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1. NAME
The name of the Association shall be the RAF SELETAR AND TENGAH ASSOCIATION.
2. OBJECTS
The object of the Association is to bring together former comrades and to foster new friendships amongst all those who served in Singapore.
3. POWERS
a) The Association will do whatever is deemed by its Committee to be appropriate to pursue and further the objectives of the Association including changing its methods from time to time as seems fit.
b) Any amendments to this Constitution shall be by resolution and majority votes cast at any Annual General Meeting.
4. APPLICATION OF INCOME
a) The income of the Association will be applied solely towards the promotion of its objectives.
b) Expenses reimbursed for reasonable travel, or other financial outlay for the benefit of the Association, providing that this is previously agreed by the Committee.
c) No member or Committee member may benefit financially in any other way from Association funds.
5. MEMBERSHIP
a) Membership is open to all RAF and civilian personnel and their relatives, who served at any RAF Station on the island of Singapore, including past and present personnel of the Singapore Armed Forces who served/serve
at the Seletar & Tengah Bases, members of the Seletar Flying Club and members of SHERA.
b) Honorary Membership and the appointment of Honorary Life Vice-
Presidents, with the award of an appropriate framed certificate, shall be at the recommendation of the Committee and subsequently confirmed at an Annual General Meeting.
c) Members are expected to uphold the objects of the Association.
d) Should any Member bring the Association into disrepute, by any means including inappropriate comments or abusive posts on Social Media that may be linked to the Association, the Committee retain the right to expel that Member.
e) In the event of the death of a Member, membership may be continued by a relative of the Member.
f) Members agree to pay an annual subscription due each 1st April of an amount set by the Committee.
g) Membership shall cease where the subscription is not paid within the year in which it is due.
6. ANNUAL GENERAL MEETINGS
a) Annual General Meetings shall be held once in any 12-month operational period. All members shall be notified at least one month beforehand giving
the date, time and venue of the said meeting.
b) Minutes shall be taken at every AGM by the Secretary/Acting Secretary.
c) Each AGM shall receive an Annual Report by the Chair/Acting Chair.
d) At every AGM the recorded minutes of the previous AGM shall be presented and approved as an accurate record.
e) Each AGM shall receive and approve the Annual Statement of Accounts.
f) Each AGM shall receive a report from any other Committee roles as is deemed appropriate according to the activities of the said Committee in any year/s.
g) The AGM will appoint a minimum of five Committee members.
h) Nominations for Committee membership shall be encouraged by notice in Searchlight in the edition prior to the AGM and should be submitted to reach the Secretary / Acting Secretary at least 14 days before the AGM.
i) Any resolutions for presentation to the AGM for debate and vote shall be notified by two eligible members to the Secretary/Acting Secretary at the latest 14 days before the AGM.
j) Any votes at the AGM will be by show of hands and carried by simple majority vote. In the event of no majority vote the Chair shall have the deciding vote. No postal or proxy votes are permitted.
k) The President shall be accorded full voting rights and is not subject to fixed terms of service. (S)he may attend Committee meetings and claim appropriate expenses.
7. THE COMMITTEE
a) The Committee will manage the affairs of the Association. It is the duty of each Committee member to exercise their powers and to perform their Reviewed 12/02/2022 3/5 specific role/s in good faith as would be most likely to further the purpose of the Association.
b) Members over the age of 18 are eligible for election to the Committee by the Annual General Meeting. Any member thus elected may serve for a period of 3 years.
c) At each Annual General Meeting any Committee member having served 3 years shall retire but may be re-elected at the same meeting.
d) The Committee may at any time decide to co-opt additional members. A person so appointed shall retire at the AGM following that appointment and then may seek election.
e) As soon as possible after each AGM the Committee shall meet and appoint from amongst their number the following positions: –
- Chair
- Secretary
- Treasurer
- Any such other positions as are deemed necessary for the running of the Association at any particular time.
8. COMMITTEE MEETINGS
a) Any Committee member may call a meeting at any time. All Committee meetings either in person or via the internet must be notified to all Committee members by email at least 7 days before the date of the meeting. If the Chair is not present an Acting Chair shall be appointed from the number attending.
b) Any Committee meeting must have a quorum in order to make any decisions. Three Committee members shall constitute a quorum.
c) Decisions will be made by simple majority vote. If required, the Chair/Acting Chair shall have the deciding vote.
d) Meetings may be held on-line by suitable Web-based software as may be agreed by the Committee in a way which enables each member to participate and communicate with all other participants.
e) Any Committee meeting, including those on-line, must comply with the rules of this Constitution and must be Chaired and minutes taken for presentation to each subsequent meeting of the Committee for approval as an accurate record of proceedings.
f) Minutes of any Committee meeting must contain:
• Names of all Committee members present.
• Names of any invited guests
• Details of any decisions made
• Details of any accounting records presented for scrutiny.
9. FINANCIAL ACCOUNTING
i) The Treasurer must maintain proper accounting records and prepare an annual report and accounts at the end of each operational year. All financial transactions should be in pursuance of the objects of the Association.
ii) The Treasurer shall be authorised to make payments on behalf of the Association to the value of £100.00. Payments in excess of this amount shall require the authorisation of the Chair or two Committee members except for regular repeat payments which had been previously authorised.
iii) All annual accounts should be approved by a suitably experienced Independent Examiner as agreed by the Committee.
iv) Annual accounts suitably examined must be presented for acceptance at the first Annual General Meeting following their completion.
v) The Treasurer shall submit an up-to-date financial report, either in writing or in person at each Committee meeting.
10. DATA PROTECTION & COPYRIGHT
The Association seeks to comply at all times with the Data Protection Act 2018.
a) Members are required to provide Name, Address, email, phone number, Station, dates of service and Section.
b) The data is stored securely and only used by the Association to communicate with members in accordance with its objectives and only the Secretary and person distributing the Magazine/Newsletter shall have access to it.
c) Member’s data will not be disclosed to other members or to external persons or companies without the members express permission.
d) Member’s data will be destroyed once membership ceases.
e) A simple list of members names, dates of service and section, but without any contact information, can be provided to members on request. Contact details will only be revealed to an enquiring member after permission to do so has been obtained by the Membership Secretary.
f) All material written or otherwise, and pictures submitted by Members in any format, may be used without payment for whatever purposes the Committee may determine as being in line with the pursuance of the Association’s objectives.
g) Copyright of the Material remains with the member.
h) Members must only submit material and pictures for which they (or their family) own the Copyright, or with the permission of the Copyright holder.11. WINDING UP THE ASSOCIATION
The Committee may decide to wind up the Association under the following circumstances:
a) If the membership numbers decline to such an extent that income from subscriptions and other sources fails to sustain necessary expenditure.
b) If the Association fails to appoint sufficient Committee members to manage the general business of the Association.
c) Any decision to wind up the Association must be notified to all members at least 6 months prior to the date of winding up.
d) Any residual Association funds after all outstanding expenses have been settled and accounts balanced should be donated to an RAF charitable organisation of the Committee’s choosing.
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