CONSTITUTION



























 
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CONSTITUTION OF THE AIRBORNE ENGINEERS ASSOCIATION

REGISTERED CHARITY NUMBER 1009201

1. TITLE

THE AIRBORNE ENGINEERS ASSOCIATION

2. OBJECTIVES

  • To maintain contact between former and current members of airborne units of the Corps to foster mutual friendship and support
  • To provide a focus for social and other gatherings of members of the Association
  • To provide assistance to members of the Association who require access to welfare support
  • To preserve the memory and traditions of airborne units of the Corps
  • In furtherance of its stated objectives, the Association shall, through the offices of its Executive Committee:
    • Take all necessary action for publishing and disseminating information concerning the histories, deeds and traditions of the Airborne Engineer units of the Corps and encourage recruiting
    • Accept gifts of property where it is considered appropriate by the Executive Committee and undertake the care of such items
    • Accept contributions by way of subscriptions, donations and otherwise in order to raise funds for the objectives of the Association provided that the requirements of the law governing charitable institutions are not contravened by undertaking any permanent trading activities
    • From time to time, as considered appropriate by the Executive Committee or consequent on a vote of the majority of members at an AGM, make grants, gifts or donations to members in particular distress or need (hereinafter referred to as 'beneficiaries') provided that such sums will be considered as exceptional and not an undertaking of regular support to any individual.
    • Pay for items, services or facilities by way of donations or subscriptions to charitable institutions or organisations which provide, or which undertake in return to provide, such items, services or facilities for beneficiaries.
    • Subject to such consents as may from time to time be required by law, purchase, take lease or exchange any property required for the purposes of the Association and lease exchange or otherwise dispose of the same.
    • Invest funds of the Association in such investments as may from time to time be authorised by law.
    • Accumulate funds of the Association for such periods as may from time to time be authorised by law.
    • Do all such other things as shall further the said objectives.

3. NORMAL MEMBERSHIP

  • All personnel who have served on the strength of an Airborne Engineer unit
  • Persons who have served in any capacity as an Airborne Engineer soldier

The Committee reserves the right to veto an application for membership where it feels that this is in the best interests of the Association

4. WITHDRAWAL OF MEMBERSHIP

The Committee of the Association may withdraw the membership of any member who has been guilty of discreditable conduct.

5. HONORARY LIFE MEMBERSHIP

Honorary life membership of the Association may be granted to persons who in the opinion of the Committee have rendered special service to the Airborne Engineers Association. Such nominees may only be elected by a unanimous vote of the Committee.

6. LIFE VICE PRESIDENTS

A member considered to have made an exceptional contribution to the Association shall be eligible for the election as a Life Vice President. The normal period of continuous service to qualify for such a nomination will be 10 years but this may be varied in exceptional cases at the discretion of the Executive Committee. Nominations for election to this office shall be made in writing to the Hon Secretary by the 31st July each year

7. SUBSCRIPTION RATES

  • Life Membership shall be a sum, as shall from time to time be sanctioned by the Committee
  • Members aged 65 and over, before 1st January 1990 need only pay 50% of the Life Membership fee. However, full payment of subscriptions would be welcome

8. COMMITTEES

EXECUTIVE COMMITTEE

An Executive Committee consisting of the following officers, elected at the Annual General Meeting shall control the affairs of the Association:

  • The President
  • Two Vice Presidents
  • Chairman
  • Secretary
  • Treasurer
  • Membership Secretary
  • Editor of the Journal

From these, three members shall be selected to act as trustees of the Association

ADVISORY COMMITTEE

An Advisory Committee may be called upon to provide advice to the Executive Committee as required. The Advisory Committee may consist of:

  • Vice Chairman (if appointed)
  • Assistant Secretary
  • Entertainments Member
  • Welfare Advisor
  • Archivist & Property Member
  • A representative from each branch
  • A representative of each former Airborne Engineer unit
  • Three serving members of the Airborne Engineers i.e. one Officer, one WO/Senior NCO and one OR
  • IT Member
  • Shop Manager

Chairmanship of the Advisory Committee may change as circumstances dictate but the logical Chairman will usually be the Vice Chairman of the Association

RE-ELECTION

Retiring Officers shall be eligible to become candidates for re-election without nomination. All other candidates for election as officers shall be nominated in writing by two branches/clubs not later than 31st July each year. Names of those nominated shall be circulated with the notice of the Annual General Meeting. In the event of there being no nomination in accordance with the foregoing for any office, nominations may be received at the Annual General Meeting. Officers retiring at the AGM will cease their appointment on 31st December after AGM. Newly elected officers will commence their duties on 1st January following the AGM.

FREQUENCY OF COMMITTEE MEETINGS

The Executive Committee will normally meet every 4 months. Advisory Committee may meet as required when asked to do so by the Executive Committee. Prior notice in writing of either Committee meetings shall be given by the Secretary to all members of the Committee at least 21 days beforehand. For the Executive Committee a quorum shall be deemed to be not less than 6 members of the Committee, including the Chairman. On the occasions where the Advisory Committee meets separately from the Executive Committee a quorum will be deemed to be at least 4 members

9. THE ANNUAL GENERAL MEETING

The business to be transacted at the Annual General Meeting shall be, amongst other things:

  • The reception of the Annual Accounts
  • The reception of the Annual Report
  • The election of the members of the Committee
  • Amendment to the Association Constitution
  • Any other business of which notice has been given in writing to the Secretary

10. SPECIAL GENERAL MEETING

  • The President, the Chairman or 6 members of the Committee may summon a special general meeting of the Association as occasion may require on sending to all members fourteen days notice thereof in writing specifying the business to be transacted and such meeting shall only be summoned to meet on a Saturday or Sunday. No business shall be transacted thereat other than that of which notice has been given.
  • The Committee shall summon a Special General Meeting at any time upon the written requisition of any forty members of the Association under restrictions similar to those prescribed in rule 9.
  • No resolution shall be deemed to be carried at any Special General Meeting unless at least two thirds of the members present any voting/vote in favour

11. VOTING RIGHTS

  • At general meetings (Annual, Special or Ordinary) only persons holding normal membership of the Association may have a voice or have the power to vote on matters regarding the Association.
  • At Committee meetings, only members that have been elected to the Committee have a voice and voting rights

12. OFFICIATING OFFICERS

At All General Meetings the chair shall be taken by the President and in his absence by the Chairman or in his absence by the Officer carrying out his duties or in his absence by a Chairman chosen for the occasion. In the case of equality of votes upon any question, the Chair shall have a casting vote.

13. AMENDMENTS TO CONSTITUTION

The Constitution of the Association may only be altered at the Annual General Meeting or at a Special General Meeting summoned under the provisions of Rule 10 and then only if a two thirds majority of those present vote in favour. PROVIDED ALWAYS that no amendments to Rule 1 shall be made which will cause the Association to cease to be a charity within the provisions of the Laws of the United Kingdom.

14. DISSOLUTION

If the Association shall be dissolved for any reason whatsoever and there remain any assets after satisfaction of all debts and liabilities of the Association such assets shall not be paid to or distributed amongst the members of the Association but shall be given or transferred to one or more institutions, Companies or Organisations being in all cases charitable and having objects similar to the objects of the Association.

15. FINANCES

The funds of the Airborne Engineers Association shall be derived from (inter alla)

  • The subscriptions of members
  • Donations
  • The interest on invested funds
  • Branch assets made available to the Association
  • The profits on sales made on behalf of the Association
  • Profits accruing from AGM activities
  • Such other sources or activities, which are approved by the Committee

16. AUDITS

  • All funds will be audited yearly and the Annual Balance Sheet will be drawn up as at the 30th June each year.
  • The audited accounts shall be submitted annually, as required by the Charity Commission, by the 30th September each year.
  • Audits are to be carried out annually on property by nominated members of the Advisory Committee

17. INVESTMENTS

  • The Committee shall have the power to invest the funds of the Association in investments or real property as it thinks fit
  • Investments shall be made in the name of the Association trustees

18. BANKERS

The Bankers of the Association shall be:

Lloyds TSB Bank plc
North Camp
Farnborough
Hants
GU14 7SE

19. DUTIES OF THE COMMITTEE MEMBERS

CHAIRMAN

  • To keep order at meetings
  • To see that the agenda and motions before the meetings are adequately discussed in the time available
  • To give rulings when necessary and to see the business is conducted in accordance with the rules
  • To ensure that discussion is as wide as possible with everyone being given an opportunity to speak
  • To submit annual returns to the Charities Commission and report any changes to the Constitution or Officers of the Association
  • To maintain a record of business conducted by the Association

VICE CHAIRMAN

  • A Vice Chairman may be appointed for the period of tenure of a Chairman. He is to be recruited by the in post Chairman and his appointment is to be confirmed by the members at an AGM
  • When appointed, The Vice Chairman will deputise for the Chairman when the latter is unavailable. He may also carry out special projects or duties on behalf of the Chairman and the Executive Committee
  • The appointment of an individual to the post of Vice Chairman is not an indication that he will succeed the Chairman at the end of the latter's period of tenure. It remains the duty of the members at the AGM to select a new Chairman when the incumbent reaches the end of his tenure

SECRETARY

  • To record the minutes of all Association meetings
  • To deal with correspondence concerning all matters affecting the Association
  • To deal with the routine organisation and administration of the Association

ASSISTANT SECRETARY

  • To assist the Secretary in the routine organisation and administration of the Association when necessary
  • To deputise for the Secretary in his absence

TREASURER

  • To keep all accounts pertaining to the Association and arrange for their yearly audit
  • To present annual accounts and balance sheets
  • To be responsible to the Executive Committee for the efficient administration of sales from the Association Shop and for the transfer of profit from such sales to the funds of the Association
  • To audit accounts which may be operated by the Entertainments member

MEMBERSHIP SECRETARY

  • Canvassing of potential members
  • Processing applications and registering members
  • Maintaining a list of names and addresses of all members
  • Where eligibility is in doubt, present applications to the committee for guidance

EDITOR OF THE ASSOCIATION JOURNAL

  • To collate articles and contributions for the Journal and to prepare them for publication. Authors of articles are solely responsible for their veracity. However, the Editor is to ensure that no article is accepted for publication where either the language used, or or the content, will cause offence to readers of the Journal or will conflict with the courtesies and traditions of the Association. Where there is doubt over any submission the Editor is to refer to the Executive Committee for consent to proceed with publication
  • To engage a printer and to liaise with him/her in all matters relating to the preparation of the Journal for printing
  • T|o arrange the distribution of the Journal to all eligible subscribers according to the frequency agreed with the Executive Committee
  • To control all financial accounts associated with the Journal
  • To control the sale of advertising space in the Journal. He is to ensure that artwork is of a high standard, that competitive advertising charges are maintained and that a reserve of advertisers is held to avoid losses in income where an advertiser defaults
  • Retention of the front cover of the Journal and to offer any proposed changes to this to the Executive Committee for approval

ARCHIVIST & PROPERTY MEMBER

  • To record and collate, to arrange storage and appropriate dissemination of all items submitted to the Association which relate either to the history of the Association or to the history of Airborne units of the Royal Engineers
  • To make available to those engaged in historical research any relevant documents held by the Association and to control such access to avoid loss
  • To inform the AGM of donations to the Association during the previous year
  • To inform members of the history of the Association and of the operations of airborne units of the Corps via articles in the Journal and other displays which, from time to time are deemed to be appropriate
  • In the event of the demise of the Association, to arrange for the safe depositing of all the Association's historical documents with an appropriate museum or library as decided by the Executive Committee
  • The Archivist Member may recruit a deputy who will share the burden of recording and collating the history of the Association and of Airborne Engineers

ENTERTAINMENTS MEMBER

  • To coordinate the planning for, and running of, social events arranged for the benefit and enjoyment of members
  • To control the financial accounts of social events in order to ensure that these are run at a profit and to remit all profit from such events to the Association
  • To provide a statement of accounts as required to the Treasurer

WELFARE ADVISOR

  • To coordinate all matters relating to welfare within the Association and its branches
  • To be the point of contact for members of the Association in regard to welfare
  • To liaise on behalf of the AEA with all external agencies in matters of welfare

SHOP MANAGER

  • Maintain and keep secure all shop stock
  • Liaise with suppliers both new and existing to ensure that the shop stock remains fresh and supports the objectives of the association.
  • Ensure that all monies are accounted for to the association treasurer. All monies should be kept secure and banked in a timely manner.
  • The shop will be stock checked and monies audited a minimum of once per calendar year by an association member appointed by the chairman

IT MEMBER

  • Edit, maintain and administer AEA web site including the guest book and forum
  • Ensure that the AEA site portrays the best interest of the AEA and supports the aims and constitution, as well as providing interest for ad hoc visitors
  • Redirect any enquiries received via web site to the appropriate officer of the association
  • Liaise with all service providers as required and maintain payments via the treasurer to web hosts and domain registration organisations to ensure that the site remains stable, secure and operational at all times

 
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