale. The Certificate (or a properly certified copy) must be kept at the premises, and be the responsibility of a nominated person. The nominated person might be the Secretary, another member or an employee of the Club. The licensing authority must be informed of the identity of the nominated person. A summary of the certificate and details of the nominated person must be displayed at the premises. Failure to do this, or produce the certificate is an offence. 14.10. The Licensing Act requires that Club Secretaries notify the relevant Licensing Authority of changes within 28 days in the following circumstances:

a. Any change of name or alteration made to the rules of the club; b. Any change of the registered address of the club.

A club may apply to vary its own certificate at any time. This might be to change opening hours, change activities, or a change within the premises. As for an initial application, the club will need to advertise its application and notify the police, fire service and environmental health department. Similarly, relevant representations may be made and a hearing may be necessary. BRANCH CLUB PROPERTY TRUSTEES 14.11. The subject of Branch Club Property Trustees is dealt with at Annex A. THE COMMITTEE 14.12. Standard Club Rules lay down the composition and responsibilities of the Committee.

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OFFICERS’ DUTIES 14.13. The Chairman’s main duty is to control Committee and Branch Club Annual General or Special Meetings. The Chairman should act impartially to ensure that business is carried out in a proper manner. 14.14. The Secretary’s main duties, some of which, subject to the agreement of the Committee, may be delegated, are:

a. Dealing with correspondence addressed to the Branch Club; b. Maintaining the records of the Branch Club; c. Dealing with applications for membership of the Branch Club; d. Convening and taking minutes of General Meetings and meetings of the Committee; e. Arranging that decisions of General Meetings and meetings of the Committee are implemented; f. Dealing with insurance matters for the Branch Club; g. Dealing with, or advising the Committee on how to deal with the requirements of the Licensing Act and other statutory requirements or regulations affecting the Branch Club and any employees of the Branch Club.

14.15. The Treasurer’s main duties some of which, subject to the agreement of the Committee, may be delegated are:

a. Receiving membership subscriptions; b. Receiving and disbursing Branch Club monies, including bar and gaming machine takings and monies raised from entertainment and other functions, and maintaining books and accounts; c. Ensuring that monies are banked promptly and that invoices for supplies or services to the Branch Club are properly authorised and paid; d. Presenting to the Committee at each of its Ordinary Meetings a statement showing the current financial position of the Branch Club. This statement should routinely include statements of:

i. Income and expenditure; ii. Cash at bank and in hand; iii. Debtors and creditors; iv. Bar gross percentage profit; v. Value of stocks; vi. The overall financial state of the Branch Club.

e. Presenting to the Committee and to the Annual General Meeting the Statement of Accounts of the Branch Club for the preceding financial year and the Report of the Auditor or Independent Examiner; f. Forwarding the Branch Club quarterly return to the Area Headquarters.

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COMMITTEE MEMBERSHIP 14.16. Committee Members should be prepared to accept delegated responsibilities and to serve on sub-committees set-up by the Committee. Where a Branch Club is not in a position to employ full or part-time time bar staff Committee Members can provide bar duty coverage. This system can work very well and provides the added bonus of the Branch Club being under Committee supervision during all open hours. 14.17. Membership of a Committee carries with it the duty to attend meetings as regularly as possible, and active participation within the Branch Club. At least one Officer or Committee Member should be on the premises during all permitted hours, or at least available “on call” to deal with any incident or problem which might arise during those hours. It should be noted that, where duties call for Committee members to be on the premises outside the permitted hours, bar service is no more available to them than it is to all other members. Committee Members and staff should ensure that no newcomer is ignored. First, a tactful challenge as to entitlement is essential, and second, once such entitlement has been established, then a chat and introduction will encourage a newcomer to become a regular. EMPLOYMENT OF STAFF 14.18. Employment of full or part-time staff requires careful attention to legal and other statutory requirements. Availability of detailed reference material and in some instances, legal advice is essential to avoid pitfalls. The following matters will or may require attention:

a. Advertising for and engaging an employee including taking up of references; b. Contracts of employment; c. Health and safety at work; d. Provision of accommodation; e. Payment of wages and matters related to statutory minimum wages; f. Deduction of Income Tax and National Insurance; g. Procedures for dismissal or redundancy.

Committees are advised that contracts of employment and licences for agreements for the use of accommodation are subjects on which legal advice should be sought as both these matters require drawing up complicated documents, safeguarding the rights of both the employee and the employer. If it is intended to dismiss or make redundant an employee it is also sensible to take early advice to avoid the possibility of a claim of unfair or constructive dismissal. Such advice can be obtained from local offices of the Advisory, Conciliation and Arbitration Services (ACAS) or from a legal adviser. There is an ACAS Code of Practice on Disciplinary and Grievance Procedures which can be helpful and officers of ACAS are prepared to advise both on the procedures and on individual cases, even if they have not yet reached the point of dismissal. 14.19. Employment legislation is also being affected by European Union legislation such as the European Working Time Directive which covers such matters as the minimum wage and paid holidays. In addition new regulations are in the pipeline covering Fairness at Work. Clubs should also be aware that the Welfare Reform and Pension Act 1999 requires that employers with five or more employees shall offer their employees access to a Stakeholder Pension Scheme.

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GAMING MACHINES, BINGO, LOTTERIES AND BETTING 14.20. Gaming machines of the jackpot type, Bingo and lotteries are the main methods of providing both amusement and income for Branch Clubs. Committees should note that the publications referred to at para 14.4 gives guidance on this subject.

14.21. Gaming machines are governed by the Gambling Act 2005. Branch Clubs should note that arrangements were made to transfer permits and registrations under the 1968 Gaming Act to the new legislative framework. Part 111 Registrations were replaced by a Club Gaming Machine Permit which entitles clubs to offer up to three gaming machines with a maximum stake of £1 and a maximum prize of £250. As and when old registrations become due for renewal they will be automatically converted to the new permit. However clubs will need to apply to the Local Authority for a Club Gaming Machine Permit before expiry of their converted Part 111 permits. New permits will run for 10 years.

a. Playing of gaming machines is limited to Branch Club members, their guests and persons using the Branch Club under the provisions of the Inter-Affiliation Scheme. Persons under the age of 18 may not play gaming machines; b. Clubs are required to abide by a Gambling Commission Code of Practice relating to the location and operation of gaming machines and to notices that must be displayed on all gaming machines. c. Hiring and maintenance charges must not be calculated by reference to the profit made by a machine; in other words there must be no profit sharing arrangement with the supplier; d. The requirement for insurance will depend on the agreement as between the owner of the machines and the Branch Club. Branch Clubs should ascertain the cover provided and arrange further cover if necessary. Maintenance and repair of machines is normally the responsibility of the machine owners; e. Gaming machines and their contents should be protected against interference and unauthorised access. The use of security devices such as alarms or security bars should be considered; f. Under the Gambling Act a club is able to offer a maximum of three machines, usually Category B4, but may include Category C, Category D but only a single B3A category. g. Clubs providing gaming machines must also have an Amusement machine licence.Further information regarding gaming machine licensing can be obtained from local HMRC offices.

14.22. Bingo under the Gambling Act 2005

a. Clubs that wish to provide facilities for bingo may do so under the “exempt gaming” provisions in Part 12 and Part 14 of the Gambling Act 2005; b. Part 12 covers Club Bingo where the following rules apply:

i. No amounts may be deducted from sums staked or won; the maximum participation fee is £1 per person, per day (or £3 where a club gaming permit is held); ii. Persons may only participate in the gaming if they have been a Club member (or applied or were nominated for membership) at least 48 hours before playing, or are genuine guests of such a person.

Bingo under Part 14, Bingo for “Good Causes” Clubs that wish to provide bingo (or other types of gaming) for charitable or other non-commercial purposes (e.g. to raise funds for a society) may do so under Part 14 of the Act. Non-commercial gaming may only take place at events where none of the proceeds from the event itself are used for private gain. There are two types of non-commercial gaming:

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Prize gaming: where the prizes are put up in advance, and are not dependent on the number of players taking part or the amount of money staked. There are no statutory limits on stakes, prizes, participation fees or other charges for this type of gaming.

Equal chance gaming: where the amount or value of the prizes varies according to the number of players who participate and/or the amount of money they stake. Here a single payment of £8 per day may be charged to cover admission, stakes and any other charges for playing. The total value of prizes must not exceed £600 in one day. Where an event is the final one of series in which all of the players have previously taken part, a higher prize fund of no more than £900 is permitted.

In all cases, the players participating in non-commercial bingo must be told which “good cause” is to benefit from the profits from the gaming.

c. Only members and their guests and persons using the Branch Club under the terms of the Inter-Affiliation Scheme may participate. Persons under age 18 may not participate.

14.23. Annex A to Chapter 2 of this Handbook gives guidance on lotteries. 14.24. The 2005 Gambling Act 2005 permits club members to participate in lawful gaming. The rules of such games must provide that the chances to win are equally favourable to all players, such as poker, bridge and whist. It is unlawful for members to carry out betting transactions on club premises. Committees should err on the side of caution as regards any use of the Branch Club for betting. If in doubt as to whether an offence is being created legal advice should be sought. INSURANCES 14.25. The Committee needs to ensure that the Branch Club is adequately insured. In particular the Committee will need to consider:

a. Personal accident insurance for Members of the Committee, employees, voluntary helpers and members on Branch Club business away from the premises of the Club; b. Indemnity insurance for Branch Club Trustees; c. Public Liability insurance in relation to the operation and the premises of the Club; d. Employer’s Liability; e. Premises and Contents insurance including cash, stocks and gaming machines; f. Fidelity Bond insurance.

Personal Accident insurance should be covered by the Association’s Central insurance policy for Branches together with Trustee indemnity insurance and public liability insurance. Committees will need to ensure that Employer’s Liability is also covered. The need to take out insurance on the premises will depend on the circumstances of ownership and/or on the conditions of the lease with the Branch and they need to establish where responsibility lies for this insurance. Where the Branch Club is responsible for the insurance of the premises the level of insurance cover must be based on the reinstatement value of the premises as set out at Chapter 5.22 of this Handbook. Committees will need to ensure that contents, cash, stock and gaming machines are fully covered. The matter of fidelity bond insurance is discussed in Chapters 15.12 and 15.13 of this Handbook. It should be noted that the Association’s central policy does not include Branch Club operations outside the UK and that there may be restrictions on the cover if a Branch Club is contracting or franchising part of its operations. If a Branch Club is uncertain of its insurance position in relation to the Association’s central policy it should contact its Area Headquarters. 14.26. In order to ensure that the circumstances of any accident, injury or loss which may give rise to a claim are fully and accurately recorded an accident/loss book should be kept and all occurrences recorded in it. If necessary witnesses should be asked for written statements and these should be retained. The recording should apply to all persons (whether they are members, guests, employees or casual visitors)

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using or entering the Club premises including any land surrounding it, eg, a car park. The recording of accidents or injuries involving employees is particularly important in relation to the Health and Safety at Work Act 1974 (see para 14.28 below) as the circumstances of the accident could become the subject of prosecution under the Act. 14.27. The Association’s Insurance Brokers are experienced at dealing with Branch Clubs and can obtain competitive insurance. Details of the Brokers can be obtained from Area Headquarters. LEGAL AND REGULATIONAL REQUIREMENTS APPLYING TO THE OPERATION OF BRANCH CLUBS 14.28. A range of legal acts and regulational requirements apply to the operation of Branch Clubs. The most important of these are:

a. The Health and Safety at Work Act 1974. This applies to all Clubs which employ persons to work for the Club and requires the Club to ensure, as far as is reasonably practical, the health, safety and welfare of employees whilst they are at work; b. Food Safety Act 1990 (as Amended). This applies both to the service of food and drink. The Act is enforced by the local authority whose inspectors have the right of entry to Club premises; c. The Regulatory Reform (Fire Safety) Order 2005. Fire and Rescue Services is a responsible authority, as defined in the Licensing Act, and as such is able to make relevant representation on the grounds of public safety in respect to a Club premises certificate application. As part of this empowerment, the Fire Authority may inspect and audit licensable premises, where appropriate. To spread the cost of any improvements required to bring the premises up to fire safety standards it is recommended that the Fire Safety Officer is consulted sooner rather than later and a written statement of the works service requirements obtained; d. Confined Spaces Regulations 1997. These regulations deal with the risks associated with the use of gas equipment in confined spaces such as bar cellars; e. Disabilities Discrimination Act 2005. Clubs are required to make their facilities accessible to both disabled members and disabled guests.

Committees should ensure that they are familiar with the general provisions of these Acts and Regulations and, if necessary take specialist advice on their implementation. ADMISSION OF YOUNG PERSONS 14.29. There is no restriction in law against admission of persons of any age to a registered club. Committees should, however, ensure that adult supervision by an entitled member is a condition under which persons under the age of 18 are admitted. It is an offence under the Licensing Act to serve intoxicating liquor to persons under the age of 18, to purchase intoxicating liquor for such persons or to allow such persons to consume intoxicating liquor in the bar. Club rules prohibit the supply of intoxicating liquor to any person under the age of 18, and prohibit any person under 18 to consume intoxicating liquor on the premises. SUPPLY OF INTOXICATING LIQUOR FOR CONSUMPTION OFF THE CLUB PREMISES 14.30. Intoxicating liquor may be supplied by a Branch Club for consumption off the premises only if “off sales” has been included in the club operating schedule which was submitted as part of the application to the local authority for their club premises certificate. Only members of the Branch Club can be so supplied. Guests of members and persons using the Branch Club facilities under the provisions of the Inter-Affiliation Scheme may not be supplied.

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SUPPLY OF INTOXICATING LIQUOR IN TEMPORARY PREMISES 14.31. A Branch Club may supply bar service to members and their bona fide guests for special functions in premises other than those registered. This is covered in the Licensing Act 2003 as a Temporary Event Notice. Advice can be obtained from the Local Authority Licensing Department. SUPPLY OF INTOXICATING LIQUOR TO MEMBERS RESIDING IN A BRANCH CLUB 14.32. Where a Branch Club has residential accommodation for persons other than the Steward, members residing in the Club may be supplied with and consume liquor on the premises at any time. This supply is subject to any limitations that may be imposed by the Committee. This privilege does not apply to guests of resident members. SUPPLY OF INTOXICATING LIQUOR OUTSIDE PERMITTED HOURS 14.33. With the exception of the provision for supply of intoxicating liquor to members in residential accommodation in a Branch Club (see para 14.32 above) it is unlawful to sell or supply intoxicating liquor to any person in any part of the Branch Club premises other than during the permitted hours. This restriction applies also to the Steward’s accommodation. OTHER SUPPLIES 14.34. Tobacco products and sundries may therefore be supplied to members at any time the Branch Club is open, however it is illegal to sell tobacco products to persons under the age of 18, both over the counter and via vending machines. Statutory notices must be displayed. USE OF BRANCH CLUB PREMISES BY THE BRANCH 14.35. The conditions under which the Branch may use the facilities of the Branch Club premises should be set out in the leasing arrangement as between the Branch and the Branch Club. Intoxicating liquor should only be supplied to members of the Branch using the Branch Club’s facilities provided that they are members of the Branch Club or their guests. Any supply is at the discretion of the Committee and should be restricted to the permitted hours. USE OF BRANCH CLUB PREMISES FOR PRIVATE FUNCTIONS 14.36. Branch Club rooms may be used by members and their guests for private functions subject to the approval of the Committee. Branch Club rooms should not, however, be let to outside bodies for private functions unless the rooms have a separate entrance from without, or can be shut off from the Branch Club proper without access to the bar. Such private functions are subject to control by the Licensing Authorities. RESTRICTIONS ON ACCESS TO PARTS OF THE BRANCH CLUB PREMISES 14.37. Subject to any specific provisions for access to the Branch Club made in a lease between the Branch and the Branch Club the Committee may restrict access to members to a particular room or rooms in the Branch Club either as a general rule or for specific periods. ENTRY TO BRANCH CLUB BY POLICE OR OTHER OFFICIALS 14.38. When a Club applies for a Club Premises Certificate, a variation or review of an existing Club Premises Certificate, an authorised person, or a constable authorised by the Chief Officer of Police, may enter and inspect the premises. 48 hours notice must be given to the club and the inspection must take place within 14 days of the application being made. A police constable may also enter and search the premises in relation to drug offences or a breach of the peace.

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EJECTING A PERSON FROM A BRANCH CLUB 14.39. Occasionally a member or guest in a Branch Club can become drunk, violent or disorderly and it may be appropriate to require that the individual leaves. Reasonable force could be used to eject such a person but if this poses undue risks to members the support of the Police should be sought. CREDIT 14.40. It is unlawful to allow credit to members for intoxicating liquor supplied in the Branch Club. LICENCES FOR USE OF MUSIC AND OTHER RECORDINGS 14.41. Branch Clubs will need to obtain copyright agreement and licences if music or other recordings including video recordings are played in the Club. Details of the licence requirements are at Chapter 2 of this Handbook, paras 2.21 to 2.23. REGULATED ENTERTAINMENT 14.42. The Club Premises Certificate authorises the provision of regulated entertainment, where that provision is by or on behalf of a club for members of the club or members of the club and their guests. If entry were to be open to the general public a Temporary Events Notice must be applied for. Only 12 notices may be given for the same club premises in any calendar year.

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ANNEX A TO CHAPTER 14

BRANCH CLUB PROPERTY TRUSTEES

INTRODUCTION 14A.1. Branch Clubs are classed in law as unincorporated associations and as such have no legal personality. They cannot therefore own real property (ie, land and buildings or the lease for such property) in their own name and such property needs to be held on their behalf by Branch Club Property Trustees. Standard Club Rule 17 provides for the appointment of Branch Club Property Trustees for this purpose. It should be noted that the control of assets - other than real property - is the responsibility of the Committee under the terms of Standard Club Rule 16(1). ROLE OF BRANCH CLUB PROPERTY TRUSTEES 14A.2. Branch Club Property Trustees are required to act in regard to the property of the Branch Club held by them in accordance with the directions of the Committee provided such directions are lawful (professional advice being sought if in doubt). They have the power to sell, pledge, lease, mortgage or otherwise alienate any Branch Club property in accordance with the Committee's directions. The Trustees may also, on the direction of the Committee, represent the Branch Club in any litigation. 14A.3. In practice, the role of the Branch Club Property Trustees will normally be that of signatories (as tenants) to the fair rent lease or fair rent supplemental lease (see para 14A.7 below) granted by the Branch to the Branch Club as required by the Charity Commission. Where, exceptionally, Branch Club Property Trustees are appointed to hold freehold land or buildings owned by the Branch Club their duties are similar to Branch Property Trustees as described at Chapter 4 of this Handbook. APPOINTMENT OF BRANCH CLUB PROPERTY TRUSTEES 14A.4. CHQ may not be appointed as Trustees on behalf of a Branch Club. The Committee appoints the Branch Club Property Trustees who:

a. May be Members of the Committee but should, preferably, be independent of the Committee; b. May not also be Branch Property Trustees as this could lead to a conflict of interests; c. Must act together and may not delegate their powers; d. May not derive any personal benefit or profit from their office or put themselves in a position where a clash might arise between their private interests and their duties as Branch Club Property Trustees. However, they may claim costs or expenses incurred in carrying out their duties, and should be reimbursed out of Branch Club funds; e. Have a general duty in law to exercise reasonable care, their actions to be those taken by a prudent and responsible person. The Association has now obtained indemnity insurance for Branch Club Property Trustees which will cover any honest mistakes and errors of judgment, and protect those who act properly against the adverse effects of any co-Trustee who does not; f. Each have a liability which is limited to such funds as are actually received by the Trustee.

The Committee should ensure that there are not less than two or more than four Branch Club Property Trustees. 14A.5. When Branch Club Property Trustees are appointed a deed recording the appointment should be drawn up together with a Land Registry transfer (registered land) or conveyance (unregistered land) vesting legal title in the continuing and new Trustees. Normally a retirement will be accompanied by an

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appointment to replace the retired Trustee so the matters would be dealt with in one deed. If only a retirement is involved and needs to be recorded, a deed of retirement is not essential but the transfer or conveyance will still be needed. The deed should be drawn up by a solicitor and it is recommended that, as far as possible, the deed should follow the draft shown at Annex C to Chapter 4 of this Handbook. DEATH OF A BRANCH CLUB PROPERTY TRUSTEE 14A.6. No formal deed is necessary if a deceased Branch Club Trustee is not being replaced. A copy of the Death Certificate should be obtained and placed with the deeds (unregistered land) or sent to HM Land Registry (registered land). If a deceased Branch Club Trustee is being replaced, then the procedure as on retirement should be followed. SUPPLEMENTAL LEASE 14A.7. To avoid going through the full procedure of establishing a fair rent again when a Branch/Club lease expires, a supplemental lease has been introduced. This lease extends the terms of the original lease and may only be used for lease renewal when an original lease expires. There is still a need, however, to contact the County Court to agree the exclusions to the Landlord and Tenant Act. Further details can be obtained from Area Headquarters. QUERIES ON BRANCH CLUB PROPERTY TRUSTEE MATTERS 14A.8. Queries on Branch Club Trustee matters should be referred to Area Headquarters. If the question cannot be resolved at that level, then it should be referred to CHQ.

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ANNEX B TO CHAPTER 14

PERMITTED HOURS FOR THE

SUPPLY OF INTOXICATING LIQUOR

PERMITTED HOURS 14B.1. Under The Licensing Act 2003 there are no set Permitted Hours. The proposed hours for the sale of alcohol and any other hours where the Club is open to members are included in the Club’s Operating Schedule which formed part of the original application for a Club Premises Certificate. The Club can change its opening hours by applying to the local authority for a Variation of its Club Premises Certificate. DRINKING-UP TIME 14B.2. The Licensing Act is silent on the issue of “Drinking Up Time”. Clubs would be expected to make an appropriate byelaw to cover drinking up time.

Effective May 2011 5/2011

Annex C to

Chapter 14

THE ROYAL AIR FORCES

ASSOCIATION

STANDARD CLUB RULES

Effective May 2011 5/2011

NOTE ON STANDARD CLUB RULES

These Standard Club Rules are based on the Licensing Act 2003. This Act applies to Clubs in England and Wales. However, Branch Clubs in Northern Ireland, Scotland and Overseas are expected to adopt them except where local Licensing Laws require variations. The Rules are effective from 15 May 2011.

A commentary on the application of the Rules can be found at Chapter 16 of The Royal Air Forces Association Administrative Handbook. Further advice, if required, should be sought in the first instance from Area Headquarters.

Details of the reasons for a trustee being disqualified as a trustee can be found at Annex B to Chapter 4 of The Royal Air Forces Association Administrative Handbook.

May 2011

1 5/2011

STANDARD CLUB RULES - CONTENTS

SUBJECT RULE PAGE

Definitions and Interpretation 1 SCR-1

Authority and Date of Effect 2 SCR-1 Liability 3 SCR-2 Amendment of the Rules 4 SCR-2 Byelaws 5 SCR-2 Club Name and Premises 6 SCR-2 Objects of the Club 7 SCR-2 Membership 8-13 SCR-3 Classes of Membership 8 SCR-3 Eligibility for Membership 9 SCR-3 Admission to Membership 10 SCR-3 Subscriptions 11 SCR-4 Rights, Privileges and Conditions 12 SCR-4 Cessation of Membership 13 SCR-5 The Officers of the Club 14 SCR-5 The Committee 15-19 SCR-6 Membership 15 SCR-6 Powers and Duties 16 SCR-6 Appointment of Trustees 17 SCR-7 Proceedings 18 SCR-8 Casual Vacancies 19 SCR-8 General Meetings 20-27 SCR-8 Annual General Meetings 20 SCR-8 Special General Meetings 21 SCR-8 Notice of General Meetings 22 SCR-8 Notification of and Nominations for Election 23 SCR-9 Business to be Conducted at Annual General Meetings 24 SCR-9 Chairmanship of General Meetings 25 SCR-9 Voting at General Meetings 26 SCR-9 Conduct of Business at General Meetings 27 SCR-9 Use of the Club 28-32 SCR-10 Limitations on Use 28 SCR-10 Guests 29 SCR-10 Associate Members and Other Guests 30 SCR-10 Gaming 31 SCR-11 Persons Under Age 18 32 SCR-11 Conduct 33 SCR-11 Finance and Accounts 34-39 SCR-11 Club Bank Accounts 34 SCR-11 Club Annual Accounts 35 SCR-11 Expenses 36 SCR-11 Payments to a Member of the Club 37 SCR-11 Authorisation of Expenditure 38 SCR-12 Stocktaking 39 SCR-12 Investments 40 SCR-12

2 5/2011

Dissolution of Club 41 SCR-12 Schedule 1 to Standard Club Rules S1-8 SCR-13 Authority and Date of Effect S1 SCR-13 Definitions S2 SCR-13 Amendment of the Regulations S3 SCR-13 Object of the Scheme S4 SCR-13 Membership S5-S8 SCR-13 Eligibility for Membership S5 SCR-13 Admission to Membership S6 SCR-14 Rights, Privileges and Conditions S7 SCR-14 Cessation of Membership S8 SCR-14

Schedule 2 to Standard Club Rules S1-S7 SCR-15

Power of the Committee as Regards Action S1 SCR-15 Power to Take Immediate Action S2 SCR-15 Notification to Member S3 SCR-15 Procedure at a Hearing by the Committee S4 SCR-15 Re-application for Membership S5 SCR-16 Refund of Subscription S6 SCR-16 Effect of Lapse of Membership During Procedure S7 SCR-16

SCR-1 5/2011

THE ROYAL AIR FORCES ASSOCIATION

STANDARD CLUB RULES

DEFINITIONS AND INTERPRETATION

SCR 1. (1) In these Standard Club Rules, unless the subject or the context otherwise require:

"independent examiner" means an independent person who is reasonably believed by the Branch Committee to have the requisite ability and practical experience to carry out a competent examination of the accounts;

"qualified auditor" means a person who is eligible for appointment as a company auditor in accordance with Section 25 of the Companies Act 1989, or who is a member of a body for the time being specified in regulations under Section 44 of the Charities Act 1993 and is, under the rules of that body, eligible for appointment as an auditor;

"the Act" means the Licensing Act 2003, or in Scotland the Licensing (Scotland) Act 1976, or in Northern Ireland the Registration of Clubs Act (Northern Ireland) 1976 or any statutory modifications or re-enactments thereof;

"the Area Council" means the Council of the Area to which the Branch has been allocated;

"the Area Headquarters" means the Headquarters of the Area to which the Branch has been allocated;

"the Association" means The Royal Air Forces Association;

"the Branch" means The Royal Air Forces Association Branch;

"the Club" means the Branch Club formed by the Branch and registered under the Act;

"the Committee" means the Elective Committee of the Club as constituted under Rule 15;

"the Council" means the Council of The Royal Air Forces Association;

"the Headquarters" means the Central Headquarters of the Association.

(2) Where reference is made to categories of membership of the Branch or other matters related to the Branch these Rules shall be read in conjunction with the Royal Charter, Rules, Byelaws and Standard Branch Regulations of the Association.

(3) Words importing the male gender shall include the female gender and vice versa and words importing the singular shall include the plural and vice versa.

AUTHORITY AND DATE OF EFFECT

SCR 2. (1) These Rules, having been approved by the Association at its Annual Conference in 2011, shall come into operation on 15 May 2011 and as from that date any Rules then in force shall cease to have effect. (2) The Club is formed in accordance with the authority granted by the Council and is authorised to use the name of the Association. Provided that such authorisation may be withdrawn by the Council if the Club has not conformed with its requirements and/or these Rules and/or has brought or could bring the Association into disrepute.

LIABILITY

SCR 3. The Club and the Committee shall not pledge the credit of the Branch or the Association or incur any financial liability whatsoever in the name of or on behalf of the Branch or the Association nor shall the Branch or the Association be liable for any action, omission, neglect or default done or committed by the Club or the Committee.

SCR-2 5/2011

AMENDMENT OF THE RULES

SCR 4. (1) The Branch may seek amendment of these Rules by forwarding a resolution for consideration at an Association Annual Conference. Any such resolution may only be forwarded following a resolution carried at a General Meeting of the Branch.

(2) Where amendment to these Rules is required as a condition of issuing a Club Premises Certificate such amendment shall be reported forthwith to the Area Headquarters.

(3) The Club may apply to the Area Council for a local variation to these Rules. Any such application shall only be made following a resolution carried by a majority of the Members present and voting at a General Meeting of the Club. A copy of any such application shall be provided to the Branch at the time it is submitted to the Area Council.

BYELAWS

SCR 5. (1) The Committee may make Byelaws for regulating the affairs of the Club.

Provided that any such Byelaws are consistent with these Rules and that a copy of any Byelaw made shall be sent to the Area Headquarters and to the Branch.

(2) Any Byelaws made under this Rule shall come into force on such date as may be determined by the Committee and may be revoked, altered or added to by subsequent Byelaws made by the Committee.

(3) A copy of any Byelaws made by the Committee shall, on request, be made available for inspection by any member of the Club.

CLUB NAME AND PREMISES

SCR 6. (1) The Club shall be known by the name given to it by the Branch. Provided that its full title, when used, shall include the words "The Royal Air Forces Association [Name of Branch] Branch Club". (2) The Club shall be situated at such address as shall be determined by the Branch.

OBJECTS OF THE CLUB

SCR 7. (1) The Club shall be a Members Club holding a Club Premises Certificate or a Premises Licence under the Act.

(2) The objects of the Club shall be to:

(a) afford members the facilities for meeting together for the purposes of advancing the object of the Association, of fostering good fellowship and of perpetuating and advancing the spirit of comradeship formed during service with Her Majesty's Air Forces;

(b) provide means of recreation and the other advantages of a social club for its members and their guests;

(c) provide catering and refreshment facilities.

SCR-3 5/2011

MEMBERSHIP

Classes of Membership SCR 8. (1) There shall be the following classes of membership: (a) Ordinary Member; (b) Associate Member; (c) Honorary Member. (2) The persons identified in Rule 9 shall be eligible for membership.

Eligibility for Membership SCR 9. (1) A person shall be eligible for Ordinary Membership of the Club if he is an Ordinary or Life Member of the Branch.

(2) A person shall be eligible for Associate Membership of the Club if he is an Associate Member of the Branch.

(3) A person shall be eligible for Honorary Membership of the Club if he is a person of distinction or has rendered outstanding service to the Branch or the Club.

Admission to Membership SCR 10. (1) On the initial formation of the Club all Ordinary and Life Members of the Branch shall be deemed to have applied for Ordinary Membership of the Club and their names shall be prominently displayed in the Club premises as candidates for such membership. The date on which their names are so displayed shall be deemed to be the date of nomination for membership.

Provided that any Ordinary or Life Member of the Branch not wishing to accept Ordinary Membership of the Club under the provisions of this clause shall notify the Secretary of the Club within 21 days of the date of nomination and his membership shall be cancelled.

(2) Subsequent to the initial formation of the Club an Ordinary or Life Member of the Branch shall apply to the Secretary of the Club for Ordinary Membership of the Club on the application form provided for that purpose. The application must be proposed and seconded by Ordinary Members of the Club. A notice of candidature shall then be displayed prominently in the Club premises in a part frequented by the members for not less than two days before election to membership by the Committee shall take place.

Provided that if such application is rejected on the grounds of alleged ineligibility, then the notification to the applicant shall specify briefly the grounds on which ineligibility was found, but in any other case shall state that the applicant has been rejected without giving any reason.

(3) An Associate Member of the Branch shall apply to the Secretary of the Club for Associate Membership of the Club on the application form provided for that purpose. The application must be proposed and seconded by Ordinary Members of the Club. A notice of candidature shall then be displayed prominently in the Club premises in a part frequented by the members for not less than two days before election to membership by the Committee shall take place.

Provided also that, if such application is rejected on the grounds of alleged ineligibility, the notification to the applicant shall specify briefly the grounds on which ineligibility was found, but in any other case shall state that the applicant has been rejected without giving any reason.

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(4) Two Ordinary Members of the Club may propose any person eligible under the provisions of Rule 9(3) as an Honorary Member of the Club by putting forward a resolution to a General Meeting of the Club. If the resolution is carried by the Meeting a notice of the nomination shall then be displayed prominently in the Club premises in a part frequented by the members for not less than two days before the Committee shall invite the nominated person to accept Honorary Membership.

(5) A candidate for Ordinary or Associate Membership who is rejected for membership on the grounds of alleged ineligibility shall have a right of appeal, including the right to be heard in person, to the Committee.

(6) No candidate whose application for membership is rejected may re-apply for membership until the expiration of six months from the time of his rejection.

Subscriptions SCR 11. (1) The subscription paid by an Ordinary or Life Member of the Branch for his membership of the Association shall be considered to be his subscription as an Ordinary Member of the Club.

Provided that, where determined by an Annual or Special General Meeting of the Club, an additional annual subscription may be levied and required to be paid to the Club.

Provided also that, where determined by an Annual or Special General Meeting of the Club, a reduced additional annual subscription shall be paid by Ordinary Members joining the Club after a specified date in the year.

(2) Subject to the provisions of Rule 10(3) the subscription paid by an Associate Member of the Branch for his membership of the Association shall be considered to be his subscription as an Associate Member of the Club.

Provided that, where determined by the Committee, an additional annual subscription may be levied and required to be paid to the Club.

Provided also that, where determined by the Committee, a reduced additional annual subscription shall be paid by Associate Members joining the Club after a specified date in the year.

(3) When levied, additional annual subscriptions shall be due on receipt of notification of admission as a member of the Club and subsequently on the first day of January in each year or such other date as may be determined by the Committee.

Rights, Privileges and Conditions SCR 12. (1) An Ordinary Member of the Club shall have the rights and privileges and shall be subject to the conditions as set out below. (a) he shall be entitled to attend any General Meeting of the Club and shall have full voting and deliberative powers; (b) he shall be entitled, if elected or co-opted, to hold office or be a Member of the Committee,

(c) if suspended or expelled by the Committee he shall be entitled to appeal, including the entitlement to be heard in person, to the Committee:

(d) he shall conform to the Rules and Byelaws of the Club. (2) An Associate Member of the Club shall have the rights and privileges and shall be subject to the conditions as set out below: (a) he shall be entitled to attend any General Meeting of the Club and shall have full voting and deliberative powers; (b) he shall be entitled, if elected or co-opted, to be a Member of the Committee;

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(c) if suspended or expelled by the Committee he shall be entitled to appeal, including the entitlement to be heard in person, to the Committee; (d) he shall conform to the Rules and Byelaws of the Club. (3) An Honorary Member of the Club shall have the rights and privileges and shall be subject to the conditions as set out below: (a) he shall be entitled to attend any General Meeting of the Club but shall not vote on or, except by invitation of the Chairman of the Meeting, take part in discussion of the business of the Club; (b) he shall conform to the Rules and Byelaws of the Club.

Cessation of Membership SCR 13. (1) When an Ordinary or Associate Member of the Club ceases to be a member of the Branch he shall, with immediate effect, cease to be a member of the Club.

(2) In the case that an additional annual subscription is levied in accordance with Rule 11, membership of the Club shall cease if the renewal subscription has not been paid by 31 January each year or by such other date as may be determined by the Committee.

(3) The Committee at its discretion and without a right of appeal against its decision, may cease the membership of an Honorary Member.

THE OFFICERS OF THE CLUB

SCR 14. (1) The Officers of the Club shall be the Chairman, the Vice-Chairman, the Secretary and the Treasurer and shall be elected by the Club Members at an Annual General Meeting.

(2) The Chairman and the Vice-Chairman shall be Ordinary Members of the Club. However, Associate Members are permitted if there are no other nominations or volunteers. The Secretary and the Treasurer positions may be filled by either Ordinary or Associate Members of the Club.

Provided that an Associate Member standing for election is considered to have the necessary qualifications and experience.

(3) The Officers of the Club shall hold office for one year from the conclusion of the Annual General Meeting at which they were elected to the conclusion of the next Annual General Meeting and shall be eligible for re-election.

(4) An Officer of the Club shall cease to be an Officer before the expiration of his term of office if he resigns from office or ceases to be a Member of the Club.

(5) An Officer of the Club shall be disqualified from being an Officer if he: (a) is disqualified from acting as a trustee under the provisions of the Charities Act 1993 (or any statutory re-enactment or modification of that Act) ; (b) becomes incapable by reason of mental disorder, illness or injury of managing and administering his own affairs; (c) is absent without reasonable excuse for three or more consecutive meetings of the Committee. (6) An Officer of the Club may be removed before the expiration of his term of office by a General Meeting called for the purpose at which a resolution to that effect is carried by a majority of not less than two-thirds of the Ordinary Members present and voting.

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THE COMMITTEE

Membership SCR 15. (1) The Committee shall comprise, subject to a balance in favour of Ordinary Members: (a) the Officers of the Club who shall be ex-officio members; (b) not more than the number determined by the Club in General Meeting of Ordinary and Associate Members elected by the Members at an Annual General Meeting who shall be known as the Additional Members. (2) The Committee may also comprise not more than a total of two Ordinary or Associate Members who may be co-opted by the Committee and who shall be known as the Co-opted Members. (3) The Officers of the Club and the Additional Members of the Committee shall have full voting and deliberative powers. At the discretion of the Committee the Co-opted Members may be granted voting and deliberative powers.

Provided that, if the Co-opted Members are not granted voting powers, then they shall not be held legally liable for the Committee's decisions. (4) The Additional Members shall hold office for one year from the conclusion of the Annual General Meeting at which they were elected to the conclusion of the next Annual General Meeting, and shall be eligible for re-election. (5) An Additional Member of the Committee shall cease to be a Member of the Committee before the expiration of his term of office if he resigns from the Committee or ceases to be a member of the Club.

(6) The Co-opted Members shall hold office from the date of their co-option until the first meeting of the Committee after the conclusion of the next Annual General Meeting.

(7) The provisions of Rules 14(5) and 14(6) regarding the disqualification or removal from office of an Officer of the Club shall also apply to the Additional and Co-opted Members of the Committee.

(8) A Co-opted Member shall stand down from the Committee before the expiration of his term of office if required to do so by the Committee.

Powers and Duties SCR 16. (1) Subject to the provisions of these Rules, the Committee shall be the governing body of the Club and shall have the management and control of the affairs of the Club and the administration of the property and income thereof with the power to delegate, subject to such instructions, reservations or restrictions as it may think fit, any of its powers and duties to a sub-committee appointed from amongst its members.

Provided that, where the Club leases property from the Branch, it shall do so in compliance with the terms and conditions required by the Council.

Provided also that the Committee shall not delegate any of its powers and duties in relation to the expulsion or suspension of a member of the Club under Schedule 2 to these Rules or its powers to invest monies under Rule 40. (2) The Committee shall have the power to employ staff for the Club, to decide their duties, remuneration and other terms of employment and to terminate such employment.

Provided that, where an employee such as a Bar Steward has responsibilities for stock or cash, the person so employed shall be required to make a cash deposit and/or be insured by a fidelity

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bond in respect of deficiencies in stock or cash resulting from theft or other felony by the employee.

Provided also that, where an Ordinary or Associate Member of the Club is a contracted employee of the Club, he shall be required, during his contracted term of employment, to have his membership of the Branch transferred to his Area Headquarters Branch or any other Branch of his choice and his membership of the Club shall be suspended for the period of his employment.

(3) The Committee shall have the power to suspend or expel a member under the provisions of Schedule 2 to these Rules.

(4) The Committee shall have the control of the purchase and supply of intoxicating liquor on the Club premises.

(5) The Committee shall ensure that the Club is operated so as to conform to the provisions of the Act including application for initial and renewal Club Premises Certificate or Premises Licence.

(6) The Committee shall ensure that any necessary licenses or certificates in respect of gaming, entertainment or other activities that take place in the Club shall be obtained and shall be displayed as required. The Committee is also required to notify the local Council of the details of the nominated person (usually the Club Secretary) who holds the Club Premises Certificate or Premises Licence.

(7) The Committee shall fix the hours for the supply and consumption of intoxicating liquor in accordance with the terms of the Act and shall ensure that the hours are prominently displayed in the Club bar(s). (8) The Committee shall comply with instructions issued on the authority of the Council or the Area Council. (9) The Committee shall provide such information regarding the Club, including regular financial reports, as may be required by the Council or Area Council. (10) The Committee shall ensure that all appropriate insurances, including liability insurance for the Club against third party claims, are effected.

Appointment of Trustees SCR 17. (1) Where the Club acquires or holds land or premises, including holding land or premises under lease, the Committee shall appoint not less than two nor more than four Ordinary Members of the Club as trustees to hold such land or premises. (2) An Ordinary Member of the Club shall be disqualified from being a trustee if he: (a) is disqualified from acting as a trustee under the provisions of the Charities Act 1993 (or any statutory re-enactment or modification of that Act); (b) becomes incapable by reason of mental disorder, illness or injury of managing and administering his own affairs. (3) A trustee may be removed from his appointment by a decision of the Committee. (4) The liability of a trustee shall be limited to such funds of the Club as may be actually received by him.

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Proceedings SCR 18. (1) The Committee shall meet together for the transaction of business as often as may be necessary but normally once a month. (2) The quorum necessary for the transaction of business of the Committee shall be not less than half of those eligible to attend and to vote and shall include at least two Officers.

Provided also that the majority of those attending the meeting with voting rights shall be Ordinary Members.

(3) The business of the Committee shall be transacted in such a manner as the Committee may determine subject to such direction on the conduct of business as may be given by the Club in General Meeting.

Casual Vacancies

SCR 19. Any casual vacancy amongst the Officers of the Club shall be filled by appointment by the Committee and such a vacancy shall be filled forthwith. Any other casual vacancy in the Committee may be filled by appointment by the Committee at its discretion. The person appointed to fill a casual vacancy shall hold office until the conclusion of the next Annual General Meeting of the Club.

GENERAL MEETINGS

Annual General Meetings SCR 20. An Annual General Meeting of the Club shall take place on such date as may be fixed by the Committee between 1 January and 31 March each year.

Provided that the Annual General Meeting of the Club shall take place before the Annual General Meeting of the Branch.

Special General Meetings SCR 21. (1) A Special General Meeting may be summoned at any time by the Committee or on the direction of the Council, the Area Council or the Committee of the Branch. A Special General Meeting shall be so summoned on the written request of not less than one-tenth of the Ordinary Members of the Club.

Provided that a request by 30 Ordinary Members shall also be deemed to be a valid request if that number is less than one-tenth of the Ordinary Members. (2) A Special General Meeting shall be held not less than 14 days nor more than 21 days after receipt of the requisition. No business other than that stated in the request shall be transacted at such a meeting.

Notice of General Meetings SCR 22. At least 14 days' notice of all Annual or Special General Meetings shall be given to the members of the Club by a notice prominently displayed in the Club.

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Notification of and Nominations for Election SCR 23. The notice of an Annual General Meeting shall include notification of any Officer and Additional Member elections to take place at the meeting and shall invite nominations to fill the vacancies. Nomination forms, on which acceptances of nomination by the members concerned shall be certified, must be signed by two Members of the Club and forwarded to the Secretary at least seven days before the date of the Annual General Meeting.

Provided that, if there be no nomination for these positions, then the Members present shall be entitled to nominate any eligible member who is willing to accept the position.

Business to be conducted at Annual General Meetings SCR 24. The business to be transacted at an Annual General Meeting: (a) shall comprise: (i) consideration of the Report from the Committee for the past year; (ii) consideration of the Statement of Accounts for the preceding financial year and the Report of the Auditor or Independent Examiner; (iii) election of the Auditor or Independent Examiner; (iv) election of the Chairman, the Vice-Chairman, the Secretary and the Treasurer; (v) consideration of any resolutions forwarded by Ordinary and Associate Members of the Club to the Secretary at least seven days before the date of the meeting. (b) may comprise election of the Additional Members of the Committee.

Chairmanship of General Meetings SCR 25. The Chairman or, in his absence, the Vice-Chairman shall take the Chair at General Meetings. In the absence of the Chairman and the Vice Chairman, the Meeting shall elect a Chairman from amongst the Ordinary and Associate Members present.

Voting at General Meetings

SCR 26. Voting at General Meetings shall be by a count of hands or, where a majority of those present and entitled to vote demand, a ballot. In the case of a contested election voting shall be by ballot.

Conduct of Business at General Meetings

SCR 27. (1) The business of General Meetings shall be conducted in such manner as the Committee may decide subject to such direction on the conduct of business as may be given by the Club in General Meeting.

(2) The quorum for a General Meeting shall be not less than two Officers of the Club and such number of Ordinary Members as shall be present.

(3) A copy of these Rules, of the Royal Charter, Rules, Byelaws and Standard Branch Regulations of the Association and of any Byelaws made by the Club shall be available at General Meetings.

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USE OF THE CLUB

Limitations on Use

SCR 28. Subject to any contracted rights for the Branch to use the Club, the Committee may refuse admission to any member or members at any time or limit the admission of any member or members to such times and such parts of the premises as it deems necessary in the interests of the Club. Notice of any such limitations shall be effective if prominently displayed in the Club.

Guests

SCR 29. Guests of members, or of the Club may use the Club in such numbers, on such days and during such times as the Committee may decide.

Provided that:

(a) on arrival, guests and their hosts shall sign their names in the book provided and guests shall enter their full address in the book;

(b) guests shall be accompanied by their host member and shall leave the Club at the time of or before the departure of their host;

(c) no person shall be introduced as a guest who has been expelled from the Association; whose application for membership of the Branch or the Club has been rejected; whose membership of the Club has lapsed, or whose conduct or presence is considered by the Committee objectionable or prejudicial to the interest of the Club;

(d) a guest shall not be supplied with intoxicating liquor for consumption off the premises;

(e) hosts shall be responsible for the conduct of their guests whilst on the Club premises.

Associate Members and Other Guests

SCR 30. (1) Any person who has joined the Association is automatically a member of the Inter-Affiliation Scheme and may, together with his guest or guests, be admitted to the Club and may purchase intoxicating liquor from the Club for consumption on the premises only. Provided that admission shall be in accordance with the Regulations for the Inter-Affiliation Scheme at Schedule 1 to these Rules.

Provided also that any guests of a member or the Club admitted under the Scheme shall conform to the provisions of Rule 29.

(2) Subject to the approval of the Committee, the following Persons may be admitted to the Club premises and may purchase intoxicating liquor for consumption on the premises only as Guests of the Club:

(a) members of visiting sports teams, their officials and supporters engaged in matches in which a representative or representative team of the Club is participating;

(b) members of Her Majesty's Forces or ex-Service organisations visiting the Club for a Club function or for the purpose of conducting a meeting related to their organisation;

(c) persons attending a bona fide function of a member's personal or family nature;

(d) persons attending other functions organised to further the objects of the Club, not to exceed 12 functions in any 12 month period.

Provided that on arrival such persons shall sign the book provided stating the name of their club or organisation or reason for visit.

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Gaming

SCR 31. Subject to the approval of the Committee and any Byelaws that the Committee may make, lawful gaming activities may take place at the Club.

Persons Under Age 18

SCR 32. (1) Intoxicating liquor shall not be supplied to any person under the age of 18 years nor shall any person under the age of 18 years consume any intoxicating liquor on the Club premises.

(2) No person under the age of 18 years shall take part in any gaming activities in the Club.

CONDUCT

SCR 33. The Committee shall take any necessary action in relation to the conduct of a member in accordance with the provisions of Schedule 2 to these Rules.

FINANCE AND ACCOUNTS

Club Bank Accounts

SCR 34. All monies received for the Club shall be banked without delay into a bank account held in the full title of the Club. The account shall be operated by the Treasurer. There shall be two signatories on any cheques drawn on this account. The Committee shall determine the authorised signatories, at least one of whom shall be an Officer of the Club.

Club Annual Accounts

SCR 35.(1) The accounts of the Club for the period 1 January to 31 December shall be examined annually under arrangements made by the Committee and the audited accounts shall be forwarded to the Branch as soon as possible after the year end and in any event in time for the Branch to hold its Annual General Meeting before 31 March.

Provided that where the gross annual turnover of the Branch Club exceeds £25,000 or such other amount as the Council may direct, a qualified auditor shall be appointed by the Branch to audit the accounts of both the Branch and the Branch Club.

(2) The annual accounts of the Club shall be provided to the Branch in the format laid down in administrative instructions made by or on behalf of the Council.

Expenses

SCR 36. Where reasonable expenses are necessarily incurred by a Member of the Committee, such expenses may be reimbursed from Club funds.

Payments to a Member of the Club

SCR 37. The business of the Club shall normally be carried out without payment to individual members of the Club. Exceptionally:

(a) the Club in General Meeting may authorise an honorarium payment to a member of the Club for general services rendered in carrying out the functions and responsibilities of the Committee;

(b) the Committee may authorise a payment to a member of the Club for a specific service provided in dealing with a necessary matter related to the functions and responsibilities of the Club.

Provided that any member who, because of such payments has a financial interest in a matter being considered at a General Meeting of the Club or at a meeting of the Committee, shall declare such interest and shall not vote on the matter.

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Authorisation of Expenditure

SCR 38. Only the Committee, by a decision at a meeting of the Committee, or a person specifically authorised by the Committee shall have power to order stock or other goods from traders or to incur other expenditure on behalf of the Club.

Provided that any person specifically authorised by the Committee to incur expenditure shall be given a written instruction as to the limits of his authority to incur expenditure.

Stocktaking

SCR 39. Stocktakers qualified by previous experience of this class of work shall be appointed to take stock at the end of each quarter of the year and at such other times as the Committee directs.

Provided that, where the gross annual turnover of bar sales exceeds such sum as the Council may direct, a professionally qualified stock taker shall be employed to take stock every month.

INVESTMENTS

SCR 40. Any of the funds of the Club not immediately required for the purposes of the Club shall be invested to the credit of the Club in the Club's bank deposit account or a Building Society deposit account. Exceptionally, where the Committee wishes to invest the funds in other forms of investment such investment shall be referred for approval to the Committee of the Branch.

DISSOLUTION OF THE CLUB

SCR 41. (1) Any resolution for the dissolution of the Club shall be considered at a Special General Meeting of the Club. At such a meeting, a majority of two-thirds of the Ordinary Members present shall be required for the resolution to be carried.

(2) On dissolution, any remaining assets of the Club after payment of debts and liabilities shall be transferred to the Branch unconditionally.

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SCHEDULE 1 TO STANDARD CLUB RULES

REGULATIONS GOVERNING THE ROYAL AIR FORCES ASSOCIATION INTER-AFFILIATION SCHEME

AUTHORITY AND DATE OF EFFECT

S1-1. These Regulations for the Royal Air Forces Association Inter-Affiliation Scheme, having been approved by the Council at its meeting on 21 June 1997, shall come into operation on 1 January 1998 and as from that date any Rules and Regulations then in force shall cease to have effect.

DEFINITIONS

S1-2. (1) In these Regulations words and expressions to which meanings are assigned by the Standard Club Rules shall, unless the subject or context otherwise require, have the same respective meanings and, if there is any discrepancy, the Standard Club Rules shall prevail.

(2) In these Regulations, unless the subject or context otherwise require:

"a Club" means a Branch Club of the Association;

"Inter-Affiliation Card" means the card used to identify a person who is eligible for membership of the Royal Air Forces Association Inter-Affiliation Scheme;

"the Scheme" means the Royal Air Forces Association Inter-Affiliation Scheme.

AMENDMENT OF THE REGULATIONS

S1-3. The Branch may seek amendment of these Regulations by forwarding a resolution for consideration by the Council. Any such resolution may only be forwarded following a resolution carried by a majority of the Ordinary, Life and Associate Members present and voting at a General Meeting of the Branch.

OBJECT OF THE SCHEME

S1-4. The object of the Scheme shall be to foster comradeship within the Association by providing members of the Association with a means of visiting Clubs.

Provided that the Scheme shall not be used to avoid membership of a Club or non-acceptance of an application for such membership.

Provided also that the Committee has absolute discretion to refuse admission either to an individual member of the Scheme and his guests or to members of the Scheme and their guests generally, either on specific occasions or for particular periods of time if that is in the interests of the Club. Notice of any such limitations shall be effective if prominently displayed in the Club.

MEMBERSHIP

Eligibility for Membership

S1-5. A person shall be eligible for membership of the Scheme if he is:

(a) an Ordinary, Life or Full Associate Member of the Association;

(b) a Branch Associate Member;

(c) an Honorary Member of a Club.

Provided that a person who has been suspended from membership of the Association or membership of a Club shall not be eligible for membership of the Scheme whilst he is under suspension.

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Admission to Membership

S1-6. For the purposes of the Scheme a valid membership card of the Association shall be deemed to be an Inter-Affiliation Card and prima facie evidence of membership of the Scheme. In the case of an Honorary Member of a Club his membership card for the Club shall be deemed to be an Inter-Affiliation Card and prima facie evidence of membership of the Scheme.

Rights, Privileges and Conditions

S1-7. (1) A member of the Scheme has the right to request admission to a Club on his own behalf and that of his guests.

Provided that, when requesting such admission, he presents a valid Inter-Affiliation Card.

(2) A member of the Scheme who is admitted to a Club under the provisions of the Scheme shall have the same privileges and conditions as members thereof.

Provided that he and his guests shall not be supplied with intoxicating liquor for consumption off the premises.

Provided also that he and his guests shall not be entitled to attend General Meetings of the Club.

(3) A member of the Scheme shall, on each occasion that he visits a Club and is granted admission under the Scheme, enter his name and any other details required by the Club in the book provided for that purpose. If accompanied by guests he shall observe the requirements in the Rules and Byelaws of the Club as regards admission of guests.

(4) A member of the Scheme shall conform to the Rules and Byelaws of any Club to which he is admitted.

Cessation of Membership of the Scheme

S1-8. (1) A person who ceases to be a member of the Association for whatever reason shall cease to be a member of the Scheme.

(2) A person who has gained membership of the Scheme because of Honorary Membership of a Club shall cease to be a member of the Scheme if such Honorary Membership ceases.

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SCHEDULE 2 TO STANDARD CLUB RULES

REGULATIONS REGARDING CONDUCT

POWER OF THE COMMITTEE AS REGARDS CONDUCT

S2-1. If, in the opinion of the Committee, the conduct of a member is such as to cause injury to the Club's reputation or is against the interests of the members as a whole the Committee may formally warn the member as regards his conduct, suspend him from membership of the Club or expel him from the Club.

POWER TO TAKE IMMEDIATE ACTION

S2-2. If circumstances require immediate action to suspend a member then two Members of the Committee may take such action provided that such action is recorded and reported forthwith to the Committee.

NOTIFICATION TO MEMBER

S2-3. (1) Where the Committee takes action against a member as regards his conduct the Secretary shall:

(a) notify the member in writing of the allegations against him and the Committee's preliminary decision on the matter;

(b ) invite him to answer or explain the allegation or allegations;

(c) indicate that in the event of no explanation being forthcoming or of his admitting the allegation or allegations or of his written answer being considered to be unsatisfactory, the Committee will confirm its action;

(d) inform him that he has a right to appear in person before the Committee to answer or explain the allegation or allegations;

(e) inform him of the date on or before which he must reply (not being less than seven days from the deemed date of receipt of the written notice) and the date on or before which a personal appearance must be made (not being more than 21 days from the deemed date of receipt of the written notice);

(f) in the event of suspension or expulsion, inform him that his rights as a member are in abeyance other than those conferred by the provisions of this Regulation.

(2) The notification shall be sent in writing by registered post to the member's last known address, and shall be deemed to have been received within 14 days of posting.

PROCEDURE AT A HEARING BY THE COMMITTEE

S2-4. In the case that the member appears in person before the Committee, the Chairman shall read the allegation or allegations to the meeting. Evidence in support of the allegation or allegations may be given either by calling witnesses or reading statements. The member shall be entitled to be present throughout the proceedings and shall have the right to cross-examine any witness who appears in person, to make a statement and to call a witness or witnesses in his defence. At the conclusion of the member's defence, he shall retire. The Committee shall then consider whether any of the allegations made against him have been proved and, if so, the penalty to be imposed. The Committee may suspend the member from the Club in place of expelling him. A period of suspension not exceeding six months may be imposed by a majority of those present and eligible to vote, but expulsion or a longer period of suspension shall not be imposed except by a majority of not less than two thirds of those present and eligible to vote. The Secretary shall forthwith notify the member in writing of the decision of the Committee.

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RE-APPLICATION FOR MEMBERSHIP

S2-5. No person who has been expelled may re-apply for membership for a period of two years from the date of his expulsion.

REFUND OF SUBSCRIPTION

S2-6. A member who has been expelled or whose membership has been suspended, shall not be entitled to the refund of any subscription or any part thereof.

Provided that if on appeal the sentence of suspension or expulsion is reversed he shall be entitled to a refund of such portion of his subscription as the Committee shall think proper.

EFFECT OF LAPSE OF MEMBERSHIP DURING PROCEDURE

S2-7. Any member against whom proceedings have been taken under this Regulation who allows his membership to lapse before the prescribed procedure is concluded shall be considered as having resigned as a result of the proceedings.

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CHAPTER 15

BRANCH CLUB FINANCE AND ACCOUNTS

OVERALL RESPONSIBILITY FOR FINANCIAL CONTROL 15.1. The Committee has the collective responsibility of routine review and overall control of the Branch Club’s finances although many of the detailed responsibilities will devolve on the Treasurer. The requirement set out in Chapter 14.15 for the Treasurer to report regularly to the Committee on the Branch Club’s financial position is a very important method of maintaining this control and should be insisted on by the Committee. OPERATION OF THE BRANCH CLUB BAR FACILITIES 15.2. The key to the financial success of a Branch Club is careful management and close financial control of the bar facilities. There are many elements to such management and control but the main ones of direct concern to the Committee are:

a. Control Over the Ordering of Stocks. The Committee should ensure that there is a clearly defined practice as to who may place orders for bar stock and that there are clear financial limitations on individuals placing such orders; b. Stocktaking. A regular process of stocktaking is essential to have control over the finances of the bar operation. Minimum requirements for stocktaking are set out in Standard Club Rules but it is strongly recommended that stocktaking should be carried out at the end of each month; c. Security of Premises and Cash Holdings. Cash registers of the till roll type or with printout records in each bar, together with security locks on the bar shutters and doors, are essentials to controlled management. Duplicate keys for security locks and gaming machines should be limited to two or three at most. If a safe is installed, it should be bricked securely in position, with the master key lodged at the bank handling the Branch Club accounts and other key or keys held by nominated Committee Members. All key holders should be authorised by the Committee with signatures filed with the Secretary. After the bar is closed the cash till should be emptied, till rolls closed off and till drawers left open. Surplus cash should be banked as soon as possible; d. Financial Recording and Analysis. Careful recording and analysis of the financial transactions of the bar operation is a necessary element of control. There should be routine records of the various types of bar income and expenditure and any variation from normal levels should be examined closely as well as any adverse trends; e. Gross Profit Margin. Careful attention needs to be given to the gross profit margin on bar sales and, unless the bar is run entirely on a self help basis where a slightly reduced gross profit margin may be acceptable, a gross profit margin of at least 54% is needed to cover staff and other overhead costs; f. Staff Costs. Staff costs are a key factor as regards the profitability of a Branch Club. Experience has shown that two proportions are of particular importance:

(i) The percentage that bar staff wages and National Insurance represent of bar sales. If this percentage exceeds 18% and the gross profit margin has been set at a realistic level then attention needs to be paid to control of staff costs. This percentage guideline is used widely within the licensed trade as a measure of economic operation with some breweries and management companies considering that a lower proportion is more appropriate; (ii) The percentage that bar staff wages and National Insurance represent of gross profit from bar sales. This figure should be calculated excluding income from gaming machines. If this percentage exceeds 50% and the gross profit margin has been set at a realistic level then

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attention again needs to be paid to control of staff costs.

QUARTERLY RETURNS TO AREA HEADQUARTERS 15.3. There is a requirement that Branch Clubs make a financial return following the end of each quarter year to their Area Headquarters. The purpose of the return is to enable Area Councils meet their responsibilities in regard to the supervision of the activities within the Area. The returns provide a very useful way of analysing trends and identifying problems at an early stage with the aim of providing constructive support to Branch Clubs. This support is normally provided by the Association’s Clubs Adviser who is located at CHQ and is available for information and guidance on any club matter. BRANCH CLUB ANNUAL ACCOUNTS 15.4. Branch Clubs are required to produce audited annual accounts which have to be approved by the members at the Club’s Annual General Meeting. A copy of the accounts is then included with the Branch Accounts when forwarded to the Area Headquarters. The Branch Club annual accounts provide an important way of measuring the financial state of the Branch Club and should be carefully studied by the Committee. It can be helpful to have a historical analysis of the key figures from the accounts over recent years as this should highlight adverse trends in, for example, turnover or expenditure. 15.5. An example Branch Club Balance Sheet and Income and Expenditure Account is at Annex A. BRANCH CLUB TREASURER 15.6. The general responsibilities of the Branch Club Treasurer are set out in Chapter 14.15. It is helpful if some of these responsibilities can be dealt with by an Assistant Treasurer. 15.7. Chapter 6 of this Handbook is a guide to Branch Treasurers. Much of the guidance in that Chapter applies to Branch Club Treasurers and attention is drawn in particular to the paragraphs on the use of a Cash Book, on bank reconciliation statements, on the Balance Sheet, on the Income and Expenditure Account and on end of year adjustments and depreciation. The Branch Club Treasurer will, however, need to maintain additional accounts analysing takings in the bar on each day of trading and the purchases, sales and value of bar stocks. The analysis of takings in the bar should be straightforward but it is important to cover all elements of takings: eg, gaming machines, billiards and cigarette machine revenue should all be included as well as normal bar sales. Recording of stock movements and values requires a detailed monthly analysis of stock purchases, sales and stock values and gross profit margin. Your stocktaker will provide this. If the actual margin differs significantly from the planned margin this will require investigation to establish the reason for the variation. 15.8. Computerised accounting has increasingly become a practical and cost effective option for Branch Clubs. A number of software packages are now available to help both with the preparation of accounts and with financial management. BANK ACCOUNTS 15.9. Standard Club Rules require that a Branch Club bank account is maintained in the name of the Branch Club. There should be two signatories on cheques one of which will normally be the Treasurer. The Committee needs to decide on the authorised signatories and to require that monies are banked without delay. INVESTMENTS 15.10. Surplus Branch Club funds should not be left in a current account but placed on deposit. Interest on deposit accounts is liable to tax. To limit tax liability, the Committee could lend surplus monies, recoverable on demand, to the Branch. It should be noted, however, that any interest can only accrue to the Branch and cannot be returned to the Branch Club. Any such loan from a Branch Club to Branch should be recorded in the Committee minutes and must be shown in both the Branch and Branch Club annual accounts.

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FAIR RENT SCHEME 15.11. Where a Branch Club uses premises owned by the Branch then the Branch is required to lease the premises to the Branch Club at a rental determined under the provisions of the Association’s “Fair Rent” scheme. This scheme, which has been accepted by the Charity Commission, meets the requirement that the charitable property assets of the Branch provide an appropriate financial return when used for non-charitable purposes. Details of the scheme can be obtained from Area Headquarters. FIDELITY BONDS 15.12. In order to protect the Branch Club from financial loss, the Committee should require either a cash deposit from or a fidelity bond insurance in respect of an appointed Steward. Where the fidelity bond is in the form of a cash deposit the monies should be placed in a separate, interest bearing bank account. The interest will be liable to income tax. 15.13. Fidelity bond insurance is an alternative measure to protect the Branch Club. The Association’s brokers can provide competitive quotations for this. It should be noted that such insurance may be subject to specific conditions including obtaining and checking references for employees and establishing procedures for cash handling/checking and stocktaking and audit. Failure to meet the conditions could invalidate the insurance. The Committee should also consider extending the cover to include the Treasurer and/or other Members of the Committee with responsibilities as regards handling monies. Losses due to theft or fraud do occur but the temptation and opportunities can be reduced by an alert Committee which monitors the financial situation of the Branch Club closely and investigates swiftly any variations from normal income and expenditure and any unexplained changes in normal bar operation and practice. LOANS 15.14. Because the Branch Club is non-charitable neither the Association nor the Branch can loan monies to the Branch Club. The Association has the power to loan monies to the Branch in respect of the Branch premises but any such loan would be restricted to essential repairs and alterations to the property to protect its value as a charitable asset or to comply with statutory requirements. If the Branch Club requires additional finance it will normally have to seek such finance either as a bank overdraft or a loan from a Brewer, if necessary using the lease as security. The Committee needs to give careful thought to any borrowing and be confident that the repayments can realistically be achieved. Where monies are borrowed from a Brewer the “small print” of the agreement should be examined very carefully as failure to meet certain conditions - for example quantity of beer ordered - can result in financial penalties. TAX 15.15. Aspects of tax that will be of concern to Committees are:

a. Pay As You Earn (PAYE) Income Tax and National Insurance. Branch Clubs employing full or part-time staff are required to deduct income tax from staff wages and to pay National Insurance in respect of the staff. It is also necessary to keep records of payments to casual workers and to deduct tax in respect of those payments.

b. Tax on Branch Club Surplus and Income. Clubs have to pay Corporation Tax on their taxable income and chargeable gains which are called “profits”. HMRC may treat some clubs and unincorporated organisations with very small tax liabilities, (collectively known to HMRC as 'small clubs'), as dormant for Corporation Tax purposes.

To qualify, both of the following must apply:

• your organisation's annual Corporation Tax liability must not be expected to exceed £100

• you run your club or organisation exclusively for the benefit of its members

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If both these statements apply, HMRC will not send you a 'Notice to deliver a Company Tax Return' and will treat your organisation as dormant. They will review this at least every five years.

If a demand for such tax is received it is recommended that Branch Clubs seek advice from their accountants or from their local Corporation Tax Office. (Please note: Corporation Tax Offices can only deal with enquiries relating to Corporation Tax). c. Value Added Tax. Businesses with an annual turnover over a certain amount are required to register with HMRC for VAT. The qualifying amount is varied in each Budget. Branch Clubs should check with their local HMRC Office as to the current registration requirements. It is important that proper records and accounts of all inputs and outputs are maintained and that returns to HMRC are regularly submitted. The subject can be complicated and it is recommended that a Branch Club liable to VAT should seek advice either from its accountants or from the HMRC VAT Helpline 0845 010 9000. d. Council Tax. Council tax will be due on any residential part of a Branch Club such as the Steward’s flat. Depending on the contract with the Steward it will normally be the responsibility of the Steward to pay this tax. In some cases, where the Branch club had previously paid the Domestic Rates for the accommodation, it may have been appropriate to have enhanced the Steward’s salary to replace the benefit.

HONORARIA 15.16. Standard Club Rule 37(a) allows the payment of an honorarium to a member of the Club - for example, the Club Secretary. There are two potential problems in such payments. The first relates to income tax and it should be noted that the HMRC takes the view that such payments are income for the individual and expects that income tax and National Insurance Contributions will be deducted at source. The second relates to the effect on social security payments to the individual who might find that certain benefits may be abated because of the payment. The Treasurer should therefore arrange for the deduction of income tax and National Insurance Contributions on such a payment and warn the recipient of the potential adverse effect of the payment.

UNIFORM BUSINESS RATE 15.17. Non-residential property owned by RAFA Branches will be subject to Uniform Business Rate. The local authority will normally seek the Uniform Business Rate from the Branch as the owner of the property. Circumstances vary between local authorities but, because the Branch is charitable, the property could be given an 80% rate relief. Application may be made to the local authority for the additional 20% relief. The decision on whether or not to award rate relief lies with the local authority and may depend on the Authority’s view as to the use of the premises for charitable purposes. If difficulties arise the matter should be referred to Area Headquarters for advice. BRANCH CLUB ANNUAL AFFILIATION FEES 15.18. Resolution 21 at Annual Conference 2000 introduced a power to levy annual affiliation fees on Branch Clubs. The power is set out at Byelaw 50 and has the important proviso that the amount of the fee shall be based solely on the administrative costs incurred by the Association in relation to Branch Clubs. 15.19. It is the responsibility of Central Headquarters to notify Branch Clubs of the amount of the fee due.

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ANNEX A TO CHAPTER 15

EXAMPLE BALANCE SHEET

THE ROYAL AIR FORCES ASSOCIATION..........................................BRANCH CLUB

BRANCH CLUB BALANCE SHEET as at 31 December XXXX

31.12.XX 31.12.XX

£ £ £ £

FIXED ASSETS Fixtures and Fittings

xxxxx Balance as at 1 January xxxx xxxxx xxxxx Additions during year xxxxx xxxxx xxxxx xxxxx xxxxx Less: Depreciation xxxxx xxxxx

CURRENT ASSETS

xxxxx Debtors xxxxx xxxxx Bar Stocks xxxxx xxxxx Loan to Branch xxxxx xxxxx xxxxx Cash at Bank and in Hand xxxxx xxxxx

xxxxx xxxxx

Less: CURRENT LIABILITIES xxxxx Creditors xxxxx xxxxx Loan from Brewers xxxxx xxxxx xxxxx Subscriptions in Advance xxxxx xxxxx

TOTAL ASSETS LESS CURRENT

£xxxxx LIABILITIES £xxxxx

Financed by:

ACCUMULATED FUND xxxxx Balance as at 1 January xxxx xxxxx xxxxx xxxxx Add: Surplus/(deficit) for the year xxxxx xxxxx

LOAN FROM BREWERS

xxxxx Balance as at 1 January xxxx xxxxx xxxxx Less: Repayments during the year xxxxx

xxxxx xxxxx xxxxx xxxxx Add: Interest Accrued xxxxx xxxxx

£xxxxx CAPITAL EMPLOYED £xxxxx

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EXAMPLE INCOME & EXPENDITURE ACCOUNT

THE ROYAL AIR FORCES ASSOCIATION..................................BRANCH CLUB

BRANCH CLUB INCOME & EXPENDITURE ACCOUNT For the year ended 31 December xxxx

31.12.XX 31.12.XX

£ £ £ £

INCOME Bar Trading Account

xxxxx Sales xxxxx xxxxx Opening Stock xxxxx xxxxx Add: Purchases xxxxx xxxxx xxxxx xxxxx xxxxx Less: Closing Stock xxxxx xxxxx

xxxxx xxxxx Other Income

xxxxx Gaming Machine Takings xxxxx xxxxx Billiards and Snooker xxxxx xxxxx Club Subscriptions xxxxx xxxxx xxxxx Interest on Deposits xxxxx xxxxx

xxxxx xxxxx

Less: EXPENDITURE xxxxx Wages and National Insurance xxxxx xxxxx Rent xxxxx xxxxx Rates xxxxx xxxxx Insurances xxxxx xxxxx Repairs, Renewals and Maintenance xxxxx xxxxx Gaming Machine Rental xxxxx xxxxx Telephone xxxxx

Printing, Stationery, Advertising xxxxx and Postage xxxxx xxxxx Accountancy and Audit Fees xxxxx xxxxx Donations Made xxxxx xxxxx Social Functions xxxxx xxxxx Elective Committee Expenses xxxxx xxxxx Honoraria xxxxx xxxxx Bank Charges xxxxx xxxxx Sundry Expenses xxxxx xxxxx xxxxx Depreciation on Fixed Assets xxxxx xxxxx

£xxxxx Surplus/(deficit) for year carried to £xxxxx

Accumulated Fund

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CHAPTER 16

COMMENTARY ON STANDARD CLUB RULES

INTRODUCTION OF NEW STANDARD CLUB RULES 16.1. Following a review of Standard Club Rules (SCR) by Annual Conference 2007, new Standard Club Rules were introduced for Branch Clubs with effect from 20th February 2008. This Chapter provides a commentary on the new Rules. APPLICATION OF RULES 16.2. The Rules were drawn up to meet the requirements of the Licensing Act 2003 which applies to England and Wales. However, Branch Clubs in Scotland, Northern Ireland and Overseas are expected to adopt them unless local licensing laws require variations. AMENDMENT OF RULES 16.3. The procedure for seeking amendments to the Rules are set out at SCR 4. There are two primary methods of amendment:

a. Amendment of the Rules which apply to all Branch Clubs. This is achieved by a Resolution at an Association Annual Conference. Such a Resolution needs to be put forward by a Branch rather than a Branch Club; b. A local variation of the Rules to meet the circumstances of a particular Branch Club. An application for such a variation needs first to have been agreed at a General Meeting of the Branch Club and then submitted to the Area Council.

In addition, if a Licensing Authority requires a variation to Standard Club Rules as a condition of issuing a Club Premises Certificate or Premises Licence, the required amendment to the Rules must be reported straight away to the Area Director. 16.4. If the Rules are amended either by a Conference Resolution or by a local variation agreed by the Area Council it should be noted that Section 82 of the 2003 Licensing Act requires that the change of Rules is notified to the Licensing Authority, using the appropriate application form, copy of Club Rules, Club Premises Certificate and the appropriate fee. Failure by the Club Secretary to give notice of changes to Club Rules constitutes an offence under the Licensing Act 2003 and attracts a level 2 fine. BYELAWS 16.5. SCR 5 gives the Elective Committee the power to make Byelaws for the Branch Club. Byelaws can be valuable in dealing with Committee procedures and with local matters of conduct within the Club that are not appropriate to or included in the Rules. If it is felt appropriate to make Byelaws about the procedures of the Elective Committee then Annex A to Chapter 13 of this Handbook provides some useful guidance. CLASSES OF MEMBERSHIP 16.6. There are two main classes of membership of Branch Clubs which match the main classes of membership of the Association:

a. Ordinary Membership, for which only Ordinary or Life Members of the Association are eligible; b. Associate Membership, for which the two categories of Associate Membership - Full Associates and Branch Associates - as introduced by Resolution No 9 at Annual Conference 2000, are eligible. Members of this class of membership have limited rights within the Branch. As far as the Branch Club

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is concerned, there is no distinction drawn between these two categories in terms of their rights, privileges and conditions within the Branch Club. As Associate Members of the Club they do, however, have limited rights compared to the Ordinary Members of the Club.

In addition, there is a category of Honorary Life Membership for persons of distinction or who have rendered outstanding service. This class of membership does not have voting rights. ADMISSION TO MEMBERSHIP 16.7. SCR 10 deals with admission to membership. Elective Committees should note that it is important to adhere to these procedures as they reflect requirements in the Licensing Act. RIGHTS, PRIVILEGES AND CONDITIONS 16.8. Ordinary and Associate Members have the same Rights, Privileges and Conditions within the Club, however it is expected that the Club Chairman and Vice-Chairman would be Ordinary Members but in exceptional circumstances these positions may be filled by Associate Members. The Committee must comprise a balance in favour of Ordinary members. SUBSCRIPTIONS 16.9. SCR 11 gives this power to the Branch Club provided that the decision is taken at an Annual or Special General Meeting of the Club. The need for an Annual or Special General Meeting applies to decisions both on the initial level of the subscription and any increases to that level. DISQUALIFICATION FROM ACTING AS A MEMBER OF THE ELECTIVE COMMITTEE 16.10. SCR 14 (5) and SCR 15 (7) sets out the reasons why a Member of the Elective Committee may be disqualified from acting as such a member. The first reason given is that he is disqualified from acting as a trustee under the provisions of the Charities Act 1993 (or any statutory re-enactment or modification of that Act). The precise reasons for this disqualification are set out at Annex B to Chapter 4 of this Handbook. They include, amongst other matters, any conviction for an offence involving deception or dishonesty and being an undischarged bankrupt. Elective Committees should review Annex B to Chapter 4 so that they are aware of the potential reasons why a person can be disqualified from being a Member of the Committee.

POWERS AND DUTIES OF ELECTIVE COMMITTEE 16.11. SCR 16 sets out the powers and duties of the Elective Committee. This is an important Rule as it not only reflects certain requirements in the Licensing Act but also details responsibilities which must be undertaken by the Committee. In particular, the Committee:

a. Has the power to appoint sub-committees and delegate its powers and duties but not those related to expulsion or suspension of a member or investment of monies; b. Shall have the control of the purchase or supply of intoxicating liquor on the Club premises. This Rule does not prevent delegation to a sub-committee of responsibilities related to the operation of the bar but does require that the Committee retains ultimate control; c. Has the power to fix hours for the supply and consumption of intoxicating liquor in accordance with the Licensing Act; d. Is required to provide financial information as may be required by the Council or Area Council. An important element of this information is the quarterly return.

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TRUSTEES 16.12. The role of trustees of the Branch Club has been limited to acting as trustees of real property only, that is of land and premises or the leases thereof. Previously some Branch Club trustees have taken the view that they have a wider authority related to Branch Club affairs. The role of property trustees is, however, a more limited one in that they are required to act in relation to property transactions in accordance with the directions of the Elective Committee provided such instructions are lawful. If in doubt about the lawfulness of any instruction they should seek professional advice. The responsibility for decisions about the affairs of the Club lies firmly where it belongs - with the Elective Committee. USE OF CLUB 16.13. The Rules at SCR 28 to 32 about the use of the Branch Club have been carefully framed to take maximum advantage of the provisions of the 2003 Licensing Act. However, Licensing Authorities have some discretion in interpreting the Act and, if the Rules are challenged or if difficulties arise, the Area Director should immediately be informed so that advice can be provided. It should be noted that the provisions in the Rules limiting the supply of intoxicating liquor to guests and other visitors to consumption only on the premises of the Club reflect the requirements of the Licensing Act. 16.14. SCR 30 2(d) Reflects the maximum number of Temporary Events Notices (TENS) permitted for functions organised to further the objects of the Club in any 12 month period. STOCKTAKING 16.15. SCR 39 requires that stock takers qualified by previous experience are appointed to take stock at the end of each quarter of the year and at such other times as the Committee directs. There is a proviso to this Rule that, where the gross annual turnover of bar sales exceeds such sum as the Central Council directs, a professionally qualified stock taker shall be employed to take stock every month. The current sum where this proviso applies is £50,000 pa. INTER-AFFILIATION SCHEME 16.16. There are three points of particular note in Schedule 1 of Regulations Governing the Inter-Affiliation Scheme:

a. The first proviso to Regulation S4 makes it clear that the Scheme should not be misused to enable a person to have effective membership of the Branch Club whilst avoiding the obligations, including for example the payment of a subscription to the Branch and/or Club. The second proviso gives absolute discretion to the Elective Committee to refuse admission under the Scheme; b. Regulation S6 sets out the principle that a membership card for the Association is evidence of membership of the Scheme. It will be noted that the category of Branch Associates may not necessarily have a membership card related to the Branch. As an alternative measure, Branch Associates may be granted entry to a Branch Club as an inter-affiliate provided they are able to produce proof of membership of their Branch or Club; c. Regulation S7(1) makes it clear that the primary right of membership of the Scheme is to request admission, not necessarily to gain admission. Actual admission remains at the discretion of the Elective Committee.

CONDUCT 16.17. Given the increasing tendency of people to go to litigation on matters and to seek compensation for alleged breaches of their rights, the Regulations Regarding Conduct in Schedule 2 to SCR set out a clear process of suspension and expulsion that should not only be fair but can be seen to be fair. The Regulations set out the process of notification to the member more fully as well as the procedure for a member appearing in person at a hearing by the Committee. The provisions are based broadly on those in

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the Association’s Byelaws as regards suspension or expulsion of a member of the Association. The Schedule also introduces a provision for re-application for membership after expulsion and sets a minimum term of two years for such a re-application. It should be noted that this provision simply allows for a re-application. The Elective Committee continues to have the power to reject such an application and is not required to give reasons for the rejection. 16.18. In amplification of Schedule 2, Elective Committees should note:

a. S1 sets out the power of the Committee rather than the due process under which that power is to be exercised. That is set out at S3 and S4. S3 gives the individual the right to answer or explain the allegations thus preserving the principle of innocent until proven guilty; b. S2 does not state that two members of the Committee have to be present when an immediate suspension is involved, simply that two members of the Committee need to be involved. Consultation could be in the form of a telephone call. The requirement at S2 is to protect a single Committee member from allegations of pursuing a personal vendetta; c. S3(1). The points about rights to call witnesses in defence and to cross-examine (included at S4) could usefully be included in the letter sent to the member when setting out the allegations against him; d. S4. The first sentence about reading the allegation when the member appears in person was included to ensure that the members of the Committee and the member are “reading from the same hymn sheet”. If the member is not present then this point can be resolved by the Chairman of the Committee ensuring that the members of the Committee have the right papers in front of them. Provided that proper notice under S3 has been given to the member, then non-attendance by the member does not invalidate the hearing which can go ahead to reach a judgement on the matter; e. There is guidance in the Admin Handbook (Ch 13 Para 21) on the use of a casting vote at normal Committee Meetings. This says that unless the Chairman has a good reason for doing so, the second vote should be cast against change. In effect, the Chairman should cast it conservatively. The same advice could apply at a conduct hearing; f. While it would be desirable that an Associate Member sits on the Committee when an Associate Member is facing a conduct hearing it is not essential; g. It is sensible to establish the voting rights of the Committee Members at an early stage. A non-voting member could be given the opportunity of non-attendance.

Bearing in mind the potential implications for a member whose conduct is being examined at a hearing it is important that every opportunity is taken to demonstrate that the hearing is a fair one and that Justice is not only done but seen to be done.

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SECTION 4 - OTHER BRANCH ADMINISTRATIVE MATTERS

Chapter 17 Forms in Common Use

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CHAPTER 17

FORMS IN COMMON USE

Example Forms

17.1. Examples of the following forms that are in common use in the Association are enclosed with this Chapter:

a. Form 2. The Form 2 is for use by Branches to notify Area Headquarters of the change of address of a member of the Branch. b. Form 3. The Form 3 is for use by Branches to process an application by a member of the Branch for transfer to another Branch. The member completes the application section of the form. The old Branch then confirms the member’s details and forwards it to the new Branch. Once the new Branch has entered the details in the Branch register the form is forwarded to the Area Headquarters of the new Branch. c. Form 4. The Form 4 is for use by Branches as a summary of individual membership subscriptions and can provide a helpful addition for Area Headquarters to the Form 5. It should not be used as a substitute for sending receipts. d. Form 5. The Form 5 is a summary form of remittances to Area Headquarters and should accompany monies forwarded to the Area Headquarters from the Branch. Locally produced versions of the Form 5 are available from Area Headquarters.

17.2. Stocks of all forms can be obtained from Area Headquarters.

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EXAMPLE FORM 2

ROYAL AIR FORCES ASSOCIATION

NOTIFICATION OF CHANGE OF ADDRESS

To the Area Director.........................Area Please note the following change(s) of address:

NAME

PREVIOUS ADDRESS

NEW ADDRESS

IS MEMBER A

BRANCH OFFICER OR DELEGATE

Please complete in block letters .............................................Secretary Date................................................ ........................................................Branch For Area Headquarters Use. Computer Records amended Date................................................ ...................................................Signature

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EXAMPLE FORM 3

ROYAL AIR FORCES ASSOCIATION

TRANSFER FROM ONE BRANCH TO ANOTHER

PART 1. (To be completed at the Branch where the Member applies for transfer) a. Name.........................................................................................Initials............................................... b. Type of Membership........................................................................................................................... b. Present Address................................................................................................................................. c. Previous Address................................................................................................................................ d. Present Branch................................................................................................................................... e. Wishes to transfer to........................................................................................................................... PART 2. (To be completed by old Branch) a. The above named is a Life Member*/has paid subscriptions to 31 December XXXX* by Cash*/Bank*/ Payroll Giving* b. Joining Date............................................................. c. Service No (If pays by Payroll Giving)................................... .................................................Secretary Date........................................................................... ..................................................Branch * Delete as applicable PART 3. (To be completed by new Branch) To the Area Director.................................Area The above member has been accepted and entered in the Branch register

..................................................Secretary Date.............................................................. ...................................................Branch For Area Headquarters Use. Computer Records amended Date............................................................ ..................................................Signature

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EXAMPLE FORM 4

ROYAL AIR FORCES ASSOCIATION

NOMINAL ROLL TO ACCOMPANY FORM 5

Please complete in block capitals BRANCH NAME................................................ Branch Code…………

DATES OF JOINING/

RENEWAL

NAMES OF RENEWALS

NAMES OF

NEW ANNUAL MEMBERS

NAMES OF NEW LIFE MEMBERS

PAID TO

DATE

PERMANENT

ADDRESS

TOTALS

Date............................................................ .........................................................Secretary For Area Headquarters Use. Computer Records amended Date............................................................. .........................................................Signature

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FORM 5

THE ROYAL AIR FORCES ASSOCIATION

REMITTANCES TO HEADQUARTERS Branch.......................................................... Branch Code……… Date.....................

MEMBERSHIP SUBSCRIPTIONS - WEF 1 JAN XXXX

To be paid by Member £ p Annual Members

1 Year ............................................................... 4 Years in Advance ...........................................

Associate Members

1 Year .............................................................. 1 Year (inc Air Mail)........................................... 4 Years in Advance ........................................... 4 Years in Advance (inc Air Mail) .......................

£ p

Remittance herewith for: ................................................ £ 1 ............... Annual - 1 Year .............................. @ 2 ............... Annual - 4 Years ............................ @ 3 ............... Associate 1 Year ......................... @ 4 ............... Associate 1 Year (inc Air Mail) ...... @ 5 ............... Associate 4 Years ......................... @ 6 .............. Associate 4 Years (inc Air Mail) .... @ 7.............................................................................. TOTAL 1 to 6 £

______ ______

8................................................................................ ______ ______ 9................................................................................ ______ ______ 10................................................................................ ______ ______ GRAND TOTAL £ ______ ______ Sections 8 to 10 to be used for other remittances eg trading invoice payments, donations. No deductions of any kind are to be made from the above amounts. Rebates will be paid separately. No extra charges for Inter-Affiliation. Signature....................................

Block Capitals............................ For Area Headquarters Use. Computer Records amended Date............................................................. .........................................................Signature

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3/2012

SECTION 5 - AREAS AND REGIONS

Chapter 18 Areas and Regions

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CHAPTER 18

AREAS AND REGIONS

AREAS 18.1. Subject to the approval of the Association in Conference, the Council may form Areas and allocate Branches to the Areas. Areas are governed by Area Councils whose Members are Charity Trustees in respect of the Area funds and the activities of the Area. 18.2. The functions of an Area Council are set out at Rule 32. Details of the membership of the Area Council and other matters related to the conduct of an Area are set out in Standard Area Regulations at Part 4 of Section 8 of this Handbook. Areas hold Area Annual Conferences. The basic process and procedures for these Conferences are set out at Standard Area Regulations 22 to 33. Branch Committees should:

a. Whenever possible ensure that the Branch sends a delegate to the Area Conference and that the delegate is briefed on the Branch’s view on the Area Conference resolutions; b. Consider whether the Branch should put forward resolutions for debate at the Area Conference and ensure that any such resolutions are forwarded to the Area Director to be received not less than 7 weeks before the date of the Conference; c. Consider whether the Branch Standard should be paraded at the Area Conference.

REGIONS 18.3. Area Councils may authorise the formation of Regions as sub-divisions of Areas and the formation of Regional Committees. The condition for forming such a Region is that any allocation of Branches to the Region shall be by agreement with the Branches concerned. The functions of a Regional Committee are set out at Byelaw 31 and it should be noted that Regional Committees do not have administrative or other powers over the Branches in the Region. The main role of Regional Committees is therefore to exchange information, to encourage activities within the Region and to co-ordinate activities where this is helpful. 18.4. The Byelaws set out the functions of a Region but do not include a constitution. A model constitution is available on request from Area HQs and Regions are recommended to adopt it, or a variation of it, to meet their particular circumstances. It is expected that Regions will be self financing. However, if a Region was exceptionally to need some financial help to carry out a particular aspect of their work then application should be made to its Area HQ. Area HQs may also be able to provide practical help such as photocopying and distribution of papers. 18.5. Review Resolution 16 at Annual Conference 1997 stated that “Regions undoubtedly played a valuable part in promoting the objects of the Association and their work should be acknowledged, encouraged and supported”. Branch Committees are encouraged to actively support the work of Regional Committees and arrange that the Branch elects a delegate to the Committee. 18.6. Resolution 22 at Annual Conference 2007 strongly recommended that all Areas should consider forming “Self-Supporting” Regions within their Areas, broadly based on county boundaries, with the option of more than one Region for large geographical “footprints”.

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SECTION 6 - CENTRAL ORGANISATION

Chapter 19 Central Organisation Chapter 20 Annual Conference Chapter 21 Welfare Facilities Chapter 22 Air Mail

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CHAPTER 19

CENTRAL ORGANISATION

OUTLINE ORGANISATION 19.1. The outline organisation of the voluntary elements of the Association is shown below:

Annual Conference

The Council of the Association

The Executive Board

Areas and Regions

Branches

Individual Members

ANNUAL CONFERENCE 19.2. Annual Conference is described at Chapter 20. THE COUNCIL OF THE ASSOCIATION AND THE EXECUTIVE BOARD 19.3. The Council of the Association (normally referred to as the Central Council) is the governing body of the Association. The Members of the Council are Charity Trustees in relation to the central funds and activities of the Association. The membership of the Council is set out at Rule 19 and Byelaw 14. The Council elects an Executive Board following Annual Conference biennially commencing with effect from Conference 2010 . The membership of this Committee is set out at Byelaw 19. The Executive Board may determine that sub-committees may be formed from time to time to deal with particular issues. 19.4. The Council’s powers are set out at Rule 20. AREAS AND REGIONS 19.5. Areas and Regions are described at Chapter 18. BRANCHES 19.6. Branches are described at Chapter 2. HEADQUARTERS ORGANISATION 19.7. Under the direction of the Secretary General, the staff of the Headquarters of the Association deals with the routine administration of the Association and acts as the Secretariat to the Council of the Association, the Executive Board and any sub-committees that have been formed at the request of the Executive. Headquarters staff also deal with the organisation and administration of Annual Conference as well as for other functions and events on a national scale.

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19.8. The Central Headquarters of the Association, headed by the Secretary General, is located in Leicester. Its main functions are:

Accounts Administration Annual Conference Branch Clubs Corporate Communications Events Fundraising Homes, Housing and Eagle Lodges Information Technology Investments Membership Policy and Administration Overseas Branches Personnel Property War Pensions and Tribunals Welfare Officer Training Welfare Policy and Administration Wings Appeal

19.9. In addition there are four UK Area Headquarters and an Overseas Area HQ all based in the UK and a trading Company - RAFATRAD Ltd - which also deals with ‘Air Mail’. Details of the locations and addresses of the Central and Area Headquarters and the Trading Company can be found at Section 8 Part 8.

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CHAPTER 20

ASSOCIATION ANNUAL CONFERENCE

PROCEDURES FOR ANNUAL CONFERENCE 20.1. The Association Annual Conference, chaired by the President of the Association, is in effect a meeting of the Parliament of the Association. The proceedings are democratic in nature with Resolutions being decided by a free vote of Branch Delegates. Members of the Council of the Association and Delegates from Area Councils may take part in the proceedings but do not have a vote. 20.2. The basic process and procedures for Conference are set out at Rules 24 to 30 and Byelaws 24 to 30. An elected Annual Conference Committee is responsible for the programme and agenda for Conference and provides Rules of Procedure for the conduct of Conference. Branch Committees should:

a. Whenever possible ensure that the Branch sends a Delegate to Conference and that the Delegate is briefed on the Branch’s view on Conference Resolutions. b. Consider whether the Branch should put forward Resolutions for debate at Conference and ensure that any such Resolutions are forwarded to the Chairman, Annual Conference Committee c/o Central Headquarters to be received not less than 7 weeks before the date of Annual Conference. c. Ensure that the Branch Annual accounts, duly examined in accordance with the requirements of the Byelaws, are submitted to the Area Headquarters by 31 March. Failure to do so would mean that they would be unable to be represented at Conference or take part in postal voting in a year when elections take place. d. Consider whether the Branch Standard should be paraded at Conference.

20.3. It should be noted, following Resolution 27 carried at Annual Conference 1999, that any Branch Resolution of national interest carried at an Area Conference shall automatically be forwarded by that Area for inclusion in the Annual Conference agenda with the Area shown as seconding the Branch Resolution. This does not preclude the right of a Branch to put forward Resolutions directly to the Annual Conference Committee and it would be prudent for a Branch that wishes its Resolution debated at Annual Conference to adopt the “twin track” approach of forwarding the Resolution directly to the Annual Conference Committee as well as to its Area HQ. In the event that the Resolution does not gain Area support or the Area Conference is held later than the deadline date for National Resolutions it could still be debated at the Association’s Annual Conference. ACTION ON RESOLUTIONS CARRIED AT CONFERENCE 20.4. It is the responsibility of Central Council to take the necessary follow-up action on Resolutions carried at Annual Conference and to report progress to the next Annual Conference. If it is not possible to implement a Resolution or a Resolution conflicts with the duties of members of Council as Charity Trustees for the Association then the Council must also report this to the next Annual Conference. POOLED FARES 20.5. All Branches with Delegate representation at Annual Conference are required to participate in the Pooled Fares Scheme. This Scheme is designed to ensure equal distribution between Branches of the cost of Delegates travelling to and from the Conference venue and thus encourages representation irrespective of the distance involved. Branches are advised by letter in December each year regarding Conference arrangements and confirming the requirement to participate in the Pooled Fares Scheme. The Pooled Fares Scheme applies only in respect of travelling expenses to and from the Conference venue and any other necessary travelling expenses. In the case of an Overseas Branch Delegate already in the UK the claim may be made between his temporary place of residence and the Conference venue and any other necessary travelling expenses. The cost of hotel accommodation is borne by the Branch.

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20.6. The Scheme operates as follows:

a) A Pooled Fares claim form is despatched to all Branches with the Conference pack-up.

b) All Delegates are entitled to claim standard rail fare or economy air fare to the Conference venue and any other necessary travelling expenses.

c) The completed form is handed in at the booking-in table during the morning session of the first day of Conference and reimbursement is made to Delegates after Conference by Bank Transfer. When the total cost of transport is known it is divided by the number of Delegates attending and the average cost per Delegate is subsequently recovered from Branches through Central Headquarters.

20.7. The Scheme does not apply to a RAFALO attending as a Branch Delegate where the cost of the travel to Conference is met through a duty travel warrant or is reimbursed as a duty expense. OTHER ADMINISTRATIVE MATTERS 20.8. Accommodation for Delegates and visitors is the responsibility of the Branches attending. Delegates and visitors are responsible for settling their hotel bills before departure. Branches are responsible for any cancellation charges in respect of accommodation reserved but not taken up. 20.9. On the Sunday morning of Conference weekend, weather permitting, there is a parade of Standards, Delegates and visitors, led by a Band. The Parade proceeds to the local War Memorial or other suitable place for a short Service of Remembrance and Dedication. 20.10 Annual Conference provides an excellent opportunity for old friends to meet and new friendships to be made. Many Delegates and visitors are accompanied by their partners and families and a social programme is usually arranged on the following lines:

a. A Rendezvous Evening takes place on the Friday preceding the first day of Conference and consists of an informal “meet and greet” with background music and bar facilities. Food is not provided; b. A Conference Dance, with bar facilities, takes place on the Saturday evening. Food is not provided.

20.11. Branches which do not nominate a Delegate, are considered not represented at Conference and consequently tickets for social evening functions will not be issued. This ruling has been made as there have been instances of Branches near Conference towns asking for visitor tickets only thus unfairly avoiding charges under the Pooled Fares Scheme.

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CHAPTER 21 WELFARE FACILITIES WELFARE SUPPORT 21.1. The Association’s welfare facilities are obtained through our Branch based Honorary Welfare Officers (HWO). Their local knowledge and experience enables them to determine the most appropriate means of providing help to those in need. Additional help and support is provided for our HWOs through Area and Central Headquarters staff. In some circumstances welfare support is offered directly from the Area Office. 21.2. The HWO can assist with many issues which affect the lives of our eligible clients. This may include help with funding for services or equipment which might otherwise be denied. LONG TERM CARE 21.3. The Association’s former Care Home, Sussexdown, is situated in Storrington, West Sussex, and is now owned and operated by Care South. It provides some nursing care and residential care with a specialist separate dementia unit. Sussexdown provides a homely environment within an exceptional location. SHORT WELFARE BREAK HOMES 21.4. The Association has three dedicated short welfare break homes which provide supported welfare breaks for those in need. The homes are all jointly funded by the Royal Air Force Benevolent Fund. The Homes are registered to provide guests with access to 24 hour care if they need it. 21.5. The Homes are: a. Flowerdown House, Weston-super-Mare b. Richard Peck House, St Annes on Sea, Lancashire

c. Rothbury House, Rothbury, Northumberland 21.6. Malcolm Apartments. Attached to Flowerdown House is a Malcolm Apartment which is designed as self catering accommodation for younger families in need of a break. The Apartment features a high level of facilities, including adaptations to assist disabled people. SHELTERED HOUSING 21.7. Sheltered housing is provided in three locations, each has a resident scheme manager who provided tenants with the reassurance of 24 hour support in the event of an emergency. Our HWOs can provide assistance with applications to these, or to sheltered housing schemes run by other organisations:

a. Storrington, West Sussex. This is a development of 32 one bedroom flats in the grounds of Sussexdown. The scheme is owned by RAFA Housing Ltd, and operates under the auspices of the Housing Corporation;

b. Dowding House, Moffat. The scheme, owned by the Association, comprises 11 two-person and 15 single-person flats. It is managed by the Welfare Department at CHQ; c. Lord Tedder Court, Rothbury. Owned by the Association and the RAFBF this comprises10 two-person flats converted from the former stable blocks at Rothbury House.

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EAGLE LODGE 21.8. The Eagle Lodge concept is to provide a homely and supportive family environment for those who, while they are capable of maintaining an independent existence, benefit from the presence of a resident manager. Each tenant has an en-suite bed sitting room and access to communal facilities and two daily meals are provided. The Association has one Lodge called Wexford House at Melton Mowbray, Leicestershire, which accommodates 8 residents. HOLIDAY CHALETS AND ACCOMMODATION 21.9. Hemsby Chalets. The Hemsby Chalets offer a relaxing seaside holiday destination for those who need a break from the pressures of life. Although no care services are available, local staff do provide help and support to guests. Applications should be made through the Eastern Office staff. 21.10. FAMILY WELFARE FACILITY. A welfare holiday home is available at Selsey. Applications should be made to the SE Welfare Officer. 21.11. Swiss Branch Holiday Scheme. Grants are available from the RAFA Swiss Branch for UK based holidays. Applications should be made through the local Area Welfare Officer.

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CHAPTER 22

AIR MAIL

OBJECTIVE 22.1. The objective of Air Mail is to provide the members of the Association with information about the Association as well as a range of articles for their entertainment. It is the primary method of communication within the Association, particularly for those members who do not have close contact with a Branch or who are overseas. PRODUCTION 22.2. Air Mail is produced by RAFATRAD Ltd, a subsidiary company of the Association which covenants profits to the Association. DISTRIBUTION 22.3. The distribution of Air Mail is shown below:

a. Ordinary or Life Members of the Association are entitled to receive Air Mail free of charge as part of their membership subscription; b. “Full Associate” Members will be entitled to receive Air Mail at an additional annual cost; c. “Branch Associates” and members of the public may receive Air Mail provided that they pay an annual subscription direct to “Air Mail”. Details of subscription rates are available from Air Mail; d. Air Mail is circulated to Royal Air Force units.

The above charges relate to members with UK post codes and to overseas members to whom “Air Mail” is sent by surface mail. If despatch by air mail is requested, this would be charged at the appropriate rate. CONTENTS 22.4. Air Mail aims to provide a wide range of articles and information for readers. This includes:

a. Articles about RAF history and the present day RAF; b. Informative articles and items about the work of the Association and the RAF Benevolent Fund; c. Area and Branch news; d. Notices about reunions, contacts with old colleagues and seeking help; e. Book and video reviews and letters from readers.

SUBMISSION OF MATERIAL FOR PUBLICATION 22.5. Material for publication is always welcome but there cannot be a guarantee of publication. Material should be addressed to the Editor Air Mail and should take into account the need for published material to be of interest to the generality of readers of the magazine. An interesting and different theme for an article or item accompanied by photographs, particularly colour photographs, is likely to enhance the likelihood of publication.

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ADVERTISING 22.6. Advertising provides an important source of income to Air Mail and offsets to a considerable degree the costs of the magazine. Details of advertising costs can be obtained from Air Mail. TALKING AIR MAIL 22.7. Following an initiative by the Yorkshire Region of the Association, Air Mail is now available on audio tapes and CDs to help those who are visually or physically handicapped. Details can be obtained from Area Headquarters.

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SECTION 7 - THE ROYAL AIR FORCE AND THE CADET ORGANISATIONS

Chapter 23 The Royal Air Force Chapter 24 The Air Training Corps and the Girls Venture Corps Air Cadets

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CHAPTER 23

THE ROYAL AIR FORCE INTRODUCTION 23.1. The object of the Association requires the Association to promote “... the welfare by charitable means of all serving and former members of Our Air Forces, their spouses and dependants”. Thus the Association brings together both those who are serving and those who have served. Importantly membership of the Association is open to both categories. 23.2. The future of the Association depends critically on its ability to attract and retain members who are serving in the Royal Air Force. Branch Committees can help in this by maintaining close links with local Royal Air Force Stations and Units and by encouraging serving personnel to join the Association. It should be noted that the term “Our Air Forces” also covers the Auxiliary Air Force and the Royal Air Force Volunteer Reserve and personnel within these categories should also be encouraged to join the Association. DECLARATION OF INTENT 23.3. The Royal Air Force, through a Declaration of Intent issued by the Air Force Board in 1974 and which was formally restated in 1993, has pledged itself to support the Association. There are two practical examples of this support. The first has been financial in the provision of part of the proceeds of Battle of Britain air displays to the Association. The second is the establishment of the Royal Air Forces Association Liaison Officer (RAFALO) scheme. This scheme enables Commanding Officers to appoint RAFALOs to establish links with local Association Branches. The RAFALO should be the first point of contact for a Branch Committee to make at Royal Air Force Stations. CONSULTATIVE COMMITTEES 23.4. There is a further level of contact between the Association and the Royal Air Force through the RAF/RAFA Consultative Committee. This Committee meets regularly to discuss policy matters requiring consideration or co-ordination. In addition, there is an Area RAFALO Committee which meets four times a year, and the RAFALOs hold their own Conference and Seminar just before the Association’s Annual Conference. RAF REPRESENTATION ON RAFA COUNCIL 23.5. Further levels of linkage between the Royal Air Force and the Association include Royal Air Force ex-officio representation on the Association’s Central Council; two representatives nominated by the Royal Air Force and two nominated by RAFALOs. This representation ensures that the Service is aware of the current issues facing the Association and enables matters of concern to the Association to be brought to the attention of the Air Force Department.

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CHAPTER 24

THE AIR TRAINING CORPS AND THE GIRLS VENTURE CORPS AIR CADETS

ADOPTION OF ATC SQUADRONS AND GVCAC UNITS 24.1. At Annual Conference 1969 the following Resolution was carried unanimously:

“This Conference recognising the mutual benefit to Squadrons, Units and Branches urges all Branches to adopt Air Training Corps Squadrons and Girls Venture Corps Air Cadet Units in their locality and, therefore effectively support these Squadrons and Units in their work of providing a source of efficient personnel for the Royal Air Force”.

24.2. Many Association Branches have followed up this Resolution by adopting and taking a keen interest in the activities of these Squadrons and Units. In turn the Squadrons and Units have responded by helping Branches with Wings Appeal collections and in many other ways. This mutually beneficial co-operation is a welcome outcome and Branch Committees are encouraged to follow the spirit of this resolution and encourage co-operation with these organisations. Advice on adoption of ATC Squadrons and GVCAC Units can be obtained from Area Headquarters. 24.3. It will be noted from Chapter 10 that certain trophies recognise the fundraising work of the ATC and GVCAC. Branch Committees should draw the attention of local Squadrons and Units to these competitions. 24.4. Certificates to recognise the achievement of ATC Squadrons and GVCAC Units in fundraising for Wings Appeal, or to acknowledge more general support of the work of the Association, can be provided on application to CHQ. FINANCIAL SUPPORT OF ATC SQUADRONS AND GVCAC UNITS 24.5. Branch charitable funds cannot be used to provide financial support of the ATC and GVCAC. However, as explained in Chapter 5, Branches can raise monies to give such support provided it is made clear to those attending any fundraising function or event that the funds are being raised for that specific purpose. ELIGIBILITY OF RAFVR(T) OFFICERS AND AIR CADETS TO JOIN THE ASSOCIATION 24.6. Article 6 of the Royal Charter provides the authority for persons who are serving or have served in the Royal Air Force Volunteer Reserve (Training Branch) to become Ordinary Members of the Association. 24.7. At Annual Conference 2007 it was resolved that Ordinary Membership of the Association be made available to those who are serving or has served as an adult WO or Senior NCO, Civilian Instructor or Cadet in the Air Cadet Organisation who is an adult, and has served satisfactorily for a minimum of two years or more.

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SECTION 8 - REFERENCE

Part Title Colour (Hard Copies Only) 1 Royal Charter White 2 Rules Green 3 Byelaws Yellow 4 Standard Area Regulations Blue 5 Standard Branch Regulations Pink 6 Central and Area Headquarters Information White 7 Index to Parts 1 – 5 White

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ROYAL CHARTER - CONTENTS

SUBJECT ARTICLE PAGE Preamble - RC-1

Definitions 1 RC-1

Object 2 RC-2

Powers 3 RC-2

Application of Income and Property 4 RC-4

Membership 5-8 RC-4

Patron 9 RC-5

Vice-Patron 10 RC-5

Life Vice-Presidents 11 RC-5

Vice-Presidents 12 RC-5

Officers 13 RC-5

The Council 14 RC-6

Conferences 15-17 RC-6

Areas and Regions 18-19 RC-6

Branches 20 RC-6

Rules 21-22 RC-6

Amendment to Charter 23 RC-7

Special Resolution 24 RC-7

Application of Charter and Rules 25 RC-7

Surrender of Charter 26 RC-7

Construction 27 RC-7

Date of Effect 28 RC-8

ROYAL CHARTER OF INCORPORATION

PREAMBLE

Elizabeth the Second by the Grace of God of the United Kingdom of Great Britain and Northern Ireland and of Our other Realms and Territories Queen, Head of the Commonwealth, Defender of the Faith: TO ALL TO WHOM THESE PRESENTS SHALL COME, GREETING! WHEREAS We were graciously pleased by Royal Charter dated the 20th day of January 1953 (hereinafter referred to as “the Original Charter”) to incorporate “The Royal Air Forces Association” (hereinafter referred to as “the Association”) as a body corporate: AND WHEREAS the Association has by its humble petition represented unto Us that it is expedient that the Original Charter should be amended and that this can best be effected by grant of a Supplemental Charter replacing the Original Charter and has prayed for the grant of a Supplemental Charter accordingly; NOW THEREFORE KNOW YE that We, having taken the said Petition into Our Royal Consideration and being minded to accede thereto, have of Our especial grace, certain knowledge and mere motion been pleased to will and ordain and do by these Presents for Us, Our Heirs and Successors will and ordain that, except in so far as they incorporate the Association as a body corporate with power to sue and be sued, and to hold a Common Seal, the provisions of the Original Charter are hereby revoked, provided that nothing in this revocation shall affect the validity or legality of any act or deed done under the Original Charter.

DEFINITIONS 1. Except where the context otherwise requires, in this Our Charter: “the Rules” means the Rules made under this Our Charter, as they may be amended from time to time; “prescribed” means prescribed by the Rules; “Our Air Forces” has the meaning assigned to that expression in Articles 6 and 7 of this Our Charter; “the Officers” means the Officers of the Association as specified in Article 13 of this Our Charter; “the Council” means the governing body of the Association established by Article 14 of this Our Charter and constituted in accordance with the Rules; “Area Conferences” means Area Annual or Special Conferences convened by an Area Council and attended by delegates from Branches of the Area; “Special Resolution” has the meaning assigned to it in Article 24; and RC-1 9/96

words importing the male gender shall include the female gender and vice versa and words importing the singular shall include the plural and vice versa.

OBJECT

2. The object for which the Association is established is to promote, through the comradeship engendered by its members, the welfare by charitable means of all serving and former members of Our Air Forces, their spouses and dependants, together with the widows and widowers and dependants of those who died whilst serving or subsequently.

POWERS 3. In furtherance of the object in Article 2 but not further or otherwise, and without prejudice to the powers by law vested in the Association by virtue of this Our Charter, the Association shall have the following powers, namely:

(a) to establish, organise, regulate, manage and control nursing, residential and convalescent homes for the benefit of those persons who are elderly, sick or poor and who are eligible for the welfare support of the Association under Article 2 of this Our Charter; to purchase such services for such beneficiaries from independent agencies, and to provide rest breaks for the carers of such beneficiaries; (b) to advise persons who are eligible for the welfare support of the Association under Article 2 of this Our Charter regarding war pensions, disability awards and resettlement from Service to civilian life; (c) to give financial assistance to any ex-Service charity which has an object in common with the Association’s object, provided that no such financial assistance shall be given unless conditions are attached limiting its use to the common object; (d) to organise services, parades and other events or functions to preserve the memory and honour the example of those who sacrificed their lives during service with Our Air Forces in war and peace; (e) to combine, co-operate with, take over, amalgamate with or absorb any other Society having an object which is included in the object of the Association provided that the Association shall not affiliate to or be connected with, either directly or indirectly, any political party or organisation; (f) to promote the membership of the Association; (g) to acquire any lands, tenements or hereditaments whatsoever and wheresoever and to hold all or any lands which the Association is hereby authorised to acquire in perpetuity or on lease or otherwise and from time to time but subject to all such consents as are by law required to grant, demise, alienate, mortgage or otherwise dispose of the same or any part thereof; (h) to construct and alter any offices, houses or other buildings or works which may from time to time be required for the purposes of the Association or for effecting its object; RC-2 9/96

(i) subject to such terms and conditions as may be laid down by the Council, to make grants or loans to any Branch of the Association for assistance in the acquisition of premises, furniture or equipment required in connection with the establishment of a centre for the Branch and for assistance in undertaking essential repairs and alterations to protect the value of the centre as a charitable asset or to comply with statutory requirements; (j) to give any guarantees or indemnities to any person or persons, Corporation or Body transferring any property to the Association and to compromise all disputes or differences between any such person or persons, Corporation or Body and the Association; (k) to solicit and receive subscriptions and gifts of all kinds, whether absolute or conditional, for the object of the Association and to obtain money for such object by any legal means; (l) to acquire any real or personal property upon trust for any of its constituent parts or upon any special trusts within its object, provided always that the same shall be kept separate and apart from any other property or funds of the Association; (m) to borrow and raise money; (n) to invest in accordance with the Rules all monies belonging to the Association, and not for the time being required for its object, in any investment allowed by the law for the investment of trust funds; (o) to hold monies on a pooled basis on behalf of Branches of the Association and to invest such monies in accordance with the Rules; (p) to apply and dispose of the capital and income of the monies and other property, whether real or personal, from time to time vested in or belonging to the Association for and towards the proper and effective carrying out of the object of the Association; (q) to make proper and reasonable provision for pensions and superannuation for employees of the Association and their dependants; (r) to pay any premium in respect of any indemnity insurance to cover the liability of any members of the Association acting in a trustee capacity as a member of a Council or Committee of the Association or who hold property on trust for the Association or a Branch of the Association which, by virtue of any rule of law, would otherwise attach to them in respect of any negligence, default, breach of trust or breach of duty by them in relation to the Association, provided that any such insurance shall not extend to any claim arising from any act or omission of any such person which such person knew to be a breach of trust or breach of duty or which was committed by such person in reckless disregard of whether it was a breach of trust or breach of duty or not; (s) to publish a Journal of the Association; (t) generally to do things in furtherance of the object of the Association.

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APPLICATION OF INCOME AND PROPERTY 4. Subject to Article 3(l) of this Our Charter, the income and property of the Association shall be applied solely towards the promotion of the object of the Association as set forth in this Our Charter and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit to any member or members of the Association. Provided that nothing herein contained shall prevent the payment and application in good faith of the income or property of the Association towards or for the purposes herein set forth as the object of the Association, although one or more members be thereby benefited directly or indirectly, or the payment in good faith of remuneration to any officers or servants of the Association not being a Member of the Council or to any member thereof in return for services actually rendered to the Association or any payment to any Company in which a Member of the Council shall hold not more than a one-hundredth part of the capital and such Member of the Council shall not be bound to account for any share of profits he may receive in respect of such payment. Provided also that where the Council proposes to apply income or property of the Association in good faith and in reasonable and proper furtherance of the objects of the Association for the benefit of a Member of the Council or his dependants, this shall be subject to the following conditions:

(a) that the Members of the Council resolve that such application is in reasonable and proper furtherance of the object of the Association; and (b) that no Member of the Council who is an applicant for benefit or whose dependant is an applicant may be present at or participate in or be counted for the purposes of the quorum of any meeting of the Members of the Council for any proceedings of the Council relating to such benefit or vote as a Member of the Council upon any question relating thereto.

MEMBERSHIP

5. Membership of the Association shall consist of such classes of members as shall be prescribed and shall be open to all persons who are serving or have served in one of Our Air Forces and who qualify in accordance with the Rules. 6. The expression Our Air Forces shall be deemed to include all or any of the following Air Forces of the United Kingdom:

(a) The Royal Flying Corps; (b) The Royal Naval Air Service (before the first day of of April 1918); (c) The Royal Air Force; (d) The Women’s Auxiliary Air Force; (e) The Women’s Royal Air Force; (f) Princess Mary’s Royal Air Force Nursing Service and Reserves thereof; RC-4 9/96

(g) The Auxiliary Air Force; (h) The Royal Auxiliary Air Force; (i) The Special Reserve; (j) The Royal Air Force Volunteer Reserve; (k) The Royal Air Force Volunteer Reserve (Training Branch).

7. The expression Our Air Forces shall also be deemed to include:

(a) All or any of the Air Forces of those Nations who are members of the Commonwealth; (b) All or any of the Air Forces at the time of membership of the Commonwealth of those Nations who have now left the Commonwealth; (c) The Air Forces of Our Colonies and Dependencies; (d) The Air Transport Auxiliary. (e) The Royal Observer Corps.

8. Members shall have such rights of attending meetings of the Association and of its Areas and Branches and of voting thereat and such other rights and privileges and shall be subject to such conditions as may be prescribed.

PATRON

9. There shall be a Patron of the Association.

VICE-PATRON

10. There may be a Vice-Patron of the Association.

LIFE VICE-PRESIDENTS

11. There may be Life Vice-Presidents of the Association who shall be appointed in such manner as shall be prescribed. A Life Vice-President shall not by virtue of holding that office be a Member of the Council.

VICE-PRESIDENTS

12. There may be Vice-Presidents of the Association who shall be elected in such manner as shall be prescribed and shall be Members of the Council.

OFFICERS

13. There shall be as Officers of the Association a President and a Treasurer, a Chairman and Vice-Chairman of the Council and a Chairman of the Executive Committee.

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THE COUNCIL

14. There shall be a Council of the Association so constituted and with such functions and powers as shall be prescribed.

CONFERENCES 15. The Association shall hold a meeting once in each year, to be known as “the Annual Conference”, at a time and place determined in accordance with the Rules. 16. The business to be transacted by, and the rights of representation and procedure at, the Annual Conference shall be as prescribed by the Rules and by the Rules of Procedure made by the Annual Conference Committee. 17. A Special Conference may be convened by the Council at any time giving such notice as shall be prescribed and shall be so convened on the demand of not less than the prescribed proportion of the Branches of the Association. The Rules relating to the Annual Conference shall apply modified as appropriate to a Special Conference.

AREAS AND REGIONS

18. Subject to such authority as shall be prescribed and for the purpose of facilitating the work of the Association the locations in which the activities of the Association are carried on may be divided into geographical Areas and may be further sub-divided into geographical Regions. For this purpose a body may be formed in each Area to be known as “the Area Council” and a body in each Region to be known as “the Regional Committee”. Unless otherwise provided in the Rules each Branch of the Association shall be allocated to an Area. 19. The functions of an Area Council shall be such as shall be prescribed.

BRANCHES

20. There shall be Branches of the Association which shall be so constituted, and shall have such functions, and be subject to such conditions, as shall be prescribed.

RULES

21. The Rules set forth in the Schedule to this Our Charter (in this Our Charter referred to as “The Rules”) shall be the Rules of the Association until the same shall be revoked, altered or added to in the manner hereinafter provided. 22. The Rules, or any of them, may from time to time be revoked, altered or added to by Special Resolution provided that no such revocation, alteration or addition shall come into operation until the same shall have been approved by the Lords of Our Most Honourable Privy Council and a certificate under the hand of the Clerk of Our said Privy Council shall be conclusive of such approval.

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AMENDMENT TO CHARTER

23. The provisions of this Our Charter may from time to time be revoked, altered or added to by Special Resolution provided that no such revocation, alteration or addition shall become effectual unless allowed by Us, Our Heirs or Successors in Council. This Article shall apply to this Our Charter and to any Supplemental Charter, as revoked, altered or added to as aforesaid. No such revocation, alteration or addition shall affect the validity of anything done in pursuance of this Our Charter, or of any Supplemental Charter, before the date on which such revocation, alteration or addition becomes effectual, but thereafter this Our Charter and any Supplemental Charter shall continue and operate as though they had respectively been originally granted and so made accordingly.

SPECIAL RESOLUTION

24. For the purposes of Articles 22 and 23 of this Our Charter a Special Resolution means a Resolution of which due notice shall have been given to a Conference of the Association and which has been passed by a two-thirds majority of the delegates at the Conference, entitled to vote and voting.

APPLICATION OF CHARTER AND RULES

25. The Annual Conference, the Council, Area Conferences, Area Councils and Regional Committees, Branches and individual members of the Association shall in all circumstances act in accordance with the provisions and principles of this Our Charter and the Rules.

SURRENDER OF CHARTER

26.The Council may, with the sanction of not less than two-thirds of the Branches represented and voting at a Special Conference called for that purpose, after proper notice given, determine to surrender the Charter or any Supplemental Charter and dissolve the Association, subject to the sanction by Us, Our Heirs or Successors in Council and upon such terms as We or They may consider fit, and wind up the affairs of the Association and in such winding up shall realise the whole of the Association’s assets and after discharging all lawful liabilities shall devote the remaining assets, if any, according as the Conference authorising the dissolution may direct or, failing such authorisation, as the Council may decide in pursuance of any instructions given to it by such Conference or failing such instructions as the Council shall think expedient.

CONSTRUCTION

27. And Lastly, We do by these Presents for Us, Our Heirs and Successors grant and declare that these Our Letters Patent shall be in all things valid and effectual in law according to the true intent and meaning thereof and shall be taken, construed and adjudged in the most favourable and beneficial sense for the best advantage of the Association as well as in Our Courts of Record as elsewhere by all Judges, Justices, Officers, Ministers and other subjects whatsoever of Us, Our Heirs and Successors any non-recital, mis-recital or other omission, defect or thing to the contrary notwithstanding.

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DATE OF EFFECT 28. This Our Charter shall come into force on the first day of September One thousand nine hundred and ninety-six. IN WITNESS whereof We have caused these Our Letters to be made Patent. WITNESS Ourself at Westminster this twenty-second day of August in the forty-fifth year of Our Reign.

BY WARRANT UNDER THE QUEEN’S SIGN MANUAL

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THE RULES - CONTENTS

SUBJECT RULE PAGE

Definitions 1 R-1

Construction 2 R-1

Application 3 R-1

Byelaws 4 R-1

Standard Regulations 5 R-1

Policy 6 R-2 Membership 7-13 R-2

Classes of Membership 7 R-2 Ordinary Members 8 R-2 Life Members 9 R-3 Associate Members 10 R-3 Admission to Membership 11 R-3 Registers of Members 12 R-3 Rights, Privileges and Conditions 13 R-4

Vice-Patron, Life Vice-Presidents and the Officers of the Association 14-17 R-5

Vice-Patron 14 R-5 Life Vice-Presidents 15 R-5 The Officers of the Association 16 R-5 President’s Power to Delegate 17 R-6

The Council 18-23 R-6 Appointment 18 R-6 Membership 19 R-6 Functions and Powers 20 R-6 Proceedings 21 R-7 Casual Vacancies 22 R-7

The Executive 23 R-7

Conferences 24-30 R-7 Summoning a Conference 24 R-7 Representation at Conferences 25 R-7 Chairman of Conference 26 R-8 Rights of Life Vice-Presidents, Officers of the Association and Members of Council 27 R-8 Conference Business 28 R-8 Annual Conference Committee 29 R-9 Decisions of Conference 30 R-9

Areas and Regions 31-33 R-9

Areas 31 R-9 Area Councils 32 R-9 Regions 33 R-10

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Branches 34-38 R-10

Function 34 R-10 Formation 35 R-10 Special Branches 36 R-10 Amalgamation, Sub-division and Closure 37 R-11 Property and Assets 38 R-11

Finance and Accounts 39-42 R-11

Property 39 R-11 The Accounts of the Association 40 R-11 The Treasurer’s Responsibilities 41 R-12 Grants or Loans to Branches 42 R-12

Investments 43-44 R-12 Investment of the Central Funds of the Association 43 R-12 Investment of Area, Region and Branch Funds 44 R-12

Fundraising 45 R-12

Liability and Indemnity 46 R-13

The Common Seal 47 R-13

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SCHEDULE

THE RULES OF THE ROYAL AIR FORCES ASSOCIATION

DEFINITIONS Rule 1. (1) In these Rules words and expressions to which meanings are assigned by the Charter shall have the same respective meanings. (2) In these Rules unless the subject or context otherwise require: "the Byelaws" means the Byelaws made by the Council under the authority of these Rules; "Area Director" means the person appointed to be the secretary to an Area Council and the administrator of an Area; "the Executive" means the Executive Committee of the Association; "Secretary General" means the person appointed to that office in accordance with Rule 20(3).

CONSTRUCTION Rule 2. (1) In these Rules reference to the Rules shall, unless the subject or context otherwise require, include the Byelaws. (2) These Rules shall be construed with the Charter and, if there is any discrepancy between the two, the Charter shall prevail.

APPLICATION Rule 3. Every member of the Association shall be deemed to have had notice of the Charter and of these Rules and of any Byelaws or Regulations made under these Rules which are applicable to the Branch of which he is a member, and to be bound by all the provisions therein contained or by any other provisions that may be made hereafter by way of amendments to any of them.

BYELAWS Rule 4. (1) The Council may make Byelaws for regulating the affairs of the Association. (2) The Byelaws shall or may prescribe anything which is by these Rules required or authorised to be prescribed by the Byelaws and may make further provision as may seem to the Council necessary or desirable for carrying out or facilitating any of the purposes of these Rules. (3) Any Byelaws made under this Rule shall come into force on such date as may be determined by the Council and may be revoked, altered or added to by subsequent Byelaws made by the Council.

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Provided that any such Byelaw or amendment to a Byelaw made by the Council shall be submitted as a resolution to the next Annual Conference for approval. In the event the Byelaw is not approved by the Annual Conference it shall be void and of no effect but without prejudice to the validity of anything previously done thereunder. (4) Area Councils and Branches may propose that Byelaws be revoked, altered or added to by submission of a resolution to an Annual Conference.

STANDARD REGULATIONS Rule 5. (1) The Council may issue Standard Regulations governing the constitution and administration of Areas and to enable Area Councils to control the Branches under their jurisdiction. The Council may also issue Standard Regulations governing the proceedings and activities of Branches. Such regulations shall be adopted by each Area Council and by each Branch with such local variations as the Council may allow. (2) Any Standard Regulation made under this Rule shall come into force on such dates as may be determined by the Council and may be revoked, altered or added to by a subsequent Standard Regulation made by the Council. Provided that any such Standard Regulation or amendment to a Standard Regulation shall be submitted as a resolution to the next Annual Conference for approval. In the event the Standard Regulation is not approved by the Annual Conference it shall be void and of no effect but without prejudice to the validity of anything previously done thereunder. (3) Area Councils and Branches may propose that Standard Regulations be revoked, altered or added to by submission of a resolution to an Annual Conference. (4) Any request for a local variation of Standard Regulations by an Area Council or a Branch shall be submitted to the Secretary General and shall include the reasons why the local variation is sought.

POLICY Rule 6. The Association shall be democratic, non-sectarian and non-party and shall not be affiliated, directly or indirectly, to any sectarian organisation or to any political party or party organisation or trade union, employers' organisation or staff organisation. In no circumstances shall the Association or any of the Area Councils, Regional Committees or Branches publicly express any views in connection with any political or industrial dispute or engage in any activities in connection therewith.

MEMBERSHIP

Classes of Membership Rule 7. (1) There shall be the following classes of membership:

(a) Ordinary Member;

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(b) Life Member (Application and Conversion ceased on 30 June 2004). (c) Associate Member (Refers to Full Associate members of the Association).

(2) The persons identified in Rules 8 to 10 shall be eligible for membership.

Ordinary Members Rule 8. (1) A person shall be eligible for Ordinary Membership of the Association if he fulfils the criteria set out in (a), (b), (c) or (d) below and pays the entrance fee and subscription determined by the Association in Annual Conference:

(a) he has served an aggregate period of not less than three months in one of Her Majesty's Air Forces as defined under the expression Our Air Forces at Articles 6 and 7 of the Charter. Periods of service in more than one of Her Majesty's Air Forces may be aggregated in order to satisfy this condition, and service shall include attachment or secondment for temporary or special duties (so long as the person concerned was, during his period of secondment or attachment, subject to Air Force Law or, in the case of any other of Her Majesty's Forces, having a separate code of law to that code); (b) he has enlisted in one of Her Majesty's Air Forces and has satisfactorily completed initial Officer or Recruit training. Provided that the date of effect of his admission to membership may be the date of attestation if he subsequently and satisfactorily completes initial Officer or Recruit training. (c) is a spouse, partner, widow or widower of an Ordinary or Life Member of the Association, is an Associate Member of the Association and wishes to change his level of Membership. (d) is serving or has served as an adult WO or Senior NCO, Civilian Instructor or Cadet in the Air Cadet Organisation who is an adult, and has served satisfactorily for a minimum of two years or more.

(2) A person shall forfeit his eligibility if he has been dismissed or discharged from Her Majesty's Services for misconduct. (3) A person whose eligibility for membership is forfeit under paragraph (2) of this Rule may apply to the Council to have that forfeiture waived and, if he satisfies the Council that there are special circumstances in his case (of which the Council shall be the absolute judge), the Council may declare that he is eligible for membership and such a declaration shall be binding on all Branches.

Life Members Rule 9. Application for, and Conversion to Life Membership ceased on 30 June 2004.

Associate Members Rule 10. A person shall be eligible for Associate Membership if he fulfils the criteria set out in (a) to (d) below:

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(a) he is not an Ordinary or Life Member of the Association; (b) he is not eligible for Ordinary Membership of the Association; (c) he accepts the aims and objects of the Association and commits himself to work actively to promote such aims and objects; (d) he pays the entrance fee and subscription determined in such manner as shall be prescribed by the Byelaws.

Admission to Membership

Rule 11. (1) A member shall preferably belong to a Branch in the locality of his residence or place of business but he may be a member of any Branch or may be entered onto a membership roll held at the Central or Area Headquarters of the Association. (2) The procedures for admission to membership of the Association and for appealing against the rejection of an application for membership shall be such as shall be prescribed by the Byelaws.

Registers of Members Rule 12. (1) There shall be such Registers of the particulars of the members of the Association as shall be prescribed by the Byelaws. Registers shall be available for inspection at any reasonable time. (2) A member shall continue to be a member so long as his name remains upon the Register of members provided that:

(a) he has not resigned whether voluntarily or after being called upon to do so by the Committee of a Branch of which he is a member; (b) he has not been expelled from the Association; (c) his membership has not been suspended; (d) his subscription has been paid within the period prescribed by the Byelaws after the end of the financial year of the Association or payment thereof has been suspended, postponed or waived under such conditions as may be prescribed by the Byelaws.

(3) In the event of the status of a member being challenged, his Certificate of Membership for the current period shall be prima facie evidence of membership.

Rights, Privileges and Conditions

Rule 13. (1) A Life Member and an Ordinary Member (provided that the Ordinary Member's subscription is not in arrears for more than the period prescribed by the Byelaws) shall have the rights and privileges and shall be subject to the conditions set out below:

(a) he shall be entitled to attend any meeting of his Branch at which the business of the Branch is being considered and shall have full voting and deliberative powers;

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(b) he shall be entitled to attend any Conference of the Association but shall not be entitled to voting and deliberative powers unless he is an appointed delegate to that Conference; (c) he shall be entitled, if elected or appointed, to hold office or be a member of any Council or of any Committee of a Branch of the Association; (d) he shall be entitled to apply for membership of more than one Branch on such terms and conditions and subject to such conditions as may be prescribed by the Byelaws; (e) he shall be an honorary member of all Branches (other than Special Branches) of which he is not a member and shall be entitled to attend but not to vote or take part in the proceedings of any meeting of such Branch at which the business of the Branch is being considered; (f) he shall be entitled to receive a Certificate of Membership and an Association badge. Both such certificate and badge shall remain the property of the Association and shall be returned to the Association on cessation of membership; (g) if suspended or expelled through proceedings taken by a Branch Committee he shall be entitled to be heard in person by the Branch at a General Meeting and shall have a right of appeal, including the entitlement to be heard in person, to the Council; (h) if suspended or expelled through proceedings taken by the Council he shall be entitled to be heard in person by the Council and shall have a right of appeal, including the entitlement to be heard in person, to three members of the Association appointed by the President; (i) he shall conform to the regulations and conditions in the Royal Charter and in the Rules and to such other Byelaws and Regulations as may be made by the Association.

(2) An Associate Member, provided that his subscription is not in arrears for more than the period prescribed by the Byelaws, shall have the rights and privileges and shall be subject to the conditions set out below:

(a) he shall be entitled to attend any meeting of the Branch at which the business of the Branch is being considered and shall have full voting and deliberative powers, subject to such restrictions as may be prescribed within the Byelaws and Regulations; (b) he shall be entitled to be elected or appointed to such Council/Committee positions as may be open to Ordinary or Life Members and, if so elected or appointed, shall be entitled to vote at meetings of that Council/Committee. Provided that not more than ONE Associate Member may be elected to Council and the Annual Conference Committee, and not more than TWO Associate Members may be elected to Area Councils and provided that they poll sufficient votes to be amongst the successful candidates, subject to a balance in favour of Ordinary/Life Members on all other Committees.

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(c) he shall be entitled to apply for membership of more than one Branch on such terms and conditions and subject to such conditions as may be prescribed by the Byelaws;

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(d) he shall be entitled to receive a Certificate of Membership and shall be entitled to wear the badge authorised by the Association for use by Associate Members. The Certificate and badge shall remain the property of the Association and shall be returned to the Association on cessation of membership; (e) if suspended or expelled through proceedings taken by a Branch Committee he shall be entitled to appeal to and be heard in person by the Branch at a General Meeting; (f) he shall conform to the regulations and conditions in the Royal Charter and in the Rules and to such other Byelaws and Regulations as may be made by the Association.

VICE-PATRON, LIFE VICE-PRESIDENTS AND THE OFFICERS OF THE ASSOCIATION

Vice-Patron

Rule 14. A distinguished member of the Association may, at the discretion of the Council, be invited to become the Vice-Patron of the Association.

Life Vice-Presidents Rule 15. (1) Any Ordinary, Life or Associate Member of the Association who has rendered outstanding service to the Association or has attained distinction in his profession or calling may be invited on the recommendation of the Council, by resolution passed at an Annual Conference, to become a Life Vice-President of the Association. (2) A Life Vice-President shall hold office so long as he is a member of the Association. (3) A Life Vice-President shall not be deemed to be an Officer of the Association within the meaning ascribed in these Rules and shall not be entitled by virtue of being a Life Vice-President to be a Member of the Council, the Executive or of any of its sub-committees, but shall be eligible for election or co-option to the Council, the Executive or any of its sub-committees.

The Officers of the Association

Rule 16. (1) The Officers of the Association shall be:

(a) the President of the Association; (b) the Treasurer of the Association; (c) the Chairman of the Council; (d) the Vice-Chairman of the Council; (2) Only persons who are Ordinary or Life Members of the Association shall be eligible for election as Officers of the Association. However the position of Treasurer may be filled by an Associate Member if a suitable Ordinary or Life Member cannot be found. (3) The President of the Association, the Treasurer of the Association and the Chairman of the Council shall be elected by the Association at Annual Conference. The method of nomination to office and the terms and conditions of their office shall be such as shall be prescribed by the Byelaws.

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(4) The Vice-Chairman of the Council shall be elected by the Members of the Council from amongst their members at the first meeting after they have taken office following the conclusion of Annual Conference. (5) The Chairman and Vice-Chairman of the Council shall become ex-officio the Chairman and Vice-Chairman of the Executive.

President's Power to Delegate

Rule 17. The President of the Association may delegate to one of the Vice-Presidents (including a Life Vice-President) any of his functions including that of taking the Chair for the whole or any part of a Conference.

THE COUNCIL

Appointment

Rule 18. A new Council shall be appointed biennially at an Annual Conference of the Association commencing with effect from Conference 2010. Immediately at the close of that Conference the old Council shall be deemed to have retired, and the new Council to have come into office.

Membership Rule 19. (1) The Council shall consist of the following:

(a) the President of the Association, the Treasurer of the Association and the Chairman of the Council; (b) not more than the number prescribed by the Byelaws of members elected at the Annual Conference who shall be known as the Elected Members; (c) not more than the number prescribed by the Byelaws of members elected by each Area Council who shall be known as the Area Representative Members; (d) not more than the number prescribed by the Byelaws of representatives of the Royal Air Force appointed as shall be prescribed by the Byelaws who shall be known as the Service Representatives; (e) a representative of the Royal Air Force Benevolent Fund appointed as shall be prescribed by the Byelaws who shall be known as the Benevolent Fund Representative.

(2) The Council membership may additionally consist of:

(a) not more than the number prescribed by the Byelaws of members nominated for election by the Council and elected at the Annual Conference who shall be known as the Vice-Presidents of the Association; (b) not more than the number prescribed by the Byelaws of members co-opted by the Council who shall be known as the Co-opted Members.

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(3) Every member of the Council, other than the Service Representatives and the Co-opted Members, shall be an Ordinary, Life or Associate Member of the Association and shall hold office for such term and subject to such conditions as may be prescribed by the Byelaws. Not more than one Associate may be an elected member to Council, provided that he polls sufficient votes to be amongst the successful candidates.

Functions and Powers Rule 20. (1) Subject to the provisions of the Charter and of the Rules, the Council shall have the management and control of the affairs of the Association and the administration of all property and income thereof with power to delegate, subject to such instructions, reservations or restrictions as it may think fit, any of its powers to the Executive or other committee appointed from amongst its number or otherwise constituted for the purpose. Provided that the Council shall not delegate the power to close a Branch which has persistently failed to comply with the Rules or has failed to obey the instructions of the Council. (2) The Council shall have the power to set up a Conciliation Tribunal with such powers and under such conditions as shall be prescribed by the Byelaws.

(3) The Council shall have the power to appoint a Secretary General of the Association who shall undertake such duties as the Council may direct.

Proceedings Rule 21. (1) The Council shall meet together for the transaction of business as often as may be necessary. (2) The quorum necessary for the transaction of business of the Council may be fixed by the Council but, unless so fixed, shall be ten. (3) The business of the Council shall be transacted in such a manner as the Council may from time to time determine.

Casual Vacancies Rule 22. A casual vacancy amongst the Members of the Council shall be filled in such manner as shall be prescribed by the Byelaws.

THE EXECUTIVE

Rule 23. The Executive shall be appointed biennially by the Council commencing with effect from Conference 2010. The membership, powers and duties, and proceedings of the Executive shall be such as shall be prescribed by the Byelaws.

CONFERENCES

Summoning a Conference Rule 24. (1) The Annual Conference shall be held at such time and place as may be decided by the Association in Annual Conference or, in default, as the Council shall decide. (2) A Special Conference may be summoned at any time by the Council on giving twenty-eight days' notice to every Branch and shall be so summoned at the request of not less than one-quarter of the Branches in the Association if, at General Meetings summoned for the purpose, the Branches making the request have passed resolutions to this effect.

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(3) A request by the required proportion of the Branches for a Special Conference shall state the business to be transacted and be accompanied by certified copies of the Agenda and of the resolutions passed at the General Meetings of the Branches.

Representation at Conferences

Rule 25. (1) Subject to meeting such conditions as may be prescribed by the Byelaws, a Branch shall have the right to be represented at any Conference of the Association by the number prescribed by the Byelaws of delegates, who shall have such voting rights as shall be prescribed by the Byelaws. (2) The membership qualification for attendance as a voting delegate at Conferences shall be such as shall be prescribed by the Byelaws. (3) An Area Council shall have the right to be represented at any Conference of the Association by one Member of the Area Council, who shall be entitled to move and second resolutions and take part in all discussions but shall have no voting powers.

Chairman of Conference Rule 26. The President of the Association shall be the Chairman of the Conference. In his absence, and if he has not exercised his power to delegate this function, the Council shall invite a Life Vice-President or one of the Members of the Council to take the chair.

Rights of Life Vice-Presidents, Officers of the Association and Members of Council

Rule 27. (1) The Officers of the Association, the Life Vice-Presidents and the Members of the Council shall be members of any Annual or Special Conference and shall be entitled to move and second resolutions and take part in all discussions but shall have no voting powers. (2) No Officer of the Association, Life Vice-President or Member of the Council or paid employee of the Association shall be eligible for appointment as a delegate to an Annual or Special Conference.

Conference Business

Rule 28. (1) The business to be transacted at an Annual Conference:

(a) shall comprise:

(i) consideration of the Report from the Council for the past year; (ii) consideration of the Annual Accounts and of the Auditor's Report; (iii) election of the Auditor; (iv) election of the President, the Treasurer of the Association and the Chairman of the Council to fill any vacancy; (v) election of the Elected Members of the Council; (vi) election of the Elected Members of the Annual Conference Committee.

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(b) may comprise: (i) election of Life Vice-Presidents and Vice-Presidents; (ii) review of and, if thought appropriate, amendment of the Charter or Rules; (iii) review of and, if thought appropriate, amendment of the Byelaws and Regulations; (iv) removal from office of Officers of the Association and Members of the Council; (v) consideration of any Council, Area or Branch Resolution of which due notice has been given and which is not excluded by the Rules of Procedure; (vi) discussion of issues of general policy.

(2) The business of a Conference, including the timetable and the order in which resolutions are discussed, shall be regulated by Rules of Procedure to be drawn up by the Annual Conference Committee. (3) The procedure for voting, the method of nomination for election, the period of notice for resolutions, the formulation of the agenda and the information to be provided to Branches in relation to Conferences shall be such as shall be prescribed by the Byelaws. (4) No business other than that stated in the request for a Special Conference shall be transacted at a Special Conference.

Annual Conference Committee Rule 29. (1) An Annual Conference Committee shall be appointed biennially commencing with effect from Conference 2010. It shall consist of:

(a) the number prescribed by the Byelaws of Ordinary, Life or Associate Members of the Association who are not members of, or standing for election to, the Council, elected at the Annual Conference. Not more than one Associate may be an Elected member of the Annual Conference Committee provided that he polls sufficient votes to be amongst the successful candidates. (b) the number prescribed by the Byelaws of Members of the Council nominated by the Council for a period of two years commencing with effect from Conference 2010. (c) the Annual Conference Organiser as ex-officio member.

(2) The members of the Annual Conference Committee shall hold office for a period of two years from the conclusion of the first meeting of the Council after an Annual Conference commencing with effect from Conference 2010 and shall retire immediately following the conclusion of the first meeting of the Council after the Annual Conference in the year their term of office expires. Members of the retiring Annual Conference Committee shall be eligible for re-election or nomination (as the case may be).

Decisions of Conference Rule 30. A decision of a Conference shall be binding upon the Association and all its members. However, if the Trustees of the Association consider the implementation of a Conference Resolution is not in the financial interests of the Association, they must report this to the next Annual Conference.

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AREAS AND REGIONS

Areas

Rule 31. (1) Subject to the approval of the Association in Conference the Council may establish such number of Areas as it thinks fit and may vary or dissolve any Areas so established. Where Areas have been established in any particular country or territory every Branch in that country or territory shall be allocated to such Area therein as the Council shall determine. Within the boundaries of the particular Area, the Council of the Area shall exercise such powers over its Branches as the Council shall delegate to it. Provided that in the case of an Overseas Branch the Council may allocate any such Branch to any Area it considers to be appropriate. (2) Except as provided in these Rules, the Council shall exercise its jurisdiction over Branches and be approached by Branches through the appropriate Area Council, but in exceptional cases, the necessity of which the Council shall be the sole judge, the Council may deal directly with any Branch of the Association.

Area Councils Rule 32. The functions of an Area Council shall be to:

(a) consider the affairs of the Association dealt with by the Council as recorded in the Minutes of its meetings; (b) control, supervise, assist and advise Branches within the Area; (c) recruit new members and assist in the formation of new Branches within the Area; (d) investigate and when necessary report to the Council on the affairs of any Branch, including in particular the financial affairs of a Branch, and any case where in its opinion a Branch should be closed; (e) secure effective liaison with other ex-Service organisations and with Royal Air Force formations in the Area; (f) consider and take action on any matter referred to it by the Council and make representations to the Council on any matter concerning the welfare of the Association; (g) consider any recommendations submitted to it by a Branch or Regional Committee, and take appropriate action thereon.

Regions

Rule 33. (1) Subject to such conditions as may be prescribed by the Byelaws, an Area Council may authorise the formation or alteration of Regions as sub-divisions of Areas, and may allocate Branches thereto and may authorise the establishment of Committees therein, but no Region or Regional Committee so authorised shall have any administrative or disciplinary rights or powers over any of the Branches allocated to it. (2) The functions of a Regional Committee shall be such as shall be prescribed by the Byelaws. (3) Subject to such conditions as may be prescribed by the Byelaws, an Area Council may make regulations governing the constitution, proceedings and administration of the Regional Committees in its Area.

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(4) Nothing in this Rule shall prejudice or affect the powers of an Area Council or deprive a Branch of the right to submit matters of policy direct to the Area Council.

BRANCHES

Function Rule 34. The primary unit of the Association shall be the Branch which shall, within the vicinity or parent body in relation to which it is authorised, be responsible to the Council and the Area Council for:

(a) furthering and attaining the objects of the Association; (b) giving effect to all decisions of the Council and of the Area Council; (c) the due observance of these Rules and any Byelaws and Standard Branch Regulations that may be made.

Formation

Rule 35. Subject to the approval of the Council a Branch, including a Special Branch, may be formed in any part of the world provided that the conditions and procedures prescribed by the Byelaws are met.

Special Branches Rule 36. (1) The Council may sanction the formation of Branches (referred to in these Rules as "Special Branches") by members of the Association who have a common interest in membership of some established or definable body, institution, association, profession or vocation (referred to in these Rules as "the parent body"). (2) A member of a Special Branch who ceases to be a member of the parent body or of the Association ceases thereby to be a member of that Special Branch. (3) A Special Branch may be allocated by the Council to an Area but such allocation shall be without prejudice to the right of the Special Branch and the Council to deal directly with each other on any matter which the Council considers it desirable to do so.

Amalgamation, Sub-division and Closure

Rule 37. (1) Subject to the approval of the Council any two or more Branches may be amalgamated or a Branch may be sub-divided into two or more Branches or the name of a Branch may be altered or a Branch may be closed by the members thereof. (2) A Branch which, in the opinion of its Area Council, is no longer capable of, or by reason of lack of members or support is not discharging its functions as a Branch, may be closed by the Area Council subject to such notice and procedures for the closure of non-effective Branches as shall be prescribed by the Byelaws. (3) A Branch which, in the opinion of the Council, has persistently failed to comply with any of these Rules or refused or failed to comply with the instructions of the Council or of the Area Council, may be closed by the Council subject to such notice and procedures for the closure of delinquent Branches as shall be prescribed by the Byelaws.

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Property and Assets

Rule 38. (1) The Council may at any time require that any property or asset of a Branch shall be vested in or transferred to the Association, or such other person or persons as the Council may from time to time approve or require, on trust for the Branch. (2) Subject to paragraph (1) of this Rule the Chairman, Officers and other Members of the Branch Committee shall be collectively responsible for the funds and other property or assets of the Branch and its liabilities. They shall also be responsible, in the case the Branch shall cease to exist or be closed, for:

(a) realising the value of any property or assets; (b) satisfying any proper debts and liabilities; (c) forwarding, within the period prescribed by the Byelaws, any remaining funds or assets together with an audited statement of account and all the records of the Branch, to the Area Director in cases where the Branch has been allocated to an Area and, in any other case, to the Secretary General.

FINANCE AND ACCOUNTS

Property

Rule 39. All property of the Association, both real and personal, shall be held in the name of the Association or in the name of such other person or persons in trust for the Association as the Council may determine.

The Accounts of the Association

Rule 40. (1) The Council shall ensure that the Association complies with the obligations of the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to:

(a) the keeping of accounting records; (b) the preparation of annual statements of account; (c) the auditing or independent examination of the statements of account; (d) the transmission of statements of account and annual reports to the Charity Commissioners.

(2) The Council shall make such Byelaws and Standard Regulations as are necessary to meet these requirements.

The Treasurer's Responsibilities Rule 41. (1) The cash and bank accounts of the central funds of the Association shall be under the control of the Treasurer who shall administer them in accordance with the decisions of the Council. (2) The Treasurer shall cause proper books and accounts to be kept and shall submit statements of account to the Council at such times and in such form as the Council shall determine.

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Grants or Loans to Branches

Rule 42. (1) Grants or loans to Branches may be made by the Council under the provisions of Article 3(i) of the Charter and shall be governed by such procedures and shall be subject to such terms and conditions as may be determined by the Council. (2) Any property acquired under these provisions shall be held in the name of the Association or in that of such person or persons in trust for the Association as the Council shall determine. At the discretion of the Council it may also be a condition of a grant or loan for essential repairs and alterations that the property shall be held in the name of the Association or in that of such person or persons in trust for the Association as the Council shall determine.

INVESTMENTS

Investment of the Central Funds of the Association

Rule 43. (1) Any of the central funds of the Association not immediately required for the purposes of the Association shall be invested as may be authorised by the Council in accordance with the provisions of the Trustee Investments Act 1961 (or any statutory re-enactment or modification of that Act). Provided that: (a) the requirement in that Act that the amount being invested in wider-range investments shall not exceed 50 per cent of the total may be increased to such other proportion of the total as may be authorised by the Charity Commissioners;

(b) the Council may not apply any funds of the Association in acquiring any investment, other than a narrower-range investment within the meaning of the Trustee Investments Act 1961 (or any statutory re-enactment or modification of that Act), except upon the advice of Investment Managers who shall be appointed under such terms and conditions as shall be prescribed by the Byelaws. (2) The Council shall arrange that the investments of the central funds of the Association are kept under routine review and may constitute sub-groups of the Council for this purpose under such terms and conditions as shall be prescribed by the Byelaws.

Investment of Area, Region and Branch Funds Rule 44. The Council shall issue instructions regarding the investment of Area, Region and Branch Funds that shall comply with the provisions of the Trustee Investments Act 1961 (or any statutory re-enactment or modification of that Act).

FUNDRAISING Rule 45. The Council shall issue instructions regarding the control of fund-raising and public charitable collections that shall comply with the provisions of the Charities Act 1992 (or any statutory re-enactment or modification of that Act).

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LIABILITY AND INDEMNITY Rule 46. (1) No Area Conference, Area Council or Committee of an Area Council, no Branch or Branch Committee and no member of the Association shall have power, express or implied, to pledge the credit of the Association or of any Officer of the Association or to incur any financial liability or any liability whatsoever in the name or on behalf of the Association or of any Officer of the Association without the specific or delegated authority of the Council, nor shall the Association or any Officer of the Association be liable to action, omission, neglect or default done or committed by any Branch or Officer thereof. (2) No member shall use or permit the use of the name, initials, badge or other insignia of the Association which may in any way tend to suggest that any of his activities has the support of, or is conducted under the auspices of, the Association unless he has the written authority of the Secretary General so to do, which authority may be revoked at any time by the Secretary General. (3) No official or member of the Association, except those appointed to positions carrying remuneration, shall be legally entitled to claim payment for any services rendered on behalf of the Association, unless in accordance with the terms of such contract or written agreement as may be signed by the Secretary General or such persons to whom he has expressly delegated this power. (4) No person ceasing to be a member of the Association shall have any claim upon the subscriptions or other moneys paid by him to the Association, except if paid by way of a loan.

THE COMMON SEAL Rule 47. The Council shall provide for the safe custody of the Common Seal of the Association and shall regulate its use and authentication.

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THE BYELAWS - CONTENTS

SUBJECT BYELAW PAGE

Authority and Date of Effect 1 B-1

Definitions 2 B-1

Construction 3 B-1 Membership 4-13 B-1

Honorary Life Members 4 B-1 Admission to Membership 5 B-1 Appeals Procedure for Membership Applications 6 B-2 Procedure for Expulsion or Suspension of an Ordinary or Life Member 7 B-2 Procedure for Expulsion or Suspension of an Associate Member 8 B-5 Effect of Resignation, Expulsion or Suspension 9 B-7 Registers of Members 10 B-7 Transfer of Membership Between Branches 11 B-7 Membership of More than one Branch 12 B-7 Subscriptions 13 B-8

The Council 14-17 B-8

Membership 14 B-8 Terms and Conditions of Office 15 B-9 Disqualification 16 B-9 Casual Vacancies 17 B-10

The Executive 18-23 B-10

Appointment 18 B-10 Membership 19 B-10 Terms and Conditions of Office 20 B-11 Powers and Duties 21 B-11 Proceedings 22 B-11 Casual Vacancies 23 B-11

Conferences 24-30 B-11

Representation at Conferences 24 B-11 Voting at Conferences 25 B-12 Annual Conference Committee 26 B-12 Nominations for Election 27 B-12 Notification of Resolutions 28 B-13 The Agenda 29 B-13 Information for Branches 30 B-13

Regions 31 B-13 Branches 32-35 B-14

Formation 32 B-14 Closure of Non-effective Branch 33 B-15 Closure of Delinquent Branch 34 B-15 Production of Books by Branch 35 B-16

Conciliation Tribunal 36 B-16

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Finance and Accounts 37-44 B-17 Financial Year 37 B-17 Keeping of Accounts 38 B-17 Credits to Association Funds 39 B-18 Examination of Accounts 40 B-18 Availability of Accounts 41 B-19 Forwarding of Accounts and Annual Reports 42 B-19 Period for Forwarding Accounts on Closure of Branch 43 B-20 Expenses 44 B-20

Investments 45-47 B-20

Appointment of Investment Managers 45 B-20 Appointment of Review Sub-Groups 46 B-20 Terms and Conditions of Delegation 47 B-20

Miscellaneous 48-50 B-21

The Journal of the Association 48 B-21 Supply of the Royal Charter, Rules and Byelaws 49 B-21 Branch Club Affiliation Fees 50 B-21

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THE BYELAWS

AUTHORITY AND DATE OF EFFECT

Byelaw 1. These Byelaws are made by the Council under Rule 4 and shall come into force on 1 September 1996 and as from that date any Byelaws then in force shall cease to have effect.

DEFINITIONS

Byelaw 2. (1) In these Byelaws words and expressions to which meanings are assigned by the Rules shall have the same respective meanings. (2) In these Byelaws unless the subject or context otherwise require: "independent examiner" means an independent person who is reasonably believed by the Regional or Branch Committee to have the requisite ability and practical experience to carry out a competent examination of the accounts; "Investment Managers" means a company or firm of repute which is an authorised or exempted person under the terms of the Financial Services Act 1986 (or any statutory re-enactment or modification of that Act) otherwise than by virtue of Section 45(1)(j) of that Act: "qualified auditor" means a person who is eligible for appointment as a company auditor in accordance with Section 25 of the Companies Act 1989, or who is a member of a body for the time being specified in regulations under Section 44 of the Charities Act 1993 and is, under the rules of that body, eligible for appointment as an auditor.

CONSTRUCTION

Byelaw 3. These Byelaws shall be construed with the Rules and, if there is any discrepancy between the two, the Rules shall prevail.

MEMBERSHIP

Honorary Life Members

Byelaw 4. The prescribed conditions for Honorary Life Membership are: (a) the member must have been an Ordinary or Life Member of the Association for not less than five consecutive years and have paid any subscription for which he is liable; (b) the member must have attained the age of 65 years; (c) a Branch of which he is a member must have passed a resolution in General Meeting that he should become an Honorary Life Member. A copy of the resolution shall be forwarded to the Area Director.

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Admission to Membership

Byelaw 5. (1) The prescribed procedure for application for Ordinary Membership of a Branch is that the application shall be made to the Secretary of the Branch to which the candidate seeks admission. The Secretary of the Branch may accept a candidate who is prima facie eligible, but shall submit the application to the Branch Committee which may call upon the candidate to submit such further evidence as the Committee may require to show that he is eligible under the Rules. (2) The prescribed procedure for an application to be entered as an Ordinary Member on a membership roll held at a Headquarters is that the application shall be made to the Secretary General or Area Director who shall, if necessary, call upon the candidate to submit such further evidence as may be required to show that he is eligible under the Rules.

(3) The prescribed procedure for application for Associate Membership is that the application shall be made to the Secretary of the Branch to which the candidate seeks admission and must be proposed by an Ordinary or Life Member of the Branch. The Secretary may accept a candidate who is prima facie eligible, but shall submit the application to the Branch Committee which may call upon the candidate to submit such further evidence as the Committee may require to show that he is eligible under the Rules. (4) If it is decided to reject an application for admission the notification to the applicant shall, if the rejection of the candidate was on the grounds of alleged ineligibility, state the fact and specify briefly the grounds on which ineligibility was found, but in any other case shall state that the applicant has been rejected without giving any reason. In either case the attention of the applicant shall be drawn to the procedure in these Byelaws for appealing against the rejection. (5) If it be established by the Council after enquiry that a person was not eligible for membership or was admitted to a category of membership in error, it shall terminate the membership forthwith or transfer the person to the correct category of membership.

Appeals Procedure for Membership Applications

Byelaw 6. (1) The prescribed procedure for appealing against the rejection of an application for Ordinary Membership shall be for the candidate to appeal in writing to the Council within one month from the date on which he was notified of the rejection of his application, or such extended period as the Council may allow. After obtaining a report on the case from the Branch Committee concerned the Council shall afford to the candidate and to a representative of the Committee an opportunity of being heard in person and may allow the appeal or confirm the decision of the Committee. The decision of the Council shall be final. (2) The prescribed procedure for appealing against the rejection of an application for Associate Membership shall be for the candidate to appeal in writing to the Branch Committee within one month from the date on which he was notified of the date of the rejection of his application, or such extended period as the Branch Committee may allow. After a review of the case the Branch Committee shall afford to the candidate the right to be heard in person and may allow the appeal or confirm the rejection of the application for Associate Membership. The decision of the Branch Committee shall be final.

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Procedure for Expulsion or Suspension of an Ordinary or Life Member

Byelaw 7. (1) In this Byelaw: "the investigating committee" means:

(a) the Branch Committee, if the proceedings are being taken by that Committee or by two or more Ordinary or Life Members of the Association; (b) the Executive, if the proceedings are being taken by the Council.

"the Secretary" means:

(a) the Secretary of the Branch, if the proceedings are being taken by the Branch Committee or by two or more Ordinary or Life Members of the Association; or, if the Secretary is the member of the Branch against whom the proceedings are being taken, such other Officer or Ordinary or Life Member of the Branch nominated by the Branch Committee; (b) the Secretary General, if the proceedings are being taken by the Council.

"the tribunal" means:

(a) a Special General Meeting of the Branch concerned convened by the Secretary of the Branch, if the proceedings are being taken by the Branch Committee or by two or more Ordinary or Life Members of the Association. The agenda for this meeting shall specify the date of the meeting and state that the expulsion of an Ordinary or Life Member is the matter for consideration but shall not state the name of the member or the nature of the charge or charges made against him; (b) a meeting of the Council, if the proceedings are being taken by the Council.

"appeal tribunal" means a tribunal set up by the President of the Association to hear an appeal against a decision of the Council in a case where proceedings for expulsion or suspension of an Ordinary or Life Member have been initiated by the Council under Byelaw 7(2)(b). (2) Proceedings for the expulsion or suspension of an Ordinary or Life Member may be taken by the Committee of a Branch of which he is a member or by two or more Ordinary or Life Members of the Association who may, but need not be, members of the Branch, or by the Council. Provided that such proceedings shall only be initiated by:

(a) two or more such Ordinary or Life Members if they make a written complaint to the Committee of a Branch to which the member belongs; (b) the Council in a case where the Ordinary or Life Member is alleged to have misappropriated any funds of the Association, and then only after prior consultation with any Branch from which it is alleged that the member has misappropriated funds;

(3) Any notice required by this Byelaw to be sent to the Ordinary or Life Member shall be sent in writing by registered post to his last known address, and shall be deemed to have been received within 14 days of posting;

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(4) If the investigating committee resolves that a prima facie case for expulsion or suspension has been made out, the Secretary shall notify the Ordinary or Life Member in writing. Such notification shall:

(a) give full particulars of the allegation or allegations made against him; (b) require him to answer or explain the allegation or allegations; (c) indicate that in the event of no explanation being forthcoming or of his admitting the allegation or allegations or of his answer being considered to be unsatisfactory, the investigating committee may require his resignation; (d) inform him of the date on or before which he must reply (not being less than seven days from the deemed date of receipt of the written notice); (e) inform him that his rights as a member are in abeyance other than those conferred by the following provisions of this Byelaw.

(5) If no reply has been received from the Ordinary or Life Member by the date allowed for reply, or if the reply received admits the truth of the allegations made, or consists of an answer or explanation which, in the opinion of the investigating committee, is unsatisfactory, the investigating committee may resolve that the member be called upon to resign from the Association. The Secretary shall then send a notice to the member calling for his resignation within seven days from the receipt thereof and informing the member that, if he fails to submit his resignation within the

time limit, proceedings will be taken to expel him from the Association. (6) If the Ordinary or Life Member against whom the proceedings have been taken disputes the truth of the allegations made against him or, although admitting the truth of such allegations, contends that he ought not to be expelled from the Association on account thereof, or if he fails or refuses to resign from the Association when called upon to do so, the Secretary shall notify the member in writing that:

(a) the tribunal will proceed to consider the allegations; (b) he may attend such meeting for the purpose of being heard in his defence.

(7) The tribunal shall consider the allegations made against the Ordinary or Life Member and his written reply (if any). The investigating committee's recommendation shall be read to the tribunal by the chairman of the tribunal. Evidence in support of the allegation or allegations may be given either by calling witnesses or reading statements. The member shall be entitled to be present throughout the proceedings and shall have the right to cross-examine any witness, to make a statement and to call a witness or witnesses in his defence. (8) At the conclusion of the Ordinary or Life Member's defence, he shall retire. The tribunal shall then consider whether any of the allegations made against him have been proved and, if so, the penalty to be imposed. The tribunal may suspend the member from the Association in lieu of expelling him. A period of suspension not exceeding six months may be imposed by a majority of those present and eligible to vote, but expulsion or a longer period of suspension shall not be imposed except by a majority of not less than three-quarters of those present and eligible to vote. The Secretary shall forthwith notify the member in writing of the decision of the tribunal and draw his attention to his right of appeal. (9) If the tribunal resolves to expel the Ordinary or Life Member, his name shall forthwith be removed from the Registers of the Association. If the proceedings are

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taken by the Branch Committee or by two or more Ordinary or Life Members of the Association and the charge against the member is found to be proved, whether or not a penalty is imposed, a full report shall forthwith be made by the Secretary of the Branch to the Secretary General and to the Area Director. In the event of a penalty being imposed, the Secretary General shall be responsible for notifying any other Branch to which the member belonged of the finding. (10) An Ordinary or Life Member shall have a right of appeal against a decision of expulsion or suspension if within 21 days of being notified of the decision or within such longer period as may be allowed by the tribunal, he gives notice in writing to the Secretary General. (11) If the decision has been taken by a Branch, the following provisions shall apply to the appeal:

(a) after considering the report of the Branch Secretary and any further information required by the Council from the Branch concerned, the Council shall give the appellant an opportunity of appearing before them; (b) on the hearing of an appeal any Member of the Council who is a member of the Branch or Area Council concerned shall be disqualified from adjudicating thereon; (c) the Council shall review the case whether or not the appellant has availed himself of the opportunity of appearing before it and may confirm, vary or disallow the decision as it thinks fit.

(12) If the decision has been taken by the Council the following provisions shall apply to the appeal:

(a) the appeal shall be heard by an appeal tribunal of three Ordinary or Life Members of the Association appointed by the President but the President shall not so appoint a Member of the Council or of the Branch of which the appellant is also a member or a Member of the Council of the Area in which the Branch is situated;

(b) the appeal tribunal so appointed shall give the appellant an opportunity of appearing before it; (c) the appeal tribunal shall review the case whether or not the appellant has availed himself of the opportunity of appearing before it and may confirm, vary or disallow the decision as it thinks fit.

(13) The decision of the Council or of the appeal tribunal appointed under paragraph (12) of this Byelaw (as the case may be) shall be final. (14) Subject to the provisions of paragraphs (11) and (12) of this Byelaw a tribunal or an appeal tribunal shall have power to determine its own procedure for hearing appeals. (15) Any Ordinary or Life Member against whom proceedings have been taken under this Byelaw who allows his membership to lapse before the prescribed procedure is concluded shall be considered as having resigned as a result of the proceedings.

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Procedure for Expulsion or Suspension of an Associate Member

Byelaw 8. (1) In this Byelaw: "the investigating committee" means:

(a) the Branch Committee, if the proceedings are being taken by that Committee or by two or more members of the Association; (b) the Executive, if the proceedings are being taken by the Council.

"the Secretary" means:

(a) the Secretary of the Branch, if the proceedings are being taken by the Branch Committee or by two or more Ordinary or Life Members of the Association; (b) the Secretary General, if the proceedings are being taken by the Council.

"the tribunal" means:

(a) a Special General Meeting of the Branch concerned convened by the Secretary of the Branch, if the proceedings are being taken by the Branch Committee or by two or more Ordinary or Life Members of the Association. The agenda for this meeting shall specify the date of the meeting and state that the expulsion of an Associate Member is the matter for consideration but shall not state the name of the member or the nature of the charge or charges made against him; (b) a meeting of the Council, if the proceedings are being taken by the Council.

(2) Proceedings for the expulsion or suspension of an Associate Member may be taken by the Committee of a Branch of which he is a member or by two or more Ordinary or Life Members of the Association who may, but need not be, members of the Branch, or by the Council. Provided that such proceedings shall only be initiated by:

(a) two or more Ordinary or Life Members if they make a written complaint to the Committee of a Branch to which the Associate Member belongs; (b) the Council in a case where the Associate Member is alleged to have misappropriated any funds of the Association, and then only after prior consultation with any Branch from which it is alleged that the member has misappropriated funds.

(3) Any notice required by this Byelaw to be sent to the Associate Member shall be sent in writing by registered post to his last known address, and shall be deemed to have been received within 14 days of posting. (4) If the investigating committee resolves that a prima facie case for expulsion or suspension has been made out, the Secretary shall notify the Associate Member in writing. Such notification shall:

(a) give full particulars of the allegation or allegations made against him;

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(b) require him to answer or explain the allegation or allegations; (c) indicate that in the event of no explanation being forthcoming or of his admitting the allegation or allegations or of his answer being considered to be unsatisfactory, the investigating committee may require his resignation; (d) inform him of the date on or before which he must reply (not being less than seven days from the receipt of the notification in the ordinary course of post); (e) inform him that his rights as an Associate Member are in abeyance other than those conferred by the following provisions of this Byelaw.

(5) If no reply has been received from the Associate Member by the date allowed for reply, or if the reply received admits the truth of the allegations made, or consists of an answer or explanation which, in the opinion of the investigating committee, is unsatisfactory, the investigating committee may resolve that the Associate Member be called upon to resign from the Association. The Secretary shall then send a notice to the Associate Member calling for his resignation within seven days from the receipt thereof and informing the Associate Member that, if he fails to submit his resignation within the time limit, proceedings will be taken to expel him from the Association. (6) If the Associate Member against whom the proceedings have been taken disputes the truth of the allegations made against him or, although admitting the truth of such allegations, contends that he ought not to be expelled from the Association on account thereof, or if he fails or refuses to resign from the Association when called upon to do so, the Secretary shall notify the member in writing that:

(a) the tribunal will proceed to consider the allegations; (b) he may attend such meeting for the purpose of being heard in his defence.

(7) The tribunal shall consider the allegations made against the Associate Member and his written reply (if any). The investigating committee's recommendation shall be read to the tribunal by the chairman of the tribunal. Evidence in support of the allegation or allegations may be given either by calling witnesses or reading statements. The member shall be entitled to be present throughout the proceedings and shall have the right to cross-examine any witness, to make a statement and to call a witness or witnesses in his defence. (8) At the conclusion of the Associate Member's defence, he shall retire. The tribunal shall then consider whether any of the allegations made against him have been proved and, if so, the penalty to be imposed. The tribunal may suspend the member from the Association in lieu of expelling him. A period of suspension not exceeding six months may be imposed by a majority of those present and eligible to vote, but expulsion or a longer period of suspension shall not be imposed except by a majority of not less than three-quarters of those present and eligible to vote. The Secretary shall forthwith notify the member in writing of the decision of the tribunal. (9) If the tribunal resolves to expel the Associate Member, his name shall forthwith be removed from the Register of the Branch. If the proceedings are taken by the Branch Committee or by two or more Ordinary or Life Members of the Association and the charge against the Associate Member is found to be proved, whether or not a penalty is imposed a full report shall forthwith be made by the Secretary of the Branch to the Secretary General and to the Area Director.

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In the event of a penalty being imposed, the Secretary General shall be responsible for notifying any other Branch to which the Associate Member belonged of the finding. (10) Any Associate Member against whom proceedings have been taken under this Byelaw who allows his membership to lapse before the prescribed procedure is concluded shall be considered as having resigned as a result of the proceedings.

Effect of Resignation, Expulsion or Suspension Byelaw 9. A member who has resigned whether voluntarily or after having been called upon to resign, or who has been expelled or whose membership has been suspended, shall not be entitled to the refund of any entrance or other fee or of any subscription or any part thereof. Provided that if on appeal the sentence of suspension or expulsion is reversed he shall be entitled to a refund of such portion of his subscription as the Council shall think proper.

Registers of Members

Byelaw 10. (1) The prescribed Registers of members shall be:

(a) a Central Register of all Ordinary, Life and Associate Members which shall be maintained under arrangements made by the Secretary General; (b) Area Registers of all Ordinary, Life and Associate Members in Branches in an Area or entered on a roll held at an Area Headquarters, which shall be maintained under arrangements made by each Area Director; (c) Branch Registers of all Ordinary, Life and Associate Members of a Branch, which shall be maintained under arrangements made by each Branch.

(2) Branches shall supply any information required for the purposes of the Central and Area Registers.

(3) The prescribed particulars to be included in the Central and Area Registers for each Ordinary, Life and Associate Member shall be:

(a) name and address; (b) name of any Branch of which he is a member or of the membership roll on which he is entered; (c) nature of current membership (that is to say whether Ordinary, Life or Associate Member); (d) year in which current membership commenced; (e) such other information as the Council shall determine.

Transfer of Membership Between Branches

Byelaw 11. Any member wishing to do so shall, subject to paying all subscriptions due to the Branch with which he is registered at that time, be entitled to transfer to another Branch subject to application to the Secretary of the Branch willing to

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accept the transfer, without any additional payment within the relevant subscription period.

Membership of More Than One Branch

Byelaw 12. The prescribed conditions for membership of more than one Branch are:

(a) an Ordinary, Life or Associate Member of one Branch shall be entitled to apply for membership of any other Branch but must disclose the name of the Branch or Branches of which he is already a member;

(b) an Ordinary, Life or Associate Member joining more than one Branch shall have the full rights of an Ordinary, Life or Associate Member in respect of each Branch of which he is a member.

Subscriptions

Byelaw 13. (1) The prescribed period after the first day of January in each year (or such other date as may be determined by the Association at an Annual Conference) at the expiration of which membership ceases if the subscription has not been paid, shall be three months. (2) The prescribed conditions under which payment of a subscription may be suspended, postponed or waived are:

(a) if a former member whose membership has lapsed because of failure to pay his subscription in time applies for reinstatement not later than 24 months after his membership has lapsed; (b) the Branch Committee in a genuine and necessitous case may suspend or postpone for a time or waive payment of any subscription or part thereof, but it shall not authorise the refund of any subscription that has been paid. Notification of any action taken under this Byelaw shall be sent to the Area Director and the Branch shall be responsible for payment of any subscription so waived as otherwise would be forwarded to the Area Director in accordance with these Byelaws.

(3) Ordinary and Associate Members shall pay such annual subscription as determined by the Association at an Annual Conference and the Association may so determine different rates of annual subscriptions for different classes of members. Provided that a Branch may determine at an Annual General Meeting that Associate Members shall pay an additional annual amount to the Branch for its funds. (4) First annual subscriptions shall be due on receipt by a member of the notification of his admission as a member. (5) If so determined by the Association at an Annual Conference, Ordinary and Associate Members joining the Association after a specified date in any year may pay a reduced subscription for that year. (6) All subsequent annual subscriptions shall be due on the first day of January in each year or on such other date as may be determined by the Association at an Annual Conference.

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(7) An Ordinary Member who becomes an Honorary Life Member of the Association as a result of a resolution by his Branch under Byelaw 4 shall pay no annual subscription to the Association from the date of that resolution. (8) Branches must forward the full amount of subscriptions received for Ordinary and Associate Members to Area HQ. Part of each subscription for a member of a Branch will be returned to the Branch, at the beginning of each subscription year, based on the membership of the Branch at the end of the previous subscription year. The Membership rebate for those on an Area HQ Roll will be allocated to the respective Area Council to enable them to organise and promote events within their Area. The due proportion of such subscriptions and fees shall be determined by the Association at an Annual Conference.

THE COUNCIL

Membership

Byelaw 14. (1) The prescribed number of Elected Members to the Council shall be 8. (2) Each Area Council shall be entitled to nominate one Area Representative Member to the Council. Any Member of the Council so nominated must be a member of the Area Council making the nomination. (3) Every Area Representative Member shall have a Deputy elected by the Area Council who may, in the absence of the Area Representative Member, take his place on the Council. (4) The prescribed number of Service Representatives to the Council shall be three and they shall be appointed as determined by the Air Force Board provided that:

(a) one of the Service Representatives shall be a serving Non-Commissioned Officer or Airman; (b) any such Service Representative may appoint some other member of the Royal Air Force to act in his place either generally or for any particular purpose; (c) no Service Representative shall become a Member of the Council until his appointment has been approved by the Council; (d) the Service Representatives shall not be removable except by their respective superior officers.

(5) The Benevolent Fund Representative on the Council shall be nominated by the Council of the Royal Air Force Benevolent Fund and the appointment shall not take effect until it has been approved by the Council. (6) The prescribed maximum number of Vice-Presidents of the Association shall be eight. (7) The prescribed maximum number of Co-opted Members to the Council shall be two.

Terms and Conditions of Office

Byelaw 15. (1) The President of the Association, the Vice-Presidents of the Association, the Treasurer of the Association and the Chairman of the Council shall each hold office for three years from the conclusion of the Annual Conference at which they were elected to the conclusion of the Annual Conference in the year their term of office expires.

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(2) The Vice-Chairman of the Council shall hold office for a period of two years from the date of his election as Vice-Chairman. (3) The Elected Members of the Council shall hold office for a period of two years from the conclusion of the Annual Conference at which they were elected. (4) The Area Representative Members of the Council shall hold office for a period of two years from the conclusion of the Annual Conference at which they were appointed. Provided that in the case of a new Area the first Area Representatives of that Area shall take office immediately after they have been appointed. (5) The Co-opted Members of the Council shall hold office from the date of their co-option to the conclusion of the next Annual Conference. (6) The Co-opted Members shall not have voting powers nor can they be held legally liable for the Council's decisions. (7) All other Members of the Council, including a Deputy Area Representative when deputising in the absence of the Area Representative Member, shall have full voting and deliberative powers.

Disqualification Byelaw 16. A Member of the Council shall be disqualified from being such a Member if he:

(a) is disqualified from acting as a charity trustee by virtue of the Charities Act 1993 (or any statutory re-enactment or modification of that Act); (b) becomes incapable by reason of mental disorder, illness or injury of managing and administering his own affairs; (c) is absent without reasonable excuse for two or more consecutive meetings of the Council.

Casual Vacancies

Byelaw 17. (1) If a casual vacancy occurs amongst the President of the Association, the Treasurer of the Association or the Chairman of the Council it shall be filled by the Council and the person so elected shall hold office until the conclusion of the next Annual Conference and be eligible for re-election for the remaining term of office of his predecessor. (2) If a casual vacancy occurs in the Vice-Chairmanship of the Council, it shall be filled by the Council from amongst its members and the Vice-Chairman so elected shall hold office for the remaining term of office of his predecessor. (3) If a casual vacancy occurs amongst the Elected Members, it shall be filled by the Council by offering the vacancy to the unsuccessful candidates at the last election in turn, starting with the candidate who obtained the greatest number of votes. If there were no unsuccessful candidates or if none of these candidates are willing to fill the vacancy, it shall be filled by the Council by appointing any member who is eligible for appointment. (4) If a casual vacancy occurs amongst the Area Representative Members, it shall be filled by the Deputy Area Representative.

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(5) If a casual vacancy occurs amongst the Service Representatives, it shall be filled by the appointing authority. (6) Any casual vacancy (other than a casual vacancy amongst the Service Representatives) shall be filled forthwith.

THE EXECUTIVE

Appointment

Byelaw 18. The Executive shall be appointed for a period of two years at the first meeting of the Council after the conclusion of Annual Conference commencing with Conference 2010 and shall hold office until the first meeting of the Council after the conclusion of the Annual Conference in the year its term of office expires. Normally, such a meeting shall take place not later than 21 days from the conclusion of that Annual Conference.

Membership

Byelaw 19. (1) The Executive shall consist of the following:

(a) the President, Chairman, Vice-Chairman and Treasurer of the Council who shall be ex-officio members; (b) not more than 3 other Members of the Council elected for a period of two years from amongst their members at the first meeting of the Council after the conclusion of Annual Conference commencing with Conference 2010;

(2) The Executive may also consist of not more than two persons co-opted by the Executive who shall be known as the Co-opted Members. (3) The Chairman and Vice-Chairman of the Council shall become ex-officio the Chairman and Vice-Chairman of the Executive.

(4) Every Member of the Executive, other than the Co-opted Members, shall be an Ordinary, Life or Associate Member of the Association. (5) Any Member of the Executive ceasing to be a Member of the Council shall cease to be a Member of the Executive.

Terms and Conditions of Office

Byelaw 20. (1) The Members of the Council elected to the Executive shall hold office for a period of two years from the date of their election commencing with Conference 2010 until the first meeting of the Council at the conclusion of the Annual Conference in the year their term of office expires. (2) The Co-opted Members shall hold office from the date of their co-option until the first meeting of the Council after the conclusion of the next Annual Conference. (3) The Co-opted Members shall not have voting powers nor can they be held legally liable for the Executive's decisions. (4) All other Members of the Executive shall have full voting and deliberative powers.

Powers and Duties

Byelaw 21. (1) The Executive shall conduct the business of the Association in accordance with the powers and duties delegated to it by the Council and shall refer to the Council any difference or dispute with or between Branches or Areas or with members, persons or bodies which might, if not settled, be prejudicial to the interests of the Association.

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(2) Sub-committees of the Executive may be formed as shall be determined by the Council.

Proceedings

Byelaw 22. (1) The Executive shall meet together for the transaction of business as often as may be necessary. (2) The quorum necessary for the transaction of business of the Executive may be fixed by the Executive but, unless so fixed, shall be five. (3) The business of the Executive shall be transacted in such a manner as the Executive may determine subject to such direction as the Council may give.

Casual Vacancies Byelaw 23. If a casual vacancy occurs in the Chairmanship or Vice-Chairmanship or amongst the Members of Council on the Executive, it shall be filled by the Council.

CONFERENCES

Representation at Conferences

Byelaw 24. (1) The prescribed conditions for a Branch to be represented at a Conference of the Association shall be:

(a) the Branch shall have been constituted in accordance with the conditions and procedures at Byelaw 32 and the Council shall have approved its formation; (b) the audited accounts of the Branch for the preceding financial year shall have been submitted to the appropriate Area Director not less than ten clear days before the first day of the Conference.

(2) The prescribed number of delegates and voting rights for an entitled Branch shall be one delegate for each Branch and a second delegate if its membership of Ordinary and Life Members as at the 31st December immediately preceding the Conference exceeds five hundred. Each of these delegates shall on a show of hands have one vote. For the purpose of this Byelaw the Register of the members of the Branch held at Central Headquarters shall be conclusive evidence of the membership of the Branch. (3) The prescribed membership qualification for attending a Conference as a voting delegate shall be that the delegate is an Ordinary, Life or Associate Member. Provided that any such Associate Member is a member of the Branch Committee.

Voting at Conferences Byelaw 25. (1) Elections to Office and voting at a Conference shall be: Elections

(a) by postal ballot by Branches prior to a Conference in the case of contested elections for:

(i) Officers of the Association (ii) Membership of Council (iii) Annual Conference Committee

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(b) Results of elections will be announced at Conference. (c) In the case of a tie at (a) above, the successful candidate will be determined by totalling the number of Ordinary and Life Members of the Branches, as at the 31st December immediately preceding the Conference who voted for either or both candidates.

Voting at Conference

(d) by ballot in the case of any resolution to remove any Officer of the Association or Member of the Council but such resolution shall not be carried unless approved by two-thirds of the delegates present and voting. (e) by card vote in any case where it is required by the Rules of Procedure. (f) by a show of voting cards in any other case.

Provided that nothing in this Byelaw shall prevent further or other provision for voting by ballot or by card vote being made either by the Rules of Procedure or by the Conference. (2) For the purposes of this Byelaw a card vote shall mean that one delegate on behalf of his Branch shall be entitled to cast the number of votes to which his Branch is entitled by the Byelaws. (3) In the case of a card vote the number of votes cast by each Branch shall be based on the number of Ordinary and Life Members of the Branch as at the 31st December immediately preceding the Conference.

Annual Conference Committee

Byelaw 26. (1) The prescribed number of Ordinary, Life or Associate Members of the Association to be elected to the Annual Conference Committee by postal ballot by Branches as defined in Byelaw 25 prior to an Annual Conference shall be three and the number of members to be nominated by the Council shall be two. The Annual Conference Organiser shall be an ex-Officio non-voting member. (2) A report by the retiring Annual Conference Committee on the Annual Conference for which it has been responsible shall be rendered by the retiring Committee to the newly elected Committee.

Nominations for Election

Byelaw 27. (1) Subject to the provisions of Rules 15, 16 and 19(2)(a), nominations for election as a Life Vice-President, an Officer of the Association or an Elected Member of the Council or the Annual Conference Committee may only be made by the Council or by a Branch. (2) Every nomination for election as a Life Vice-President, an Officer of the Association or an Elected Member of the Council or the Annual Conference Committee shall be in writing and sent to Central Headquarters by the date communicated to Branches by the Secretary General. Every nomination paper including those seeking re-election shall be signed by the candidate and be accompanied by a CV, photograph and a short brief stating their achievements and what they hope to achieve in the next 12 months if elected.

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Notification of Resolutions

Byelaw 28. A Branch or an Area Council wishing to move a resolution at an Annual Conference shall give notice in writing to the Secretary General of the terms of the resolution not less than seven weeks before the date of the Annual Conference. Except as permitted by Byelaw 29(2) no resolution shall be moved by a Branch or Area Council unless such notice has been given.

The Agenda

Byelaw 29. (1) The Agenda of the Conference containing all nominations and resolutions shall be printed and one copy thereof supplied to each Branch and Area Council attending Annual Conference not less than 14 days before the first day of the Conference. (2) Any resolution, subject or matter not included in the Agenda shall not be moved, raised or discussed at an Annual Conference and no business other than that specified in the notice convening a Special Conference shall be dealt with at such Conference. Provided that, if an important matter of urgency affecting the Association arises after the Agenda has gone to press, the Agenda may be altered by the Conference so as to enable it to be discussed.

Information for Branches

Byelaw 30. Copies of the Annual Report of the Council and of the Annual Accounts of the Association shall be issued to all Branches and Areas attending Annual Conference not less than 14 days before the first day of the Conference. Branches not represented at Annual Conference will receive these documents as soon as practicable after Conference.

REGIONS

Byelaw 31. (1) The prescribed condition for an Area Council authorising the formation or alteration of Regions as sub-divisions of Areas and allocating Branches thereto is that it shall be by agreement with the Branches concerned. (2) The prescribed functions of a Regional Committee shall be to:

(a) consider any matter referred to it by the Area Council and make representations to the Area Council on any matter related to the furtherance and benefit of the Region; (b) make recommendations to the Area Council on any matter of policy submitted to it for consideration by a Branch allocated to the Region; (c) encourage the recruitment of new members and the fund-raising and welfare activities in the Region; (d) co-ordinate and promote such activities amongst the Branches in the Region as may be agreed by the Area Council; (e) give advice to Branches in the Region.

(3) The prescribed conditions for an Area Council to make regulations governing the constitution, proceedings and administration of any Regional Committee in its Area are that:

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(a) the regulations shall be in accordance with any guidance issued by the Council; (b) the regulations shall be agreed by the Regional Committee.

BRANCHES

Formation

Byelaw 32. (1) The prescribed conditions and procedures for forming a new Branch are:

(a) an application for the formation of a new Branch must be made on the appropriate form to be obtained from the Area Director and signed by not less than 12 persons being either Ordinary or Life Members of the Association or eligible for such membership and preferably either residing or having their place or business or employment in the area of the proposed Branch; (b) the application shall be submitted to the Council through the Area Council concerned but, before forwarding the application to the Council, the Area Council shall notify all Branches in the vicinity of the proposed new Branch. Any such Branch shall have the right of objecting to the proposed new Branch and any such objections shall be submitted to the Area Council; (c) after considering the application and any objections raised to it the Area Council shall make a recommendation to the Council and the Council may approve or disapprove the formation of the Branch and its proposed name or may give it a different name; (d) an Ordinary or Life Member or person eligible for such membership who has signed the form of application shall, when the Branch has been formed, be known as a Founder Member; (e) the inaugural meeting of a new Branch shall be convened by the Founder Members and the proceedings of the meeting shall be reported to the Area Director by completing the form provided for the purpose; (f) at the inaugural meeting, or as soon as reasonably practicable thereafter, a Chairman, Vice-Chairman, Secretary, Treasurer and Committee shall be elected. The Area Director and the Secretary General shall be notified of the names of the Officers of the Branch so elected and on receiving such notification the Secretary General shall forward to the Branch a certificate authorising the formation of the Branch signed by the Chairman of the Council.

(2) The foregoing provisions of this Byelaw in their application to a Special Branch shall have effect as if:

(a) there was an additional requirement in connection with the completion of the form of application for indicating thereon the common interest justifying the formation of the new Branch; (b) the Secretary General were the Area Director to whom the application has to be submitted; (c) a reference to all Branches which in the opinion of the Secretary General are particularly interested in the formation of the proposed Special Branch was substituted for the reference to all Branches in the vicinity of the proposed Branch; (d) a right was given to those Branches and to the Area Council concerned to object to the formation of the proposed Special Branch.

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Closure of Non-effective Branch

Byelaw 33. (1) The prescribed procedure for closing a non-effective Branch shall be:

(a) the Branch shall not be closed unless in the first instance a resolution to that effect has been passed by the Area Council concerned or, if there is no such Area Council, by the Executive; (b) the Area Director (or, if the resolution has been passed by the Executive, the Secretary General) shall serve one month's notice of closure to the President, Chairman and Secretary of the Branch or, if none of those Officers can be traced, to some other Officer or member of the Branch; (c) the notice shall include full particulars of the reasons for closing the Branch and be forwarded with a copy of the Rules and Byelaws.

Provided that, if before the expiration of the prescribed notice the Branch makes representations to the Area Council (or, if the resolution for closure has been passed by the Executive, to the Executive), the decision of the Area Council or Executive shall not take effect until those representations have been considered and an opportunity has been given to the Branch to state its case against the said decision. (2) The members of a Branch which has been closed under this Byelaw shall be transferred to such other Branch or Branches as they may elect by notice in writing to the Area Director or the Secretary General or, in default of such election, as the Area Council or the Executive may determine. (3) A Branch closing due to the fact that the current Membership are unable to form a Committee should be afforded the opportunity via the Area Director to form a Registered Members’ Group. (See Annex B to Chapter 2 of the Association’s Administrative Handbook)

Closure of Delinquent Branch

Byelaw 34. (1) The prescribed procedure for closing a delinquent Branch shall be:

(a) the Branch shall not be closed unless in the first instance a resolution to that effect has been passed by the Area Council concerned or, if there is no such Area Council, by the Executive; (b) after the resolution has been passed, the Secretary General shall instruct the Secretary or, if there is no Secretary, some other Officer of the Branch to convene a Special General Meeting of the Branch on a date not later than 28 days after the receipt of the instructions; (c) the instruction from the Secretary General shall be forwarded with full particulars of the allegations made against the Branch and with a copy of the Rules and Byelaws; (d) seven days' notice in writing of the date, time and place of such Special General Meeting shall be given by the Secretary or other Officer convening the meeting to the Secretary General, and a representative appointed by the Executive shall be entitled to attend such meeting; (e) if the Special General Meeting of the Branch is not held within the 28 day period or such extended period as the Council may allow, the meeting shall be convened by the Council by written notice to each member of the Branch to his last known address, and shall be deemed to have been received within 14 days of posting;

(f) unless at such Special General Meeting resolutions are passed by the Ordinary, Life and Associate Members present declaring their intention to remedy the matters of which complaint has been made (if capable of being so remedied) and undertaking not to commit future breaches, the case shall be referred to the Council at a meeting of which previous notice shall have been given of intention to consider the closure of the Branch;

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(g) at the meeting of the Council the Branch Secretary or other authorised Officers of the Branch concerned shall be given an opportunity of stating their case and the Council may, after considering such a case and any other relevant factors, determine that the Branch shall be closed as from such date as is fixed by the Council, not being less than 28 days from the date of the said meeting; (h) a Member of the Council or an Area Representative Member who is also a member of the Branch concerned shall be disqualified from considering or adjudicating upon the question of the closing of the Branch at the meeting of the Council at which such closure is being considered; (i) an Area Representative Member who is not a member of the Branch concerned but who represents the Area concerned may consider the question of the closing of the Branch at the meeting of the Council at which such closure is being considered but shall be disqualified from voting upon it; (j) the decision of the Council shall be notified to the Branch and to the Area concerned, and if the decision is to close the Branch it shall take effect as from the date fixed by the Council.

Provided that if before that date the Council is notified by the Branch that it has passed the resolutions which would have been passed at the Special General Meeting, the decision shall not take effect and shall be deemed never to have been reached. (2) The Officers and Members of the Committee of the Branch which has been closed under this Rule shall be deemed to be responsible for the conduct of the Branch and, as from the date on which the closure takes effect, shall cease to be members of the Association with the same consequences as if they had been expelled. Provided that this paragraph shall not apply to any Officer or Member of the Committee who satisfies the Council either that he did not support or that he had subsequently disassociated himself from the said conduct. Any person wishing to avail himself of the exemption afforded by this proviso shall be given the opportunity of being heard in person by the Council, if he so desires, but failure to appear in person shall not prejudice the consideration of any written statement he may have submitted. (3) Subject as aforesaid, the members of the Branch shall be transferred to such other Branch or Branches as they may elect by notice in writing to the Area Council or, in default of such election, as the Area Council may determine.

Production of Books by Branch

Byelaw 35. A Branch, on being required to do so by the Council or the appropriate Area Council, shall produce all books, records and other documents for the inspection of the authorised representative of the Council or the Area Council.

CONCILIATION TRIBUNAL Byelaw 36. (1) A Conciliation Tribunal shall be established by the Council to enquire into any dispute concerning the affairs of the Association which may be referred to the Tribunal by the parties to the dispute and which is a dispute between:

(a) a Branch and one or more Ordinary, Life or Associate Members of that Branch;

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(b) any two or more Branches; (c) an Area Council and one or more Branches in the Area; (d) Area Councils; (e) any two or more sections of Ordinary, Life or Associate Members of a Branch (not being less than five in number in each case); (f) any two or more sections of members of an Area Council (not being less than five in number in each case); (g) an Area Council, a Branch or an Ordinary, Life or Associate Member and the Council.

(2) For the purposes of this Byelaw a dispute shall not be treated as having been referred to the Conciliation Tribunal unless all parties thereto notify the Secretary General in writing that they agree to the reference and are willing to have the dispute inquired into by the Tribunal and to accept the judgement of the Tribunal. (3) The Conciliation Tribunal shall not inquire into any dispute unless it is first satisfied that the dispute, unless settled, is calculated to cause dissension among the members of the Association or to bring the Association into discredit. (4) There shall be three members of the Conciliation Tribunal who shall be appointed by the Council. (5) Any Ordinary, Life or Associate Member of the Association (except a Service Representative or an employee of the Association) shall be eligible for membership of the Conciliation Tribunal, but a member of a Branch or of an Area Council which, or the members of which, are concerned with the dispute, shall not be eligible to sit on the Tribunal when it is inquiring into that dispute. (6) The Conciliation Tribunal shall make such judgement as it considers equitable and in any event shall report on the dispute to the Council. (7) The Conciliation Tribunal shall have power to determine its own procedure for hearing the dispute subject to providing an opportunity for the parties to the dispute to:

(a) make a prior written submission to the Tribunal setting out their view of the matter or matters in dispute and the redress that is sought; (b) attend the meeting of the Tribunal and to hear and to question any submission made by the other party to the dispute.

(8) Nothing in the Rules and Byelaws shall prejudice or affect the right to take proceedings for the expulsion or suspension of a member or members or for the closing of a Branch, but should any such proceedings be taken which result from or be connected with the inquiry into a dispute by the Conciliation Tribunal, a member of the Tribunal shall not be eligible to take part in the proceedings.

FINANCE AND ACCOUNTS

Financial Year Byelaw 37. The financial year of the Association shall be from 1 January to 31 December or such other dates as shall be determined by the Association at an Annual Conference.

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Keeping of Accounts Byelaw 38. The following accounts shall be kept for the funds of the Association:

(a) an account for those monies held centrally by the Association to be known as the Central Fund; (b) an account for each Area of the Association to be known as the Area Fund for which the Area shall be responsible to the Council; Provided that an Area may request that its funds be accounted for centrally and shall only be responsible for accounting for any income received or expenditure incurred by the Area; (c) an account for each Region of the Association to be known as the Region Fund for which the Region shall be responsible to the Area Council; (d) an account for each Branch of the Association to be known as the Branch Fund for which the Branch shall be responsible to the Area Council; (e) such other accounts as the Council shall require or approve.

Credits to Association Funds

Byelaw 39. (1) There shall be credited to the Central Fund of the Association:

(a) all lands, monies, securities or other property acquired by the Association; (b) all gifts of money or property of whatever kind whether arising from public or private subscription or otherwise provided that such gifts of money or property are directed by the donors towards the general objects of the Association; (c) all monies which shall come into the hands of the Association from the activities of the Association in promoting and effecting its objects.

(2) There shall be credited to each Area Fund:

(a) the due proportion in accordance with these Byelaws of entrance fees and annual subscriptions from the Branches in that Area; (b) all monies paid or donated to that Area specifically for its purpose and benefit; (c) all monies raised by that Area specifically for its purpose and benefit with such approval as may be required by the Council.

(3) There shall be credited to each Region Fund:

(a) such subscriptions from Branches in that Region towards the expenses of the Region as may be agreed by the Regional Committee; (b) such monies as may be provided from the Area Fund as the Area Council considers necessary to enable that Region to carry out its functions; (c) all monies paid or donated to that Region specifically for its purpose and benefit; (d) all monies raised by that Region specifically for its purpose and benefit with such approval as may be required by the Area Council.

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(4) There shall be credited to each Branch Fund:

(a) part of each subscription, for members of a Branch, returned to the Branch at the beginning of each subscription year; (b) all monies paid or donated to that Branch specifically for its purpose and benefit; (c) all monies raised by that Branch specifically for its purpose and benefit with such approval as may be required by the Area Council.

Examination of Accounts

Byelaw 40. (1) The following accounts shall be examined annually:

(a) the centrally controlled accounts of the Association by a qualified auditor appointed by the Association at Annual Conference; (b) the accounts of each Area by a qualified auditor appointed by the Area at the Area Annual Conference. Provided that an Area which has elected to have its accounts dealt with centrally will not be required to appoint a qualified auditor; (c) the accounts of each Region by a qualified auditor or independent examiner whose appointment shall be made by the Regional Committee. Provided that a qualified auditor shall be appointed where the gross annual income or expenditure of the Region exceeds £100,000 or where the Area Council directs that a qualified auditor be appointed. (d) the accounts of each Branch by a qualified auditor or independent examiner whose appointment shall be made by the Branch at the Branch Annual General Meeting.

Provided that:

(i) a qualified auditor shall be appointed where the gross annual income or expenditure of the Branch exceeds £100,000 or where the Council or the Area Council directs that a qualified auditor be appointed; (ii) a qualified auditor shall be appointed in any case where a Branch has a Branch Club and the gross annual turnover of the Branch Club exceeds £25,000 or such other amount as the Council may direct. The qualified auditor shall, in these circumstances, audit the accounts of both the Branch and the Branch Club. Provided also that, where the Branch meets such conditions as are laid down by the Council, then the requirement for a qualified auditor to audit the accounts of both the Branch and the Branch Club shall not, following application to and approval by the Council, apply; (iii) the Council or the Area Council may require that an additional examination of the accounts of a Branch shall take place by a qualified auditor or independent examiner approved by the Council or Area Council.

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(2) Any expenses in the examination of accounts incurred by:

(a) an Area under Byelaw 40(1)(b) shall be a charge on the Area Fund; (b) a Regional Committee under Byelaw 40(1)(c) shall be a charge on the Region Fund; (c) a Branch or by the Council or an Area Council under Byelaw 40(1)(d)(iii) shall be a charge on the Branch Fund.

Availability of Accounts

Byelaw 41. (1) The annual accounts of Areas, Regions and Branches, together with the report of the qualified auditor or independent examiner, shall be kept available for inspection by any Member.

Forwarding of Accounts and Annual Reports Byelaw 42. (1) Each Area shall, within three months of the close of the Association's financial year, forward to the Secretary General a copy of the Area accounts. Provided that an Area which has elected to have its accounts dealt with centrally shall not be required to forward accounts. (2) Each Region shall, within three months after the close of the Association's financial year, forward a copy of the Region accounts to the Area Director. (3) Each Branch shall, within three months after the close of the Association's financial year, forward a copy of the Branch accounts to the Area Director in cases where the Branch has been allocated to an Area and in any other case to the Secretary General. (4) The Council shall issue such instructions as are necessary to meet the requirement for submission of statements of account and annual reports to the Charity Commissioners.

Period for Forwarding Accounts on Closure of a Branch

Byelaw 43. The prescribed period for forwarding the remaining funds and audited accounts on the closure of a Branch as required by Rule 38(2)(c) shall be three months.

Expenses

Byelaw 44. (1) The reasonable expenses of the Council, including those of its members attending meetings and Annual Conference, may be reimbursed from the Central Fund of the Association. (2) The reasonable expenses of an Area Council, including those of its members attending meetings and the Area Conference and of the Area Delegate attending Annual Conference, may be reimbursed from the Area Fund. (3) The reasonable expenses of a Regional Committee, including those of its members attending meetings, may be reimbursed from the Region Fund. (4) The reasonable expenses of a Branch Committee, including those of its members attending meetings and of any delegates from the Branch to Area or Annual Conferences, may be reimbursed from the Branch Fund.

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INVESTMENTS

Appointment of Investment Managers

Byelaw 45. (1) The Council may appoint Investment Managers as defined in these Byelaws to manage the investments of the Association. Provided that the Council is satisfied after inquiry that the Investment Managers are proper and competent persons to act in that capacity. (2) The Council may delegate to the Investment Managers so appointed power at their discretion to buy and sell investments for the Association in accordance with the policy laid down by the Council. The delegation shall only be on terms consistent with Byelaws 46 and 47.

Appointment of Review Sub-Groups

Byelaw 46. The Council may constitute a sub-group or sub-groups of the Council and delegate to the sub-group or sub-groups functions related to the review of investments. Provided that any sub-group shall comprise at least three full Members of the Council who shall include the Chairman of the Council and the Treasurer of the Association and that it shall be a term of the delegation that all acts and proceedings of the sub-group shall as soon as reasonably possible be reported to the Council.

Terms and Conditions of Delegation

Byelaw 47. (1) Where there is any delegation to Investment Managers under these Byelaws the Council (or the review sub-group or sub-groups if such have been constituted) shall:

(a) inform the Investment Managers in writing of the extent of the Association's investment powers; (b) lay down a detailed investment policy and immediately inform the Investment Managers in writing of it and of any changes to it; (c) ensure that the terms of the delegated authority are clearly set out in writing and notified to the Investment Managers; (d) ensure that they are kept informed and carry out regular reviews of investment performance and on the exercise by the Investment Managers of their delegated authority; (e) take all reasonable care to ensure that the Investment Managers comply with the terms of the delegated authority; (f) review the appointment of the Investment Managers at such intervals (not exceeding 24 months) as they think fit.

(2) Where any delegation to Investment Managers has been made it shall be on the terms that the Investment Managers:

(a) shall comply with the terms of the delegated authority; (b) shall not do anything which the Council does not have power to do;

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(c) where they make any purchase or sale as a result of the delegation, they shall, as soon as reasonably possible, report it to the Secretary General; (d) the delegation may with reasonable notice be revoked or any of its terms varied in a way which is consistent with these Byelaws.

(3) The Council may:

(a) make such arrangements as it thinks fit for any investments of the Association or income from those investments to be held by a corporate body as the Council's nominee; (b) pay reasonable and proper remuneration to any corporate body acting as the Council's nominee in pursuance of this Byelaw.

MISCELLANEOUS

The Journal of the Association

Byelaw 48. Any Journal published by the Association shall be distributed to the members on such terms and conditions as may be determined by the Association in Annual Conference and may also, if so determined, be sold to members of the public.

Supply of Royal Charter, Rules, Byelaws and Regulations

Byelaw 49. A copy of the Royal Charter, Rules, Byelaws and Standard Regulations shall be supplied to any member on request at a cost which shall be determined by the Council.

Branch Club Affiliation Fees

Byelaw 50. Conference may determine annual affiliation fees to be levied on Branch Clubs. Provided that the amount of any such fee shall be based solely on the administrative costs incurred by the Association in relation to Branch Clubs.

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STANDARD AREA REGULATIONS - CONTENTS

SUBJECT REGULATION PAGE

Authority and Date of Effect 1 AR-1

Definitions 2 AR-1 Amendment of Standard Area Regulations 3-5 AR-1

By Resolution at an Association Annual Conference 3 AR-1 By Application for a Local Variation 4 AR-1 Date of Effect of Amendments 5 AR-1

Area Name 6 AR-1 Life Vice-Presidents,Vice-Presidents and the Officers of the Area 7-12 AR-2

Life Vice-Presidents 7 AR-2 Vice-Presidents 8 AR-2 The Officers of the Area 9 AR-2 Eligibility for and Election as an Officer 10 AR-2 Terms and Conditions of Office of the Officers 11 AR-2 Removal or Disqualification of an Officer 12 AR-2

The Area Council 13-21 AR-3

Membership 13 AR-3 Voting and Deliberative Powers 14 AR-3 Terms and Conditions of Office of the Vice-Presidents and the Elected and Co-opted Members 15 AR-3 Removal or Disqualification of a Vice-President or an Elected or Co-opted Member 16 AR-3 Powers and Duties of the Area Council 17 AR-4 Election of Area Representatives to the Council 18 AR-4 Notification of Membership of the Area Council 19 AR-4 Proceedings 20 AR-4 Casual Vacancies 21 AR-5

Area Conferences 22-33 AR-5

Area Annual Conferences 22 AR-5 Area Special Conferences 23 AR-5 Notice of Area Conferences 24 AR-6 Representation at Area Conferences 25 AR-6 Nominations for Election at Area Annual Conferences 26 AR-6 Business to be Conducted at Area Annual Conferences 27 AR-6 Notification of Resolutions for Area Annual Conferences 28 AR-7 Agenda for Area Annual Conferences 29 AR-7 Chairmanship of Area Conferences 30 AR-7 Rights of Life Vice-Presidents, the Officers of the Area and the Members of the Area Council 31 AR-7 Voting at Area Conferences 32 AR-7 Conduct of Business at Area Conferences 33 AR-7

Finance and Accounts 34-35 AR-8

The Area Treasurer’s Responsibilities 34 AR-8 Expenses 35 AR-8

Investment 36 AR-8

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STANDARD AREA REGULATIONS AUTHORITY AND DATE OF EFFECT

Area Regulation 1. These Standard Area Regulations, having been approved by the Association at its Annual Conference in 1996, shall come into operation on 1 September 1996 and as from that date any Area Regulations then in force shall cease to have effect. Provided that a local variation to Standard Area Regulations that has previously been approved for the Area by the Council shall continue in effect if it remains applicable to the new Regulations.

DEFINITIONS

Area Regulation 2. (1) In these Regulations words and expressions to which meanings are assigned by the Rules and Byelaws shall, unless the subject or context otherwise require, have the same respective meanings and, if there is any discrepancy, the Rules or Byelaws shall prevail. (2) In these Regulations unless the subject or context otherwise require: “Area Annual Conference” means the Conference convened once each year by an Area Council in accordance with Standard Area Regulation 22 and which may be attended by delegates from all Branches of that Area; “Association Annual Conference” means the Annual Conference of the Association as convened once in each year in accordance with Rule 24(1) and which may be attended by delegates from all Branches of the Association; "the Area Council" means the Council of the Area as constituted under Area Regulation 13; and words importing the male gender shall include the female gender and vice-versa and words importing the singular shall include the plural and vice-versa.

AMENDMENT OF STANDARD AREA REGULATIONS

By Resolution at an Association Annual Conference

Area Regulation 3. (1) Areas may seek amendment of these Regulations in accordance with Rule 5(3) by forwarding a resolution for consideration at an Association Annual Conference. Any such resolution may only be forwarded following a resolution carried at an Area Annual Conference. (2) Branches may seek amendment of these Regulations in accordance with Rule 5(3) by forwarding a resolution for consideration at an Association Annual Conference. Any such resolution may only be forwarded following a resolution carried at a General Meeting of the Branch.

By Application for a Local Variation

Area Regulation 4. Area Councils may apply to the Council for a local

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variation to these Regulations in accordance with Rule 5(4). Any such application may only be made following a resolution carried at an Area Annual Conference.

Date of Effect of Amendments

Area Regulation 5. Any amendment made to these Regulations by a decision of a Conference of the Association shall be deemed to take effect from the date of formal notification of the amendment to the Area Headquarters. Any local variation to the Regulations shall be deemed to take effect from the receipt of the formal notification of the approval of the Council.

AREA NAME Area Regulation 6. The Area shall be known by the name given to it by the Council.

LIFE VICE-PRESIDENTS, VICE-PRESIDENTS AND THE OFFICERS OF THE AREA

Life Vice-Presidents

Area Regulation 7. (1) Any Ordinary, Life or Associate Member of a Branch of the Area who has rendered outstanding service to the Area or has obtained distinction in his profession or calling may be invited, on the recommendation of the Area Council and following election at an Area Annual Conference, to become a Life Vice-President of the Area. (2) A Life Vice-President shall not be deemed to be an Officer of the Area and shall not be entitled by virtue of being a Life Vice-President to be a Member of the Area Council or of any committee of the Area, but shall be eligible for election or co-option to the Area Council or any of its committees. (3) Should a Life Vice-President not be elected or co-opted to the Area Council, then he shall be entitled to attend meetings of the Council but shall have no voting powers and shall not be held legally liable for the Area Council’s decisions. (4) A Life Vice-President shall hold office as long as he remains a Member of the Association and a Member of a Branch of the Area.

Vice-Presidents

Area Regulation 8. Any Ordinary or Life Member of a Branch of the Area may be invited, on the recommendation of the Area Council and following election at an Area Annual Conference, to become a Vice-President of the Area. Provided that there shall be not more than four Vice-Presidents of the Area.

The Officers of the Area

Area Regulation 9. The Officers of the Area shall be the President, the Chairman and the Vice-Chairman. The position of Treasurer was discontinued in accordance with Resolution 2/11.

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Eligibility for and Election as an Officer

Area Regulation 10. (1) Only persons who are Ordinary or Life Members of a Branch of the Area shall be eligible to be Officers of the Area.

(2) The President shall be elected at an Area Annual Conference. The Chairman and the Vice-Chairman shall be elected by the newly appointed Members of the Area Council from amongst its Members for a period of two years commencing with effect from Conference 2011 at the first meeting after they have taken office following the conclusion of an Area Annual Conference.

Terms and Conditions of Office of the Officers

Area Regulation 11. (1) The President shall hold office for three years from immediately after the conclusion of the Association Annual Conference following his election to the conclusion of the Association Annual Conference in the year his term of office expires, and shall be eligible for re-election. (2) The Chairman and the Vice-Chairman shall hold office for a period of two years from immediately after the conclusion of an Association Annual Conference following their election commencing with effect from Conference 2011 to the conclusion of the Association Annual Conference in the year their term of office expires, and shall be eligible for re-election.

Removal or Disqualification of an Officer

Area Regulation 12. (1) An Officer of the Area shall cease to be an Officer before the expiration of his term of office if he resigns from office or ceases to be an Ordinary or Life Member of a Branch of the Area. (2) An Officer of the Area may be removed before the expiration of his term of office by an Area Conference at which a resolution to that effect is carried by a majority of not less than two-thirds of the delegates present and voting. (3) An Officer of the Area shall be disqualified from being an Officer if he:

(a) is disqualified from acting as a charity trustee by virtue of the Charities Act 1993 (or any statutory re-enactment or modification of that Act); (b) becomes incapable by reason of mental disorder, illness or injury of managing and administering his own affairs; (c) is absent without reasonable excuse for two or more consecutive meetings of the Area Council.

THE AREA COUNCIL

Membership

Area Regulation 13. (1) The Area Council shall comprise the President and not more than the number determined by the delegates to an Area Annual Conference of members elected to the Area Council who shall be known as the Elected Members. Provided that the number of Elected Annual, Life or Associate Members shall be not less than seven but no more than nine unless authorised under Rule 5(4) or by Annual Conference. Not more than two Associates may be Elected Members on condition that they poll sufficient votes to be amongst the successful candidates.

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(2) The Area Council may also comprise Vice-Presidents elected under the provisions of Area Regulation 8 and not more than two Ordinary, Life or Associate Members of Branches of the Area who may be co-opted by the Council and who shall be known as the Co-opted Members.

Voting and Deliberative Powers

Area Regulation 14. Every Member of the Area Council other than the Co-opted Members shall have full voting and deliberative powers. At the discretion of the Area Council the Co-opted Members may be granted voting and deliberative powers. Provided that, if the Co-opted Members are not granted voting powers, then they shall not be held legally liable for the Area Council’s decisions. Terms and Conditions of Office of the Vice-Presidents and the Elected

and Co-opted Members

Area Regulation 15. (1) Vice-Presidents and Elected Members shall hold office for a period of two years from immediately after the conclusion of an Association Annual Conference following their election commencing with effect from Conference 2011 to the conclusion of the Association Annual Conference in the year their term of office expires and shall be eligible for re-election. (2) The Co-opted Members shall hold office from the date of their co-option until the conclusion of the next Association Annual Conference.

Removal or Disqualification of a Vice-President or an Elected or Co-opted Member

Area Regulation 16. (1) The terms of Area Regulation 12 regarding the removal or disqualification from office of an Officer of the Area shall also apply to a Vice-President and an Elected Member of the Area Council. (2) A Co-opted Member shall stand down before the expiration of his term of office if required to do so by the Area Council.

Powers and Duties of the Area Council

Area Regulation 17. (1) Subject to the provisions of the Royal Charter, Rules and Byelaws of the Association and of these Regulations, the Area Council shall be the governing body of the Area and shall have the management and control of the affairs of the Area and the administration of the property and income thereof with the power to delegate, subject to such instructions, reservations or restrictions as it may think fit, any of its powers to a sub-committee appointed from amongst its members or otherwise constituted for the purpose. Provided that the Area Council shall not delegate its power to close a Branch under the provisions of Rule 37(2) or its powers to invest monies under Area Standard Regulation 36. (2) The Area Council shall be responsible to the Council for carrying out the functions set out in Rule 32.

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(3) The Area Council shall act as charity trustees for the funds of the Area and, where the Area holds land or premises, shall appoint the Central Headquarters of the Association as sole trustee to hold such land or premises for and on behalf of the Area.

Election of Area Representatives to the Council

Area Regulation 18. (1) At the first meeting of the newly appointed Area Council after an Area Annual Conference the Area Council shall elect from amongst its members the number of Area Representatives and Deputy Area Representatives to the Council that the Area is entitled to under Byelaw 14(2). (2) The representative or representatives shall represent the Area on the Council for a period of two years from immediately after the conclusion of an Association Annual Conference following their election commencing with effect from Conference 2011 to the conclusion of the Association Annual Conference in the year their term of office expires.

Notification of Membership of the Area Council

Area Regulation 19. The Area Director shall notify the Secretary General and the Branches of the Area of the names of the Officers of the Area and the Members of the Area Council as soon as possible after the Area Annual Conference, and those of the Area Representatives and Deputy Area Representatives shall in any event be notified to the Secretary General not less than five weeks before the date of the Association’s Annual Conference.

Proceedings

Area Regulation 20. (1) The Area Council shall meet together for the transaction of business as often as may be necessary. (2) The quorum necessary for the transaction of business of the Area Council shall be fixed by the Area Council but, unless so fixed, shall be not less than half of those members eligible to attend and vote and shall include at least two Officers of the Area. (3) Voting at meetings of the Area Council shall be by a show of hands of those eligible to vote except, in the case of a contested election, when it shall be by ballot. (4) The Area Council may consider any matter submitted by a Branch of the Area subject to any such submission having previously been approved either by the Branch Committee or by the Branch in General Meeting. Provided that the Chairman of the Area may rule, if the submission affects any other Branch, that no decision shall be reached until the Branch or Branches have been consulted and their views received by the Area Council. (5) The Area Council may consider any matter submitted by a Regional Committee of the Area subject to any such submission having previously been approved by a Regional Committee Meeting. Provided that the Chairman of the Area may rule, if the submission affects any other Region, that no decision shall be reached until the Region or Regions have been consulted and their views received by the Area Council.

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(6) The Area Council may invite to Area Council Meetings any person whose contribution could benefit the conduct of Area Council business and assist with any matter under consideration. (7) The Area Council may submit any matter to the Council for consideration subject to any such submission having been approved at an Area Council meeting. (8) The Minutes of meetings of the Area Council, or extracts therefrom, shall be sent to the Regional Committees and Branches of the Area, and the full Minutes shall be sent to the Secretary General. (9) Subject to the above provisions and to any direction on the conduct of business as may be given by the Council, the business of the Area Council shall be transacted in such manner as the Area Council may determine.

Casual Vacancies

Area Regulation 21. (1) If a casual vacancy occurs in the office of President it shall be filled by the Area Council and the person so elected shall hold office until the conclusion of the next Association Annual Conference and shall be eligible for re-election for the remaining term of office of his predecessor. (2) If a casual vacancy occurs amongst the Chairman or the Vice-Chairman it shall be filled by the Area Council from amongst its members for the remaining term of office of his predecessor. (3) If a casual vacancy occurs amongst the Elected Members, it shall be filled by the Area Council by offering the vacancy to the unsuccessful candidates at the last election in turn, starting with the candidate who obtained the greatest number of votes. If there were no unsuccessful candidates or if none of these candidates are willing to fill the vacancy, it shall be filled by the Area Council by appointing any member who is eligible for appointment. (4) Any casual vacancy shall be filled forthwith.

AREA CONFERENCES

Area Annual Conferences Area Regulation 22. An Area Annual Conference shall be held at such time and place as may be fixed by the Area Council being not less than eight weeks before the date of the Association Annual Conference or such later date as may be allowed by the Council.

Area Special Conferences

Area Regulation 23. (1) An Area Special Conference may be summoned at any time by the Area Council and may also be so summoned on the written request of not less than one quarter of the Branches of the Area if, at General Meetings summoned for the purpose, the Branches making the request have carried resolutions to this effect.

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(2) A request by the required proportion of the Branches for an Area Special Conference shall state the business to be transacted and be accompanied by certified copies of the resolutions carried at the General Meetings of the Branches. (3) No business other than that stated in the request for an Area Special Conference shall be transacted at such a Conference.

Notice of Area Conferences

Area Regulation 24. (1) At least 12 weeks notice of an Area Annual Conference shall be given in writing to the Branches of the Area. (2) At least 28 days notice of an Area Special Conference shall be given in writing to the Branches of the Area.

Representation at Area Conferences

Area Regulation 25. Each Branch of the Area shall have the right to be represented at an Area Conference by one delegate who shall be an Ordinary, Life or Associate Member of the Branch and who shall be entitled to a single vote. Provided that any such Associate Member is a Member of the Branch Committee.

Nominations for Election at Area Annual Conferences

Area Regulation 26. (1) If the election of the President, Vice-President of the Area or Elected Members of the Area Council is to take place at an Area Annual Conference this shall be indicated in the notice of the Conference and nominations to fill the vacancies shall be invited. Provided that:

(a) nominations for the office of President or a Life Vice-President or a Vice-President may only be made, in accordance with Area Regulations 7-9, by the Area Council; (b) nominations for the Elected Members may only be made by Branches; (c) a Branch may not nominate more than two of its own members but may also nominate members of other Branches of the Area.

(2) Any nomination for an Elected Member of the Area Council shall be in writing and sent to the Area Director not less than seven weeks before the date of the Area Annual Conference at which the election is to take place. Every nomination paper shall be signed by the candidate and be accompanied by a brief statement of his qualifications and of his activities in any ex-Service organisation. (3) The Area Director shall send to each Branch of the Area, Postal Ballot papers along with a list of all candidates who have been validly nominated together with the information required about the candidate in accordance with the provisions of paragraph (2) of this Regulation. AR-7

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The inclusion of a candidate’s name in such list shall be conclusive evidence that the conditions of nomination have been met. No candidate may be nominated or elected whose name is not included in the list.

Business to be Conducted at Area Annual Conferences

Area Regulation 27. The business to be transacted at an Area Annual Conference:

(a) shall comprise:

(i) consideration of the Report from the Area Council for the past year; (ii) consideration of the Statement of Accounts for the preceding financial year and the Report of the Auditor; Provided that an Area which has elected to have its accounts dealt with centrally shall only be required to consider the income and expenditure statement for the preceding financial year.

(iii) election, where appropriate, of the Auditor; (iv) election of the President to fill any vacancy; (v) announcement of the result for the election of members to the Area Council having been conducted by postal voting earlier in the year as necessary. (vi) consideration of resolutions submitted by the Area Council, by Regional Committees or by Branches of the Area;

(b) may also comprise:

(i) election of Life Vice-Presidents and Vice-Presidents; (ii) discussion of issues of general policy.

Notification of Resolutions for Area Annual Conferences

Area Regulation 28. A Regional Committee or Branch wishing to move a resolution at an Area Annual Conference shall give notice in writing to the Area Director of the terms of the resolution not less than seven weeks before the date of the Conference. Provided that, if an important matter of urgency affecting the Area arises after the Agenda has been issued, the Agenda may be altered by the Conference so as to enable it to be discussed.

Agenda for Area Annual Conferences

Area Regulation 29. A copy of the Agenda for an Area Annual Conference containing all nominations and resolutions shall be sent to each Branch of the Area not less than 14 days before the first day of the Conference.

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Chairmanship of Area Conferences

Area Regulation 30. The President of the Area shall normally be the Chairman of an Area Conference. If he does not chair the Conference and has not delegated this function, the Area Council shall invite a Life Vice-President or one of the Members of the Council to take the chair.

Rights of Life Vice-Presidents, the Officers of the Area and

the Members of the Area Council

Area Regulation 31. (1) The Life Vice-Presidents, the Officers of the Area, and the Members of the Area Council shall be members of any Area Conference and shall be entitled to move and second resolutions and take part in all discussions but shall have no voting powers. (2) No Life Vice-President, Officer of the Area or Member of the Area Council or paid employee of the Association shall be eligible for appointment as a delegate to an Area Conference.

Voting at Area Conferences

Area Regulation 32. Voting at Area Conferences shall be by a show of hands of those eligible to vote or, where a majority of the delegates present demand, a ballot. In the case of a contested election for Area Council, voting shall be by post as arranged by the Area Director.

Conduct of Business at Area Conferences

Area Regulation 33. (1) The business of Area Conferences shall be conducted in such manner as the Area Council may decide subject to any Standing Orders that may have been agreed at an Area Conference and to any direction that may be given by the Council. (2) A copy of the Royal Charter, the Rules, the Byelaws, Area Regulations and of any Standing Orders governing the conduct of the business of the Area Council shall be available at Area Conferences.

FINANCE AND ACCOUNTS

The Area Treasurer’s Responsibilities

Area Regulation 34. (1) Subject to the provisions of Byelaws 37 to 44 the Area Treasurer shall be responsible to the Area Council for the cash and bank accounts of the funds of the Area and shall cause them to be administered in accordance with the decisions of the Area Council and any instructions issued by or on behalf of the Council. (2) The Area Treasurer shall cause proper books and accounts to be kept and shall submit statements of account to the Area Council at such times and in such form as the Area Council shall determine.

Expenses

Area Regulation 35. The reasonable expenses of an Area Council, including those of attendance at meetings of the Area Council or any of its committees, may be reimbursed from Area funds.

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Provided that the reimbursement of costs of travel to Area Council or Area Committee meetings shall normally be restricted to travel within the Area.

INVESTMENT

Area Regulation 36. Any of the funds of the Area not immediately required for the purposes of the Area shall be invested as authorised by the Area Council in accordance with the provisions of Rule 43 and with any instructions issued by or on behalf of the Council under Rule 44.

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STANDARD BRANCH REGULATIONS – CONTENTS

SUBJECT REGULATION PAGE

Authority and Date of Effect 1 BR-1

Definitions 2 BR-1 Amendment 3-5 BR-1

By Resolution at an Association Annual Conference 3 BR-1 By Application for a Local Variation 4 BR-1 Date of Effect of Amendments 5 BR-1

Branch Name and Premises 6 BR-1

Branch Not Allocated to an Area 7 BR-2 Life Vice-Presidents, Vice-Presidents and the Officers of the Branch 8-13 BR-2

Life Vice-Presidents 8 BR-2 Vice-Presidents 9 BR-2 The Officers of the Branch 10 BR-2 Eligibility for Election as an Officer 11 BR-3 Terms and Conditions of Office of the Officers 12 BR-3 Removal or Disqualification of an Officer 13 BR-3

The Committee of the Branch 14-22 BR-3

Membership 14 BR-3 Voting and Deliberative Powers 15 BR-4 Terms and Conditions of Office of the Welfare Officer, the Wings Appeal Organiser and the Additional, Associate and Co-opted Members 16 BR-4 Removal or Disqualification of a Welfare Officer, a Wings Appeal Organiser or an Additional, or Co-opted Member 17 BR-4 Powers and Duties of the Committee 18 BR-5 Appointment of Trustees to hold Land or Premises 19 BR-5 Responsibilities of Members of the Committee 20 BR-5 Proceedings 21 BR-6 Casual Vacancies 22 BR-6

General Meetings 23-30 BR-6

Annual General Meetings 23 BR-6 Special General Meetings 24 BR-6 Notice of General Meetings 25 BR-6 Notification of and Nominations for Election 26 BR-6 Business to be Conducted at Annual General Meetings 27 BR-7 Chairmanship of General Meetings 28 BR-7 Voting at General Meetings 29 BR-7 Conduct of Business at General Meetings 30 BR-8

Finance and Accounts 31-34 BR-8

Branch Bank Accounts 31 BR-8 Branch Annual Accounts 32 BR-8 Expenses 33 BR-8 Payments to a Member of a Branch 34 BR-9

Investment 35 BR-9

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Miscellaneous 36-38 BR-9

Branch Standard and Branch Standard Bearer 36 BR-9 Branch Clubs 37 BR-9 Branch Associates 38 BR-10

Schedule to Standard Branch Regulations S1-4 BR-11

Responsibilities of Branch Secretary S1 BR-11 Responsibilities of Branch Treasurer S2 BR-11 Responsibilities of Branch Welfare Officer S3 BR-12 Responsibilities of Branch Wings Appeal Organiser S4 BR-12

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STANDARD BRANCH REGULATIONS

AUTHORITY AND DATE OF EFFECT

Branch Regulation 1. These Standard Branch Regulations, having been approved by the Association at its Annual Conference in 1996, shall come into operation on 1 September 1996 and as from that date any Branch Regulations then in force shall cease to have effect. Provided that a local variation to Standard Branch Regulations that has previously been approved for the Branch by the Council shall continue in effect if it remains applicable to the new Regulations.

DEFINITIONS

Branch Regulation 2. (1) In these Regulations words and expressions to which meanings are assigned by the Rules and Byelaws shall, unless the subject or context otherwise require, have the same respective meanings and, if there is any discrepancy, the Rules or Byelaws shall prevail. (2) In these Regulations unless the subject or context otherwise require: "the Committee" means the Committee of the Branch as constituted under Branch Regulation 14; "the Area Headquarters" means the Headquarters of the Area to which the Branch has been allocated; and words importing the male gender shall include the female gender and vice-versa and words importing the singular shall include the plural and vice-versa.

AMENDMENT OF STANDARD BRANCH REGULATIONS

By Resolution at an Association Annual Conference

Branch Regulation 3. Branches may seek amendment of these Regulations in accordance with Rule 5(3) by forwarding a resolution for consideration at an Association Annual Conference. Any such resolution may only be forwarded following a resolution carried by a majority of the Ordinary, Life and Associate Members present and voting at a General Meeting of the Branch.

By Application for a Local Variation

Branch Regulation 4. Branches may apply to the Council for a local variation to these Regulations in accordance with Rule 5(4). Any such application may only be made following a resolution carried by a majority of the Ordinary, Life and Associate Members present and voting at a General Meeting of the Branch.

Date of Effect of Amendments Branch Regulation 5. Any amendment made to these Regulations by a decision of a Conference of the Association shall be deemed to take effect from the date of formal notification of the amendment to the Branch. Any local variation to the Regulations shall be deemed to take effect from the receipt of the formal notification of the approval of the Council.

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BRANCH NAME AND PREMISES Branch Regulation 6. (1) The Branch shall be known by the name and number given to it in the certificate of authorisation issued by the Council, and the Headquarters of the Branch shall be situated at such address as may be determined by the Branch in General Meeting. (2) Subject to the approval of the Branch in General Meeting, the Branch may acquire the use of premises as a Branch Headquarters.

BRANCH NOT ALLOCATED TO AN AREA

Branch Regulation 7. Where a Branch is not allocated to an Area any reference in these Regulations to an Area Council shall be considered as a reference to the Council, any reference to an Area Headquarters shall be considered as a reference to the Central Headquarters of the Association and any reference to an Area Director shall be considered as a reference to the Secretary General.

LIFE VICE-PRESIDENTS, VICE-PRESIDENTS AND THE OFFICERS OF THE BRANCH

Life Vice-Presidents Branch Regulation 8. (1) Any Ordinary, Life or Associate Member of the Association who has rendered outstanding service to the Association or to the Branch may be invited, on the recommendation of the Committee and following election at an Annual General Meeting, to become a Life Vice-President of the Branch. (2) A Life Vice-President shall not be deemed to be an Officer of the Branch and shall not be entitled by virtue of being a Life Vice-President to be a member of any committee of the Branch, but shall be eligible for election or co-option to any such committee. (3) Should a Life Vice-President not be elected or co-opted to the Committee, then he shall be entitled to attend meetings of the Committee but shall have no voting powers and shall not be held legally liable for the Committee's decisions. (4) A Life Vice-President shall hold office as long as he is a Member of the Branch.

Vice-Presidents

Branch Regulation 9. (1) A Branch may at an Annual General Meeting elect one or more Ordinary or Life Members of the Branch to become Vice-Presidents of the Branch. (2) A Vice-President shall not be deemed to be an Officer of the Branch and shall not be entitled by virtue of being a Vice-President to be a member of any committee of the Branch, but shall be eligible for election or co-option to any such committee. (3) Unless elected or co-opted to the Committee, a Vice-President shall not be entitled to attend the meetings of the Committee.

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(4) A Vice-President shall hold office for one year from the conclusion of the Annual General Meeting at which he was elected to the conclusion of the next Annual General Meeting and shall be eligible for re-election.

The Officers of the Branch

Branch Regulation 10. The Officers of the Branch shall be the President, the Chairman, the Vice-Chairman, the Secretary and the Treasurer and shall be elected by the Branch at an Annual General Meeting. Provided that the Welfare Officer shall also be an Officer of the Branch when that office is held by an Ordinary, Life or Associate Member. Provided also that the office of President need only be filled if the Ordinary and Life Members of the Branch agree at a General Meeting of the Branch to nominate one of their number who is a person of standing to be elected to this office.

Eligibility for Election as an Officer

Branch Regulation 11. (1) The President shall be an Ordinary or Life Member of the Branch. (2) The Chairman and Vice-Chairman shall be Ordinary or Life Members of the Branch. Exceptionally, where the Branch is unable to nominate such a member or there are no volunteers, an Associate Member of the Branch who is considered to have the necessary qualifications and experience may be elected to either or both of these positions, subject to an overall balance on the whole Committee, including Officers, in favour of Ordinary and Life Members. (3) The Secretary and Treasurer may be Ordinary, Life or Associate Members of the Branch.

Terms and Conditions of Office of the Officers

Branch Regulation 12. (1) The President shall hold office for three years from the conclusion of the Annual General Meeting at which he was elected to the conclusion of the Annual General Meeting in the year his term of office expires and shall be eligible for re-election. (2) The Chairman, the Vice-Chairman, the Secretary and the Treasurer shall hold office for one year from the conclusion of the Annual General Meeting at which they were elected to the conclusion of the next Annual General Meeting and shall be eligible for re-election. (3) When the Welfare Officer is an Officer of the Branch under the provisions of the first proviso to Branch Regulation 10 his term of office shall be as provided at Branch Regulation 16(1).

(4) An Officer of the Branch shall cease to be an Officer before the expiration of his term of office if he resigns from office or ceases to be an Ordinary, Life or Associate Member of the Branch.

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Removal or Disqualification of an Officer

Branch Regulation 13.(1) An Officer of the Branch may be removed before the expiration of his term of office by a General Meeting called for the purpose at which a resolution to that effect is carried by a majority of not less than two-thirds of the Ordinary and Life Members present and voting. (2) An Officer of the Branch shall be disqualified from being an Officer if he: (a) is disqualified from acting as a charity trustee by virtue of the Charities Act 1993 (or any statutory re-enactment or modification of that Act); (b) becomes incapable by reason of mental disorder, illness or injury of managing and administering his own affairs; (c) is absent without reasonable excuse for three or more consecutive meetings of the Branch Committee.

THE COMMITTEE OF THE BRANCH

Membership

Branch Regulation 14. (1) The Committee shall comprise: (a) the Officers of the Branch who shall be ex-officio members; (b) the Welfare Officer and the Wings Appeal Organiser who shall be appointed by the Committee and who shall normally be Ordinary, Life or Associate Members of the Branch. Exceptionally, where the Committee is unable to appoint such a member, a suitable person who is not a member of the Branch, but is considered to have the necessary qualifications and experience, may be appointed to these positions; (c) not more than the number determined by the Branch in General Meeting of Ordinary, Life and Associate Members who shall be known as the Additional members, subject to an overall balance on the whole Committee, including Officers, in favour of Ordinary and Life Members. (d) Branches unable to meet eligibility or Committee membership criteria are to apply to their Area Council for a local variation to these Regulations in accordance with Branch Regulation 4. (2) The Committee may also comprise not more than two Ordinary, Life or Associate Members of the Branch who may be co-opted by the Committee and who shall be known as the Co-opted Members, however the proviso of 14(1)(c) above regarding the balance still applies

Voting and Deliberative Powers

Branch Regulation 15. The Officers of the Branch, the Welfare Officer and the Wings Appeal Organiser and the Additional Members of the Committee shall have full voting and deliberative powers. At the discretion of the Committee the Co-opted Members may be granted voting and deliberative powers. Provided that, if the Co-opted Members are not granted voting powers, then they shall not be held legally liable for the Committee's decisions.

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Terms and Conditions of Office of the Welfare Officer, the Wings Appeal Organiser and the Additional and Co-opted Members

Branch Regulation 16. (1) The Welfare Officer and the Wings Appeal Organiser shall hold office for one year from the date of their appointment until the first meeting of the Committee after the conclusion of the next Annual General Meeting, and shall be eligible for re-appointment. (2) The Additional Members shall hold office for one year from the conclusion of the Annual General Meeting at which they were elected to the conclusion of the next Annual General Meeting, and shall be eligible for re-election. (3) An Additional Member of the Committee shall cease to be a Member of the Committee before the expiration of his term of office if he resigns from the Committee or ceases to be a member of the Branch. (4) The Co-opted Members shall hold office from the date of their co-option until the first meeting of the Committee after the conclusion of the next Annual General Meeting. Removal or Disqualification of a Welfare Officer, a Wings Appeal Organiser or an Additional

or Co-opted Member

Branch Regulation 17. (1) The terms of Branch Regulation 13 regarding the removal or disqualification from office of an Officer of the Branch shall also apply to a Welfare Officer, a Wings Appeal Organiser and the Additional Members of the Committee. (2) A Co-opted Member shall stand down from the Committee before the expiration of his term of office if required to do so by the Committee.

Powers and Duties of the Committee

Branch Regulation 18. (1) Subject to the provisions of the Royal Charter, Rules and Byelaws of the Association and of these Regulations, the Committee shall be the governing body of the Branch and shall have the management and control of the affairs of the Branch and the administration of the property and income thereof with the power to delegate, subject to such instructions, reservations or restrictions as it may think fit, any of its powers to a sub-committee appointed from amongst its members or otherwise constituted for the purpose. Provided that the Committee shall not delegate any of its powers and duties in relation to the expulsion or suspension of a member of the Branch under Byelaws 7 and 8 or its powers to invest monies under Branch Regulation 35. (2) The Committee shall be responsible to the Council and the Area Council for carrying out the functions of a Branch as set out in Rule 34 and the decisions made by the Branch in General Meeting. (3) The Committee shall also be responsible for: (a) acting as charity trustees for the Branch;

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(b) dealing with any application for membership of the Branch or rejection of such application referred to it by the Council or by the Secretary under the provisions of Byelaws 5 and 6; (c) taking proceedings to suspend or expel members of the Branch as provided for in Byelaws 7 and 8.

Appointment of Trustees to Hold Land or Premises

Branch Regulation 19. (1) Where the Branch acquires or holds land or premises the Committee shall appoint The Royal Air Forces Association as sole trustee to hold such land or premises for and on behalf of the Branch. Provided that arrangements to appoint not less than two nor more than four Ordinary or Life Members of the Branch as trustees to hold such land or premises made prior to the date of effect of these Regulations may continue to apply until an opportunity arises to appoint the Association as sole trustee. (2) Where an individual has been appointed as a trustee under the terms of the proviso to paragraph (1) of this Regulation such a trustee shall be disqualified from continuing to act as a trustee if he: (a) is disqualified from acting as a charity trustee by virtue of the Charities Act 1993 (or any statutory re-enactment or modification of that Act); (b) becomes incapable by reason of mental disorder, illness or injury of managing and administering his own affairs.

Responsibilities of Members of the Committee

Branch Regulation 20. The responsibilities of the Members of the Committee shall be as set out in the Schedule to these Regulations.

Proceedings

Branch Regulation 21. (1) The Committee shall meet together for the transaction of business as often as may be necessary. (2) The quorum necessary for the transaction of business of the Committee shall be not less than half of those eligible to attend and to vote and shall include at least two Officers of the Branch, subject to an overall balance on the whole Committee, including Officers, in favour of Ordinary and Life Members. (3) The business of the Committee shall be transacted in such a manner as the Committee may determine subject to such direction on the conduct of business as may be given by the Branch in General Meeting.

Casual Vacancies

Branch Regulation 22. Any casual vacancy in the Committee may be filled by the Committee and the person appointed to fill the casual vacancy shall hold office until the conclusion of the next Annual General Meeting of the Branch or, if the person is appointed as Welfare Officer or Wings Appeal Organiser, until the first meeting of the Committee after the conclusion of the next Annual General Meeting, however, Branch Regulations 14(1)(b) and (c) still apply.

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GENERAL MEETINGS

Annual General Meetings

Branch Regulation 23. An Annual General Meeting of the Branch shall take place on such date as may be fixed by the Committee between 1 January and 31 March each year.

Special General Meetings

Branch Regulation 24. A Special General Meeting may be summoned at any time by the Committee and shall be so summoned on the written request of not less than one-tenth of the Ordinary, Life and Associate Members of the Branch.

Notice of General Meetings

Branch Regulation 25. At least 14 days' notice of all Annual or Special General Meetings shall be given to the members of the Branch in writing or, if so authorised by the Committee, by advertisement in the local Press.

Notification of and Nominations for Election Branch Regulation 26. (1) The notice of an Annual General Meeting shall include notification of any Officer and Additional Member elections to take place at the meeting and shall invite nominations to fill the vacancies. Nomination forms, on which acceptances of nomination by the members concerned shall be certified, must be signed by two Members of the Branch, one of whom must be an Ordinary or Life Member whilst the other may be a Full Associate of the Branch, and forwarded to the Secretary at least seven days before the date of the Annual General Meeting. Provided that if there be no nomination for these positions, then the Ordinary, or Life Members present shall be entitled to nominate any eligible member who is willing to accept the position. (2) If the election of a Life Vice-President or Vice-President is to take place at an Annual General Meeting this shall also be indicated in the notice of the meeting.

Business to be Conducted at Annual General Meetings

Branch Regulation 27. The business to be transacted at an Annual General Meeting: (a) shall comprise:

(i) consideration of the Report from the Committee for the past year; (ii) consideration of the Statement of Accounts for the preceding financial year and the Report of the Auditor or Independent Examiner; (iii) election of the Auditor or Independent Examiner;

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(iv) election of the Chairman, the Vice-Chairman, the Secretary and the Treasurer; (v) consideration of any resolutions forwarded by Ordinary, Life or Associate Members of the Branch to the Secretary at least seven days before the date of the meeting;

(b) may comprise:

(vi) election of the President, Life Vice-Presidents and Vice-Presidents; (ii) election of the Additional Members of the Committee; (iii) election of a delegate or delegates to represent the Branch at the Association Annual Conference; (iv) election of a delegate to represent the Branch at the Area Annual Conference; (v) election of a delegate to a Regional Committee; (vi) determining the entrance fee and annual subscription for Branch Associates and any additional fees for Associate Members;

Provided that a Associate Member who is elected as a delegate of the Branch to an Association Annual Conference shall be a Member of the Committee at the time he represents the Branch.

Chairmanship of General Meetings Branch Regulation 28. The Chairman or, in his absence, the Vice-Chairman shall take the Chair at General Meetings. In the absence of the Chairman and the Vice-Chairman, the Meeting shall elect a Chairman from the Ordinary, Life and Associate Members present. Provided that nothing in this Regulation shall prevent the Meeting from inviting the President of the Branch to take the Chair.

Voting at General Meetings

Branch Regulation 29. Voting at General Meetings shall be by a count of hands or, where a majority of those present and entitled to vote demand, a ballot. In the case of a contested election voting shall be by ballot. Provided that a member who has not paid his subscription in the current year shall not be entitled to vote at any General Meeting of the Branch in that year if his subscription is in arrears by more than three months unless payment of his subscription has been suspended, postponed, or waived under Byelaw 13(2).

Conduct of Business at General Meetings

Branch Regulation 30. (1) The business of General Meetings shall be conducted in such manner as the Committee may decide subject to any Standing Orders that may have been agreed by the Branch in General Meeting and to any direction that may be given by the Area Council.

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(2) A copy of the Royal Charter, the Rules, the Byelaws, Branch Regulations and of any Standing Orders governing the conduct of the business of the Branch shall be available at General Meetings.

FINANCE AND ACCOUNTS

Branch Bank Accounts

Branch Regulation 31. (1) All monies received for the general purposes of the Branch shall be banked without delay into an account held in the name of the Branch. Any cheques drawn on this account shall be signed by the Chairman or the Secretary and countersigned by the Treasurer or an Officer of the Branch authorised by the Committee to be a reserve signatory. (2) All monies received for the welfare purposes of the Branch, including those received from or held on behalf of the Royal Air Force Benevolent Fund, shall be banked without delay into a Branch Welfare Account. Any cheques drawn on this account shall be signed by the Welfare Officer and countersigned by the Treasurer or the Secretary. In the absence of the Welfare Officer the Chairman or Officer of the Branch authorised by the Committee to be the reserve signatory may act as signatories. (3) No other bank accounts may be held in the name of the Branch without the previous written consent of the Area Council. Provided that at all times one of the cheque signatories for the general purposes and welfare accounts of the Branch shall be an Ordinary or Life Member of the Branch.

Branch Annual Accounts

Branch Regulation 32. (1) The accounts of the Branch for the period 1 January to 31 December shall be examined annually in accordance with the provisions of Byelaw 40 and a statement of the Branch Accounts together with a report from the Auditor or Independent Examiner shall be forwarded to the Area Headquarters not later than the following 31 March. (2) In the case of a Branch with a Branch Club the Statement of Accounts of the Branch shall attach a Statement of Accounts of the Branch Club for the corresponding period. Provided that where the gross annual turnover of the Branch Club exceeds £25,000 or such other amount as the Council may direct, a qualified auditor shall be appointed to audit the accounts of both the Branch and the Branch Club in accordance with the provisions of Byelaw 40(1)(d)(ii). Provided also that, where the Branch meets such conditions as are laid down by the Council, then the requirement for a qualified auditor to audit the accounts of both the Branch and the Branch Club shall not, following application to and approval by the Council, apply.

Expenses

Branch Regulation 33. Where reasonable expenses are necessarily incurred:

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(a) by a Member of the Committee in carrying out the functions and responsibilities of the Branch; (b) by the Branch delegate attending an Association Annual or an Area Annual Conference; (c) by the Branch delegate attending a Regional Committee meeting; (d) by the Branch Standard Bearer attending an Annual or Area Conference or parade or ceremony;

such expenses may be reimbursed from Branch funds.

Payments to a Member of a Branch

Branch Regulation 34. The business of the Branch shall normally be carried out without payment to individual members of the Branch but, subject to the provisions of Article 4 of the Royal Charter and to the approval of the Area Council, the Branch in General Meeting may authorise: (a) an honorarium payment to a member of the Branch for general services rendered in carrying out the functions and responsibilities of the Committee; (b) a payment to a member of the Branch for a specific service provided in dealing with a necessary matter related to the functions and responsibilities of the Branch.

INVESTMENT

Branch Regulation 35. Any of the funds of the Branch not immediately required for the purposes of the Branch shall normally be invested to the credit of the Branch in the Association’s Branch Deposit Fund. Exceptionally, where a Branch Committee wishes to invest the funds in other forms of investment, such investment shall be authorised by the Branch Committee in accordance with the provisions of Rule 43 and with any instructions issued by or on behalf of the Council under Rule 44.

MISCELLANEOUS

Branch Standard and Branch Standard Bearer

Branch Regulation 36. (1) Subject to the agreement of the Branch at a General Meeting the Branch may purchase a Branch Standard and equipment for a Branch Standard Bearer from the general funds of the Branch; (2) Where a Branch has a Standard the Branch at a General Meeting shall elect a Branch Standard Bearer from amongst the Ordinary, Life and Associate Members of the Branch for such term of office as the Branch shall decide. Any casual vacancy in the position of Branch Standard Bearer shall be filled by the Committee and the person appointed to fill the vacancy shall hold the position until the next General Meeting of the Branch;

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(3) The parading of the Branch Standard shall be subject to such approval as the Committee shall determine.

Branch Clubs

Branch Regulation 37. Subject to the following conditions a Branch may form a Branch Club: (a) the approval of a resolution to form a Branch Club, of which at least 14 days notice shall have been given, by the members of the Branch at a General Meeting; (b) the prior written consent of the Council; (c) compliance with such terms and conditions as the Council may require in regard to: (i) the acquisition or provision of premises for the Branch Club; (ii) the leasing and rental arrangements between the Branch and the Branch Club for land or premises used by the Branch Club; (iii) the Rules under which the Branch Club operates; (d) the Branch Club financial year coinciding with the financial year of the Branch. Provided that such authority may be withdrawn at any time by the Council if in its opinion the Branch Club has not conformed to its requirements and/or the Rules under which it has been authorised to operate or has brought or could bring the Association into disrepute. Provided also that in Scotland the Scottish Area Council shall have the authority on behalf of the Council to approve changes to Standard Club Rules that are required by the Sheriff or other Scottish licensing authority.

Branch Associates

Branch Regulation 38 (1). A Branch shall have the power to recruit “Branch Associates” as supporters of the Branch. Such persons shall be registered and administered at Branch level only and pay subscriptions as decided by the Branch at an Annual General Meeting. Provided that a person who is eligible for Ordinary or Life Membership of the Association shall not be recruited as a Branch Associate.

(2) Branch Associates shall not be members of the Association and shall not have any rights, privileges or conditions of the Association or the Branch unless these are granted by a decision of an Annual Conference of the Association, or are appointed as Wings Appeal Organiser or Honorary Welfare Officer in accordance with Branch Regulation 14(1)(b).

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SCHEDULE TO STANDARD BRANCH REGULATIONS

Responsibilities of Members of the Committee

S1. The Secretary shall be responsible to the Committee for: (a) at the first meeting of the fully constituted Committee following the Annual General Meeting, drawing the attention of the Members of the Committee to their responsibilities as charity trustees as set out in any guidance issued by the Council; (b) dealing with correspondence addressed to the Branch; (c) dealing with applications for membership of the Branch; (d) maintaining the records of the Branch; (e) taking Minutes of General Meetings and meetings of the Committee; (f) arranging that decisions of General Meetings of the Branch and meetings of the Committee are implemented; (g) submitting to Area Headquarters the particulars required of Ordinary, Life and Associate Members for Area Registers maintained in accordance with Byelaw 10(1)(b); (h) informing the Area Headquarters of the names and categories of Association membership of the Members of the Committee; (i) dealing with insurance matters for the Branch. S2. The Treasurer shall be responsible to the Committee for: (a) receiving entrance fees and subscriptions; (b) paying the due proportion of entrance fees and subscriptions to the Area Headquarters; (c) receiving and disbursing Branch monies, including monies raised from entertainment and other functions in aid of Branch or Association funds, and maintaining books and accounts in compliance with such instructions as may be issued by or on behalf of the Council; (d) presenting to the Committee at each of its Ordinary Meetings a statement showing the current financial position of the Branch; (e) presenting to the Committee any specially called for Statement of Accounts and Report of the Auditor or Independent Examiner that will be or has been forwarded to the Area Headquarters in accordance with Byelaws 40(1)(d)(iii); (f) presenting to each Branch Meeting (other than the Annual General Meeting) a statement showing the current financial position of the Branch;

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(g) presenting to the Committee and to the Annual General Meeting the Statement of Accounts of the Branch for the preceding financial year and the Report of the Auditor or Independent Examiner; (h) submitting to the Area Headquarters by 31 March each year a copy of the Statement of Accounts for the preceding financial year and the Report of the Auditor or Independent Examiner. S3. The Welfare Officer shall be responsible to the Committee for: (a) promoting the welfare by charitable means of those members of the Branch and those persons who are eligible for the welfare support of the Association under the terms of Article 2 of the Royal Charter in accordance with any guidance or direction issued by the Central Headquarters of the Association or by the Area Headquarters; (b) acting as adviser to and agent of the Royal Air Force Benevolent Fund in connection with applications for assistance from that charity; (c) maintaining a record of welfare work and of receipts and expenditure for welfare purposes; (d) making regular reports to the Committee on welfare work. S4. The Wings Appeal Organiser shall be responsible to the Committee for: (a) organising the raising of funds for Battle of Britain Wings Appeal in accordance with any guidance or direction issued by the Fundraising Department of the Association or by the Area Headquarters; (b) accounting for monies received for Battle of Britain Wings Appeal and any expenses incurred in raising the monies; (c) ensuring that any monies received are banked promptly; (d) providing such returns and reports on the fundraising as may be required by the Fundraising Department or the Area Headquarters;

(e) making regular reports to the Committee on the progress of fundraising.

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SECTION 8 PART 6

LOCATIONS OF RAFA HEADQUARTERS/AREA OFFICES AND TRADING COMPANY

CENTRAL HEADQUARTERS Address: 117 ½ Loughborough Road, Leicester, LE4 5ND Tel: 0116 266 5224 Fax: 0116 266 5012 SOUTH EAST & EASTERN AREA HEADQUARTERS Address: 117 ½ Loughborough Road, Leicester, LE4 5ND Tel: 0116 268 8780 Fax: 0116 261 2819 SOUTH EASTERN AREA OFFICE Address: 3-5 Old Bridge Street, Hampton Wick, Kingston Upon Thames, Surrey, KT1 4BU Tel: 020 8286 6667 WALES, MIDLAND & SOUTH WESTERN AREA HEADQUARTERS Address: RAFA House, Chancel Lane, Pinhoe, Exeter, EX4 8JU Tel: 01392 462088 Fax: 01392 462006 MIDLAND AREA OFFICE Address: The Windermere Club, 110 Wake Green Road, Moseley, Birmingham B13 9PZ Tel: 0121 4499356 Fax: 0121 4499546 WALES OFFICE Address: Celynen Collieries Institute, Memorial Hall, High Street, Newbridge, Newport NP11 4FH Tel: 01495 249522 Fax: 01495 249843 NORTHERN AREA HEADQUARTERS Address: Sterling Court, Offices 1-4, Leyland Business Park, Leyland PR25 3GR Tel: 01772 426930 Fax: 01772 453184

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NORTH EAST AREA OFFICE Address: Halifax Block, RAF Linton on Ouse, North Yorkshire YO30 2AJ Tel: 01347 847525/847496 SCOTLAND & NORTHERN IRELAND AREA HEADQUARTERS Address: 20 Queen Street, Edinburgh, EH2 1JX Tel: 0131 225 5221 Fax: 0131 220 0643 NORTHERN IRELAND AREA OFFICE Address: 21 Talbot Street, Belfast, BT1 2LD Tel: 02890 325718 OVERSEAS AREA HEADQUARTERS Address: c/o 117 ½ Loughborough Road, Leicester LE4 5ND Tel: 01684 568457 Fax: As Tel No RAFATRAD LTD Address: Unit 3, 5 Sybron Way, Millbrook Industrial Estate, Crowborough, East Sussex, TN6 3DZ Trading:

Tel: 01892 600191 Fax: 01892 665375 Publishing: Tel: 01892 600192 Fax: 01892 665375

INDEX ARTICLE RULE BYELAW AREA BRANCH REG REG

1 5/2011

ACCOUNTS (see FINANCE AND ACCOUNTS)

AREA DIRECTOR 1 AREAS

Authority for 18 Establishment of 31 Name of 6

ASSOCIATION, THE

Common Seal of 47 Income and property, application of 4 Liability and indemnity of 46 Object of 2 Policy of 6 Powers of 3 Property of 39

BRANCH, ANNUAL GENERAL MEETINGS

Business to be conducted at 27 Nominations for election at 26 Notification of elections at 26

BRANCH CLUBS 50 37 BRANCH COMMITTEE

Appointment of property trustees 19 Casual vacancies on 22 Membership of 14 Powers and duties of 18 Proceedings of 21 Removal or disqualification from 17 Responsibilities of members of 20 Secretary, responsibilities S1 Terms and conditions of office 16 Treasurer, responsibilities S2 Voting and deliberative powers of 15 Welfare Officer, responsibilities S3 Wings Appeal Organiser, responsibilities S4

BRANCHES

Amalgamation of 37 Assets of 38 Authority for 20 Closure of 37 Closure of delinquent 34 Closure of non-effective 33 Formation of 35 32 Function of 34 Name of 6 Not allocated to an Area 7 Premises of 6 Production of books by 35 Property of 38 Registered Members Group 33 Special 36 Sub-division of 37

INDEX ARTICLE RULE BYELAW AREA BRANCH REG REG

2 2/09

BRANCH, GENERAL MEETINGS

Chairmanship of 28 Conduct of business at 30 Notice of 25 Voting at 29

BRANCH STANDARD

Approval to parade 36 Authority for purchase 36 Bearer 36

BRANCH, SPECIAL GENERAL MEETINGS 24 BYELAWS

Amendments to 4 Application of 3 Authority for 4 1 Construction of 3 Definitions in 2 Definition of 1 Making of 4 Supply of 49

CHARTER, THE ROYAL

Amendment to 23 Application of 25 Construction of 27 Date of effect of 28 Definitions in 1 Special resolution in respect of 24 Supply of 49 Surrender of 26

CONCILIATION TRIBUNAL

Power to appoint 20 Proceedings of 36

CONFERENCES, AREA

Chairmanship of 30 Conduct of business at 33 Definition of 1 Notice of 24 Representation at 25 Rights of Life Vice-Presidents at 31 Rights of Members of Area Council at 31 Rights of Officers at 31 Voting at 32

CONFERENCES, AREA ANNUAL

Agenda for 29 Business to be conducted at 27 Nominations for election at 26 Notification of resolutions for 28

INDEX ARTICLE RULE BYELAW AREA BRANCH REG REG

3 2/09

CONFERENCES, AREA SPECIAL 23 CONFERENCES, ASSOCIATION

Annual Conference Committee 29 26 Authority for 15-17 Business of 28 Chairmanship of 26 Decisions of 30 Notice of 24 Representation at 25 24 Rights of Life Vice-Presidents at 27 Rights of Members of Council at 27 Rights of Officers at 27 Summoning of 24 Voting at 25 25

CONFERENCES, ASSOCIATION ANNUAL

Agenda for 29 Business to be conducted at 28 Information for Branches 30 Nominations for election at 27 Notification of resolutions for 28

CONFERENCES, ASSOCIATION SPECIAL 17 24, 28 COUNCIL, THE AREA

Casual vacancies on 21 Co-opted members to 13 Election of Area Representatives at 18 Functions of 19 32 Membership of 13 Notification of membership of 19 Powers and duties of 17 Proceedings at 20 Removal or disqualification from 16 Terms and conditions of office 15 Voting and deliberative powers at 14

COUNCIL, THE ASSOCIATION

Appointment of 18 Authority for 14 Casual vacancies on 22 17 Disqualification from 16 Election of Area Representatives to 18 Functions of 20 Membership of 19 14 Powers of 20 Proceedings at 21 Terms and conditions of office 15

EXECUTIVE, THE

Appointment of 18 Authority for 23 Casual vacancies on 23 Definition of 1 Membership of 19

INDEX ARTICLE RULE BYELAW AREA BRANCH REG REG

4 2/09

Powers and duties of 21 Proceedings of 22 Terms and conditions of office 20

FINANCE AND ACCOUNTS, AREA

Payment of expenses 35 Responsibilities of Area Treasurer for 34

FINANCE AND ACCOUNTS, ASSOCIATION

Accounting requirements 40 Availability of accounts 41 Credits to Association funds 39 Examination of accounts 40 Expenses 44 Financial year 37 Forwarding of accounts 42 Forwarding of accounts on Branch closure 43 Forwarding of annual reports 42 Grants or loans to Branches 42 Independent examiner, definition of 2 Keeping of accounts 38 Property of Association 39 Qualified auditor, definition of Responsibilities of the Treasurer for 41

FINANCE AND ACCOUNTS, BRANCH

Annual accounts 32 Bank accounts 31 Expenses 33 Payments to Branch members 34 Responsibilities of Branch Treasurer for S2

FUND RAISING 45 INVESTMENT, AREA

Authority for 36 Funds of 44 36

INVESTMENT, BRANCH

Authority for 44 Funds of 35

INVESTMENT, REGION 44 INVESTMENT, THE ASSOCIATION

Authority for 43 Central funds of 43 Investment managers, appointment of 45 Investment managers, definition of 2 Review sub-groups, appointment of 43 46 Terms and conditions of delegation 47

JOURNAL

Authority for 3 Distribution 48

INDEX ARTICLE RULE BYELAW AREA BRANCH REG REG

5 2/09

LIABILITY AND INDEMNITY (see ASSOCIATION, THE)

MEMBERS

Associate 10 Branch Associate 38 Expulsion, effect of 9 Expulsion of Associate 8 Expulsion of Ordinary or Life 7 Honorary Life 4 Life 9 Ordinary 8 Resignation, effect of 9 Suspension, effect of 9 Suspension of Associate 8 Suspension of Ordinary or Life 7

MEMBERSHIP

Admission to 11 5 Appeals procedure regarding 6 Authority for 5 Classes of 5 7 Of more than one Branch 12 Registers of 12 10 Rights, privileges and conditions of 8 13 Subscriptions 13 Transfer between Branches of 11

OFFICERS

Area 9-12 Association 13 16 Branch 10-13

OUR AIR FORCES

Details of 6-7 Meaning of 1

PATRON 9 PRESIDENT

Area 13 Association 13 16-17 Branch 10

PRESIDENT, LIFE VICE-

Area 7 Association 11 15 Branch 8

PRESIDENT, VICE-

Area 8 Association 12 Branch 9

INDEX ARTICLE RULE BYELAW AREA BRANCH REG REG

6 2/09

REGIONAL COMMITTEES Authority for 18 33 Establishment of 18 33 Functions of 18 33 31

REGIONS

Authority for 18 33 Conditions for 33 31 Establishment of 18

REGULATIONS, STANDARD AREA

Amendment by Conference resolution 5 3 Amendment by local variation 5 4 Application of 3 Authority for 5 1 Date of effect of 5 1 Date of effect of amendments to 5 Definitions in 2 Making of 5 Supply of 49

REGULATIONS, STANDARD BRANCH

Amendment by Conference resolution 5 3 Amendment by local variation 5 4 Application of 3 Authority for 5 1 Date of effect of 1 Date of effect of amendments to 5 Definitions in 2 Making of 5 Supply of 49

RULES

Amendment to 22 Application of 25 3 Authority for 21 Construction of 2 Definitions in 1 Definition of 1 Special resolution in respect of 22 Supply of 49

SEAL, THE COMMON (see ASSOCIATION, THE) SECRETARY GENERAL

Appointment of 20 Definition of 1

SPECIAL RESOLUTION 1, 24

VICE-PATRON Authority for 10 Appointment of 14