INCORPORATED BY
ROYAL CHARTER
FULL RECOGNITION
BY THE ROYALNAVY
REGISTERED CHARITY
REGISTRATION
NO. 266982
Once Navy Always Navy
GENERAL SECRETARY’s MEMORANDUM
(Short Title: GSM’s)
1. This folder should be used to contain General Secretary’s Memoranda which are issued as............ ............necessary to record, in more permanent form, administrative advice and instructions which need to
be retained and used by RNA officials. Two copies of each new
Memoranda will be provided. One copy should be placed in this folder,
the other used by the appropriate official or as a spare copy.
2. It is important that Area and Branch Secretaries should personally
keep the folder up to date and check it against the list of Memoranda in
force which from time to time will be sent out with the H.Q. Circular.
Whenever a Secretary is relieved it is vital that this folder is handed
over. However, should any be missing, copies may be obtained from
Headquarters.
INDEX
REVISED / REVIEWED - JULY 2007
NO’s SUBJECT
01 CENTRAL CHARITY FUND - ASSISTANCE TO INDIVIDUALS
02 THE ALEC MADDEN FUND - LOANS TO BRANCHES
04 ADVANTAGES OF BELONGING TO THE ROYAL NAVAL ASSOCIATION
05 PRESIDENTS AWARDS FOR RECRUITING ACHIEVEMENT
06 STANDARD - INSURANCE AND LOANS (Revised)
09 RECORD OF NAVAL SERVICE & APPLICATION FOR MEDALS
10 TRUSTEES (New)
11 CLUBS (New)
12 MEMBERS WHO HAVE BEEN EXPELLED - INFORMATION PROVIDED ON................. .............APPLICATION TO GENERAL SECRETARY
13 BRANCH FUNDS - INVESTMENTS
14 THE COMMONWEALTH WAR GRAVES COMMISSION
16 EFFECT OF CHARITABLE FUNDS / GRANTS ON INCOME SUPPORT
17 ROYAL NAVAL BENEVOLENT TRUST (RNBT) & THE SOLDIER’ SAILOR’
& AIRMEN’ FAMILIES ASSOCIATION (SSAFA)
18 TRANSPORTATION OF THE NATIONAL STANDARD WHEN UNACCOMPANIED
19 LIFE MEMBERSHIP
20 EXPULSION OR SUSPENSION OF MEMBERS - APPEALS TO
THE NATIONAL COUNCIL
21 NATIONAL COUNCIL COMMITTEES
22 THE NAVY NEWS
24 HM SHIPS - AFFILIATION, LIAISON & HISTORICAL INTEREST
25 NAVAL REGIONAL OFFICERS
29 FORMATION OF BRANCHES - OBJECTIONS
31 MEMBERSHIP – ELIGIBILITY (Revised)
33 THE CENTRAL CHARITIES FUND
35 RNA HEADQUARTERS TELEPHONE / FAX NUMBERS & E.MAIL
40 ASSOCIATION CEREMONIAL ADVISER - TERMS OF REFERENCE
41 BADGES OF OFFICE
42 THE ROYAL ALFRED SEAFARERS SOCIETY
43 AREA WELFARE ADVISERS
44 CERTIFICATE OF APPRECIATION - ASSOCIATE & HONORARY MEMBERS
46 HOSPITAL OF SIR JOHN HAWKINS, KNIGHT IN CHATHAM
- PENSIONER VACANCIES
47 INFORMATION TO NEW MEMBERS
49 CHAIRMANSHIP
50 WELFARE - ‘MAYDAY’ POSTCARDS
53 RAFFLES
54 HM SHIPS ASSOCIATIONS, REUNIONS & HISTORICAL INTEREST
56 MOTIONS FOR ANNUAL CONFERENCE
57 BRANCH WELFARE OFFICERS - TERMS OF REFERENCE & GUIDANCE
58 PUBLIC LIABILITY INSURANCE
60 VISITS BY WAR WIDOWS TO WAR GRAVES
61 ROYAL MARINE BANDS - APPLICATION FORM
62 PEMBROKE HOUSE, GILLINGHAM, KENT
66.........LIAISON WITH SEAFARERS UK (KING GEORGE’s FUND FOR SAILORS)
68 RECOGNITION BY THE ROYAL NAVY
70 HEADED NOTEPAPER - POINTS TO INCLUDE
71.........PUSSER’s RUM - SPONSORSHIP FOR THE R.N.A.
73 REGISTER OF NAVAL ASSOCIATIONS RECOGNISED BY THE ROYAL NAVY
74 REGISTRATION OF ASSOCIATION & ALL BRANCHES AS A CHARITY
78 NEGLIGENCE ACTIONS BY INJURED SERVICEMEN AGAINST THE CROWN
82 SOCIAL EVENTS
84 DISCIPLINARY PROCEDURE
86 HEALTH & SAFETY
87 WHAT H.Q. DOES
88.........CLOSURE OF ROYAL NAVAL ASSOCIATION CLUBS - PROCEDURES
GENERAL SECRETARY’s
MEMORANDUM 1
Revised July 2007
CENTRAL CHARITIES FUND - ASSISTANCE TO INDIVIDUALS
1. The National Council has directed that as well as using the Central Charities Fund for collecting contributions to our major charitable activities each year, sufficient funds should be retained for unforeseen charitable requirements, including assistance to individuals which cannot reasonably be covered by Branches.
2. Applications for assistance to individuals from the Central Charity Fund should be addressed to the General Secretary. Cases will be decided by the Charities and Welfare Adviser and the General Secretary acting jointly.
3. In presenting applications to the General Secretary, Branch Welfare Officers and Officials have discretion to decide what appropriate information is needed bearing in mind the guidance in this Memorandum. Should further information be needed, normally the General Secretary will ask for it.
4. The Basic Information needed for all cases is:-
a. Full Name and Branch
b. RNA Membership and/or Naval details
c. Age
d. Summary of Circumstances and the need for help. Whether other
organisations (including the Branch) have given help, or been asked
to do so.
e. What help is recommended from the Central Charities Fund (expressed
wherever possible as a specific sum of money).
5. For many cases requiring help, the SSAFA Application Form A provides the best method of presenting an application with appropriate facts. But form filling should not delay action on an urgent case. If in doubt consult the General Secretary by telephone and follow up with a written application.
Who can be helped?
6. As a Registered Charity operating under a Royal Charter, we must comply with the main objects of the Charter and the Charities Acts. These are:-
a. To further the efficiency of the Service.
b. To relieve members of the Association who are in conditions of need,
hardship or distress.
c. To afford financial assistance in the form of grants, donations or periodical
allowances to all serving and former members of the Naval Forces.
7. We are therefore limited to helping members of the Association and serving or former members of the Naval Forces and their wives, widows, children and dependants who are in conditions of need, hardship or distress. In the same way help to organisations who look after naval people can be considered.
8. Branches may of course help local people and local organisation by specific activities and collection from members, but this is not a proper use of RNA Branch Funds, and it is not appropriate to the Central Charities Fund.
How to help
9. Relief and assistance must be directly related to the need, hardship or distress. Particularly in the RNA, friendship, comradeship, advice, visits and generally being a good neighbour is a feature of our charitable work. However, that is primarily a Branch activity, and is not a matter in which the Central Charities Fund can directly assist. The Fund can however, supplement this with financial help to enable Branches to buy or provide the money for items, Services or Facilities. While an all inclusive list is not practicable, some examples are:-
a. Items that could be provided, either outright or on loan - preferably the latter
in the case of expensive apparatus - including bedding, clothing, food
(including special food), fuel, heating appliances, medical or other aids,
nursing requisites or comforts, television sets and/or licenses, radio sets,
washing machines (suitable for soiled clothing and bed linen).
b. Services that could be provided include; bathing, escort services, exchange
of library books, foot care, gardening, hair-washing, shaving, help in the
home, house-decorating and repairs, laundering, meals on wheels, nursing
aid, outings and entertainment’s, physiotherapy in the home, reading,
shopping, sitting in, tape-recording for the housebound, travelling.
c. Facilities that could be provided include; arrangements for a period of rest or
a change of air, or to secure the benefits or any convalescent home or other
institution or organisation, or handicapped person, help for those relatives to
visit or care for patients, transport facilities
10. In advising individuals and deciding how to help and whether to seek help from the Central Charities Fund, Welfare Officers and Officials should bear the following points in mind:-
a. Charities operate in the same field as a statutory services and care must be
taken to avoid duplication or abating statutory services. For instance there is
no point in providing assistance which serves to reduce the availability or
Supplementary Benefits from the DSS.
b. There are other charities upon which individuals have a right to claim and
which may be better placed financially or by role to give assistance. RNBT
(for ratings) the RN Benevolent Society for Officers (for officers) are obvious examples. Care must be taken to co-ordinate and not to duplicate activities.
GENERAL SECRETARY’s
MEMORANDUM 2
Revised July 2007
THE ALEC MADDEN FUND - LOANS TO BRANCHES
1. The Alec Madden Fund is used to give financial assistance to RNA Branches who wish to acquire or improve premises used for a Branch Headquarters or an RNA registered Club.
2. All loans need the approval of the National Council and this is dependant upon the amount of money available in the fund when the application is considered, and other known calls on the fund.
- The basic condition of the loan are :
a. The Branch must generally contribute to the project at least as much as the
total loan sought.
b. Details and estimates for the work to be undertaken should be included
with the application for the loan.
c. It must be repaid at 5% interest spread over sixty equal monthly payments by
Bankers Standing Order starting one year after the date of the loan.
4. An application form may be obtained from RNA Headquarters.
Loans to Purchase Branch Standards
5. The Alec Madden Fund is available to lend £450 to any Branch which wishes to acquire or replace a Standard. The terms of the loan are as follows:-
a. The loan must be exactly £450, neither less or more.
b. Repayment of the loan will be effected by charging £60.75 on eight consecutive quarterly statements starting from the second statement made after the date of the loan. This in effect means that £486 is repaid over a period of approximately 2.5 years giving an interest rate of roughly 3%.
Note: The Alec Madden Fund loan is not applicable outside the United Kingdom.
Number of Loans
6. The number of loans that can be outstanding at any one time is controlled by the balance available in the Alec Madden Fund and other calls upon it. It is hoped that it will not be necessary to ration loans. However should this become necessary at any time a waiting list will be maintained and the applicants informed accordingly.
Application
7. Application should be made in a separate letter addressed to the General Secretary, RNA HQ on the following form.
......................................................................................................................................
LOAN FOR STANDARD
The ...................................... Branch requests the loan of £150 to enable them to purchase a Standard or replacement Standard. It is requested that the loan may start from ..........................................
2. Should for any reason the purchase not be completed the loan will immediately be returned in full. It will not be used for any other purpose.
Date: ...................................................
Signature of Secretary: ..........................................
APPLICATION TO HEADQUARTERS FROM THE ALEC MADDEN FUND
1. Branch ....................................... Date of application .................
Amount of loan applied for .......................
2. Full particulars of proposed improvements to local headquarters..............................................................................................................................................
.................................................................................................................................................................
.................................................................................................................................................................
N.B. It will be a condition of any loan made in connection with the establishment or extension of any club premises connected with the Branch that membership of such club is restricted to full members (including life members) and associate members of the Association as reported annually to headquarters.
3. What arrangements have been made, or will be made, to raise money to repay the loan?
........................................................................................................................................
4. In the event of the loan being granted for the purpose of acquiring freehold or leasehold property do you undertake to deposit the title deeds, for safe custody, with the Association Legal Adviser or Bankers according
to instruction of the National Council..............................................................................................
5. If the loan is granted do you undertake, on behalf of the ..................................................................
Branch and all its Members, to repay the capital, and interest at ........% per annum, by furnishing a bankers order payable to The Royal Naval Association, Account No 29671612 National Westminster Bank PLC, Chelsea Branch, PO Box 3048, 224 Kings Road Chelsea, London SW3 5XJ, authorising the payment of sixty equal monthly instalments or such other monthly instalments as my be accepted by the National Council?
6. Are you prepared to furnish a bank certificate showing an amount at least equal to the sum now applied for. This bank certificate must be in respect of a separate banking account in the name of The Royal Naval Association .............................................................................................................. Branch,
improvements Account.
7. If any part of the amount raised locally for improvements has been expended, receipted invoices must accompany this application.
8. Do you understand that no loans will be made for improving existing headquarters unless the Branch has the exclusive use of the headquarters?
This condition may be varied at the absolute discretion of the National Council in cases where a branch has joint ownership of a headquarters with one or more other Service Organisation.
9. Do you understand that notwithstanding the fact that all signatories of this application may from any cause whatsoever cases to hold office of membership of the Association during the period of the loan now applied for, the branch remains under an obligation to repay the loan and interest at the prescribed intervals.
WE, the undersigned, having completed this form and accepted all the conditions outlined in headings 2 to 9 above, and having complied with the requirements therein apply for loan of £ ........................ on behalf of the ................................................................. Branch of The Royal Naval Association.
President ........................................................... Chairman ..............................................
Private Address ................................................. Private Address .....................................
................................................................ ....................................................
Hon. Secretary ................................................... Hon. Treasurer .......................................
Private Address .................................................. Private Address .....................................
FOR OFFICIAL USE ONLY
Application accepted for and on behalf of The Royal Naval Association.
By ......................................................................
Date .........................................
Amount of loan granted .........................................................................
Cash transferred to .................................................... Branch Bank on ..........................
GENERAL SECRETARY’s
MEMORANDUM 4
Revised July 2007
ADVANTAGES OF BELONGING TO THE R. N. ASSOCIATION
Introduction
1. From time to time Naval Clubs and Naval Ex-Service organisations enquire about the reasons why they might consider joining the RNA. This memorandum sets out the main points to be made to them. It may also prove useful to help answer RNA Club, Branches and members who seek an authoritative answer to the question “Why stay in the RNA and why pay an annual subscription”?
Government Recognition
2. The Admiralty Board recognises the RN Association as being the principal Association which supports the Royal Navy and takes a supportive interest in all Members in or out of the Service irrespective of gender, Rank, Rate, Branch or Specialisation. While recognition is also accorded to organisations such as the RM Association, the WRNS Association, the Submarine Old Comrades Association and the Association of Royal Naval Officers, such recognition is limited to the sectional interests that these organisations represent.
3. It follows from this recognition that the Royal Naval Association is regarded by the Admiralty Board and other Government departments and organisations as providing the principal voice which represents the opinions of a significant cross-section of naval people.
4. Furthermore the Royal Naval Association has a first claim on official support available in the form of official information and support of Association functions (e.g. senior officers’ presence, Bands, ships visits).
Royal Charter and Royal Patronage
5. HM The Queen has recognised this special position of the Royal Naval Association by the granting of a Supplemental Royal Charter, which defines and regulates our objects, and the way in which they are met. The Rules of the Association are approved by the Privy Council.
6. In granting the Supplemental Royal Charter in 1990 Her Majesty included the wording “We do reserve to Ourselves to be the first patron of the Association”.
Maintenance of proper standards
7. Royal Patronage and Government recognition are based on the Supplemental Royal Charter and Rules. The resultant organisation of a National Council, Headquarters, Areas and Branches provides assurance that the Association will be conducted and maintained in a manner that does credit to the Naval Service. The disciplined, democratic structure that results ensures that the Royal Naval Association is well respected throughout the country. Branches and members have the assurance that the Association will maintain the standards, principles and objects which bind us together. Other less regulated organisations may change according to their own systems for amending rules. The Royal Naval Association can change only by amendment to the Supplemental Royal Charter or the Rules, and this needs a motion to and approval by Annual Conference and final approval by the Privy Council.
Registration as a Charity
8. The Royal Naval Association is a registered Charity, providing special recognition and advantages to the Association, Headquarters and Branches. It does not, however, extend to Clubs and their activities which, although frequently involved in charities and their support, are primarily concerned with providing social comradeship for shipmates. The Charitable Status has to be guarded carefully to ensure that it is not misused, and that we satisfy the requirements of the Charities Commission. However it provides the following advantages:-
a. It provides recognition and authenticity to activities for raising money and
support for charities.
b. Headquarters, Areas and Branches can reclaim VAT on expenses involved in running the Association. (Providing that they are registered to do so).
c. Tax remission can be obtained in respect of legacies and Gift Aid subscriptions.
d. Council Tax on Headquarters, Area and Branch premises are halved because of Charitable Status. (Note: When a Branch and Club share the same premises proportion attracting rate relief is a matter of negotiation with the local Council).
Central Charities Fund
9. The RNA Central Charities Fund provides a method by which individual Members, Branches and Areas can help to make significant contributions to worthwhile charities needing support, if they come within the objects of our Supplemental Royal Charter. By co-ordinating a combined Association effort it is possible to support organisations which help naval people in projects which would be beyond the local charitable activities of Branches.
10. The Central Charities Fund is also available to help individual members who are in difficult circumstances when the Branch itself cannot assist to the degree needed to get support from other charitable organisations.
Assistance to Clubs and Branches
11. The Royal Naval Association provides a structure which can give guidance and direction to Clubs and Branches, particularly when they are forming or if they run into difficulties. Both HQ staff and Area officials are available, and this is supplemented by Area meetings, and by yearly symposia on Clubs, covering the problems of running them.
12. Financial support is limited but is open to change by conference depending on the resources available and the view taken on the extent to which funds raised by subscription of all Branches can be allocated to assist individual Clubs and Branches. However, the following assistance is currently available :
a. In the first year after forming, Branches retain the annual subscriptions of
members to enable them to build up Branch Funds.
b. The Alec Madden Fund enables Branches to borrow money on financially
advantageous terms, to help obtain or improve premises to the Branch
and/or Club (loan limited to £5,000 with an equivalent sum from the Branch
repayable at 5%p.a. over 5 years starting on year after the loan is made).
Registration of Clubs
13. The RNA Clubs are registered under the Industrial and Provident Societies Act 1965 with assistance from HQ in providing the forms and the model Rules. While all members of a Club must be RNA members, their liability in the event of financial failure of the Club is limited to 5p per member. Branch and Association funds are similarly protected, which is not necessarily the case if a Branch is associated with an unregistered Club.
14. The restriction in the rules that each main Committee must contain a majority of Full Life or Full Members and that the positions of Chairman and Vice Chairman may not be filled by Associate Members ensures that the Club conforms to the objects of the Association. There cannot, therefore, be a “take over” by Associate Members, and Clubs are run throughout the Association with consistency of purpose. Members who are expelled from the Association cannot join other RNA Branches and Clubs.
15. Branches and Clubs retain full financial responsibility and autonomy, and continue to own their premises and equipment if they have bought them. The only occasion on which the Association could ‘take over’ would be in the event of a Branch and Club lapsing, leaving premises, property and funds to be held on trust, pending the reforming of a Branch/Club.
Benefits to Individual RNA Members
16. From time to time special discounts or advantages are negotiated with commercial firms from the benefit of individual members (and sometimes to the benefit of HQ or Branch Funds).
17. Full and Associate Members may stand for election as officials of Branches (see the caveat in para 14 above) or Area. Only Full Life or Full Members may stand for election to National Council offering participation in decision making up to national level.
18. All members have the right to attend and speak at the Annual General Meetings of the Area, although only accredited Branch delegates may vote. All members of the Association are entitled to attend the Annual Conference and General Meetings.
19. All members are eligible to apply for tickets for national Reunions or similar functions that maybe held.
20. Members with a paid-up membership card are customarily welcome at all RNA Branches and Clubs as visitors although this is at the discretion of the Branch and Club being visited, since it may be necessary to control the numbers using facilities.
Ceremonial
21. It is open to members to participate in Services of Remembrance and in competitions to select Standard Bearers to represent Branches, Areas and the Association.
Short Answer
22. It has taken 21 paragraphs to try to identify all the advantages of belonging to the Royal Naval Association. A shorter answer is sometimes required. It cannot be comprehensive and it needs to be adjusted to the circumstances and the questioner. A possible way is to concentrate on the RNA motto, and say something on the following lines :
UNITY gives us national strength, by welding together all Branches in an Association
which maintains proper naval standards.
LOYALTY to the Royal Navy extends to all Shipmates in the Association.
PATRIOTISM joins us together, to help our country and try to ensure that the
sacrifices of naval comrades in the past were not in vain as we approach the future.
COMRADESHIP gives us united strength to enjoy our lives, and help all naval
people in need wherever they may be.
GENERAL SECRETARY’s
MEMORANDUM 05
Revised July 2007
PRESIDENT’s AWARDS FOR RECRUITING ACHIEVEMENTS
1. The basis on which the President’s awards are made is the increase in FULL
membership of Areas and Branches as explained bellow. The trophies which are competed for annually,are :
a. Sword of Honour, the Area trophy which is awarded to the Area with the greatest increase of full members during the preceding calendar year.
b. The President’s Dirk, the trophy for large Branches with 31 or more Full and Life members recruiting most Full Members from June to June.
c. The Briggs Rose Bowl, the trophy for the small Branches with 30 or less Full and Life members recruiting most Full Members from June to June.
d. A Certificate for the Overseas Branch with over 30 members which has
recruited the most Full Members from June to June.
e. A Certificate for the Overseas Branch with under 30 members which has recruited the recruiting most Full Members from June to June.
2. The rules for the competition are as follows :
a. The awards will be made at Conference each year.
b. The awards are for the largest increase in FULL membership (Associate members are excluded) in Areas for the previous full year or Branches for the current year (i.e. the year in which the Conference is held).
GENERAL SECRETARY’s
MEMORANDUM 06
Revised July 2007
STANDARD INSURANCE
1. To assist Branches to insure Standards the following assistance is available from HQ.
INSURANCE
2. A central insurance policy covering all “registered” Branch and Area Standards is maintained by HQ with the Ecclesiastical Insurance Co. It covers the accidental loss or damage to a Standard and the associated equipment (i.e. carrying case, gloves, belt). Standards are insured anywhere within countries of the European Union. The insured has to meet the first £100 on any claim. Claims for £100 or less should not be submitted. All claims should be made to HQ in a separate letter stating the circumstances and the amount claimed.
REGISTRATION
3. Branches who wish to be covered by the scheme should inform HQ. They will be charged £5.00 which should accompany the application. Unless Branches specifically withdraw from the scheme, they will be charged the Annual Premium (currently £5.00) on the quarterly account dated 31st March each year. Should it be necessary at any time to increase the value covered or the premium, details will be promulgated in a monthly circular.
4. Area Standards are automatically included in the policy without charge.
GENERAL SECRETARY’s
MEMORANDUM 09
Revised Feb 2008
RECORD OF NAVAL SERVICE AND APPLICATION FOR MEDALS
Occasionally former Naval Personnel lose their Service Records and require an official statement of their Naval Service either when applying for a job, or to produce their credentials when asking to join the Royal Naval Association. In these circumstances, write to :
Director Naval Personnel
Disclosure Cell
West Battery
MP G 2
Whale Island
Portsmouth
Hants PO2 8DX
2. Applications should normally be by post but if there is real urgency the following telephone number may be used:-
02392-628779/628781
FAX 02392-628660
Remember that it takes time to dig out the old records (which are not on the computer). Priority is given to those who need a certificate for a job application. Non-priority cases can take 6 weeks. If all that is needed is a statement that a person was in the Navy just ask for that and not for a detailed record of service.
3. Medal Enquiries Applications for medals not claimed or replacement of lost medals (at a charge) should be by letter, giving a Service Number or, in the absence of that, as much information of service rendered as possible. Write to the following :
RN Medal Office
Building 250
RAF Innsworth
GENERAL SECRETARY’s MEMORANDUM 10
Revised July 1999
Trustees
Nearly everyone is a trustee of some sort. For example, anyone who has a joint ownership of a property is a trustee of their partner’s interest.
2. This GSM is mainly concerned with charity trustees but contains a
warning to anyone who is asked to be a trustee of a loan by a bank,
building society or brewery to their club.
3. Charity Trustees are defined by Section 97 of the Charities Act 1993
as the persons “having the general control and management of the
administration of a charity”. Responsibilities of Trustees are described
in the Charity Commissioners leaflet CC3 which is available free from
the Charity Commission ( 08123-345427)
4. The members of the National Council are Trustees of the Royal Naval
Association. All members of the Area/Branch Committee are Trustees of their Area/Branch.
5. Trustees are responsible for the proper administration of the charity and that the assets and resources are used only for the purposes
of the charity.
6. Trustees must ensure that the charity operates lawfully, including such
compliance issues as are raised by Charity Law, Company Law
Employment Law, Environmental Law, Health & Safety Law etc. etc.
7. The Trustees must accept ultimate responsibility for everything which
the charity does. They may delegate to staff or committees.
8. The Trustees have to act reasonably and prudently in all matters
relating to the charity. The test here is the degree of care which may be expected from reasonable men and women of business acting in the management of their own affairs. Trustees are not expected to be experts in law, accountancy, finance etc. but they are expected to be aware of the issues involved and to seek advice when appropriate. Seeking advice is not a luxury but a responsibility.
In particular Trustees should ensure that the charity is solvent.
9. Trustees must safeguard and protect the assets of their charity. They must be aware of what the assets consist of e.g. property and bank
account. They must ensure that properties and assets are properly
cared for, maintained and insured. They must ensure that proper
controls are in place to protect bank accounts and handling of funds.
10. Trustees have a duty to act collectively. There should be no sleeping Trustees. Decisions and responsibilities are shared. Unless the constitution of the charity states otherwise, the Trustees act
by majority, but all the trustees share responsibility for the decisions.
11. Trustees must act in the best interest of their charity. They are not mandated by their “constituents”.
12. Trustees must avoid any conflict between their personal interest and
the interest of the charity except where this is permitted by the charity’s
constitution.
13. Warning. If you are asked to act as a trustee for a loan to your club, or any other organisation for that matter, think very carefully before accepting. What you are guaranteeing is that you will pay the outstanding loan if for any reason the club or organisation does not have the money to pay it. This is a risky form of trusteeship and should only be entered into if the individual has sufficient money to spare for it.
GENERAL SECRETARY’s MEMORANDUM 11
Revised July 2007
CLUBS
At 1st July 2007, the Royal Naval Association had 39 registered clubs. These vary in size from about 50 members to the largest of 650 members. Between them they represent about half the membership of the RNA with a large number of Associate Members. Their health and membership are an intrinsic and valuable part of the health and membership of the Association. RNA Clubs may only exist as an intrinsic part of an RNA Branch. All Members of RNA Clubs must be Members of the Association. Should the Branch for any reason close, the Club as an RNA Club, must close also.
Clubs are owned in a variety of ways, short lease, long lease or freehold. The freehold of some clubs is owned by the club. Others are owned by the Branch i.e the RNA. These latter are “charitable” properties under the 1993 Charities Act and their disposal is governed by that Act. The only way to be certain of ownership is to look at the Title Deeds. Local authorities often charge clubs favourable business rates on the grounds that they are valuable social amenities.
Running a club requires the same dedication as running any business. Clubs do not pay income or corporation tax and it is only necessary to make sufficient profit to put money back into the club so that it can expand or be refurbished, redecorated and repaired. All our clubs are operated in accordance with the Royal Naval Association Model Rules and all should be registered as Industrial and Provident Societies with the Financial Services Authority (FSA). As Limited Companies, Clubs are separate legal entities in their own right; they are not charities. Our two clubs in Northern Ireland come under different laws.
Like businesses, clubs tend to be either in a virtuous circle where profits and margins are healthy and members are waiting to join or in a vicious circle where the membership and turnover are insufficient to support as much gross profit as the club needs for its week to week running. It is estimated that at least £1,000 per week in overheads is needed to run a club. Clubs are successful for a variety of reasons of which the main one is that they provide a social amenity of entertainment and drinks at less cost than a public house. Because they are continually striving to maintain their small competitive edge, their gross margins are lower than a public house and the possibility of moving from a virtuous to a vicious circle is constantly present.
RNA clubs are managed by a committee elected annually. In the best run clubs, the management committee meets at least monthly. The position of Club Treasurer is a particularly demanding one and needs attention every few days. Clubs, like branches, are finding a dearth of suitable available Full members who are prepared to serve on the Club Committee. Unlike Branches whose annual accounts may be audited by two appointed members, Rule 20 of our Model club rules requires that Club annual Accounts are audited by qualified auditors. Club and Branch Secretaries are reminded that a separate Minute Book is required by law for the Club, separate from the Branch minute book.
The Association “loses” clubs for a variety of reasons. Lack of proper, firm management is a common feature leading to club closure. Club performance is monitored by The National council Clubs Committee and these monitors are responsible for ensuring RNA Clubs are conducted in accordance with the Model Club Rules.
The RNA receives advice from The Royal British Legion and the Committee of Registered Clubs’ Association (CORCA) on running clubs. TRBL has approximately 900 clubs and a Clubs Department. Their “useful indicators“ and “warning signs” have been discussed at our Club Seminar and distributed to all our clubs. Advice to clubs is available from the General Secretary.
The liability of club members is protected by the issue of 5p shares. This restricts the individual liability of a club member to this amount. These shares have no pecuniary value and become void on the Club closing or the holder ceasing to be a member of the Club or Association, for whatever reason.
The strict conditions for the grant of an annual permit to an RNA club are laid down in Rule B62 of the RNA Rule Book. Applications to HQ should be forwarded through Area Secretaries.
GENERAL SECRETARY’s
MEMORANDUM 13
Revised July 2007
BRANCH FUNDS - INVESTMENTS
One of the advantages of being a Registered Charity is that Association and Branch funds are not subject to income or company tax. It does not however provide any automatic exemption from VAT.
2. The main advantage is that we do not have to pay tax on the interest or dividends received from investments. However many investments are subject to the automatic deduction of income tax at the standard rate (e.g. Banks and Building Societies). While it is theoretically possible to reclaim this tax it is a chore and local HM Inspectors of Tax may not invariably agree it without argument. It is therefore much better to invest Branch funds so that tax is not deducted automatically.
3. In all investments the rate of interest paid varies according to the notice for repayment of the money and the amount of money you have. Security is also important and Branch Treasurers will not want to risk the money in their charge. The overall rule for investing Association funds is in Rule 11. (f) (7) which boils down to keeping at least one third in “safe” Government securities. Most Branches will not however be in the league needing professional advice and the following are some of the investments that the average Branch Treasurer may wish to consider. There are of course other investment possibilities:-
a. Keep just enough in a Current Account at a Bank to avoid paying Bank
charges.
b. Consider opening a Deposit Account at a Bank for money needed at 7 days
notice. Interest rates are not as high as other investments but tax is
deducted so it generally compares unfavourably with the net rate given by a
Building Society.
c. Consider opening a National Savings Investment Account for money needed
at a one month’s notice. Tax is not deducted and interest is greater than in a
Deposit Account. Main Post Offices will accept the money and fix
withdrawals but it can also be arranged by post with a Director of Savings,
National Savings Bank, Glasgow G58 1SB. (Get initial forms and envelope
from the Post Office). However interest is calculated on the balance on the
last day of the month. So the wise Treasurer pays in late in the month and
withdraws early in the month
d. Gilts are suitable for longer terms investments. A restricted range can
be brought through the Post Office up to £5,000 a time. Bought this way
interest is paid without deduction of tax (unlike buying through a Bank or
Stockbroker). There is a commission charge but it is small. Of course Gilts
can fall or rise in value but if short-dated stocks are bought and you do not
need to withdraw the money until the maturity date then you are sure of
payment at par. Post Offices provide a brochure called Government Stock
on the National Savings Register (SL605) and the application forms.
e. Special Deposits. If you are rich enough to invest over £2.500, banks will
usually give a higher rate of interest but it varies with the length of notice.
4. CLUBS Club funds are not covered by our registration as a charity so investment dividends or interest are liable to tax. Under Rule 22 of the model club rules, clubs have wide discretion governing the application of their profits.
GENERAL SECRETARY’s
MEMORANDUM 14
Revised July 2007
THE COMMONWEALTH WAR GRAVES COMMISSION
1. The Commonwealth War Graves Commission, founded by Royal Charter on 21 May 1917, maintains the graves records of and memorials to the 1.7 million members of the Commonwealth’s armed forces who died during two world wars - thus commemorating them and ensuring that ‘Their Name Liveth for Evermore’.
2. The main task of the Commission is the structural and horticultural maintenance of war graves in over 20,000 public cemeteries and churchyards in 148 countries. In addition, the Commission has over 2,600 specially constructed cemeteries and memorials in its perpetual care.
3. The Commission is also responsible for the upkeep of records to those it commemorates. Through its vast resource of computer held information on the casualties of two world wars, the Commission offers an enquiry service to the public whereby the exact location of a burial or place of commemoration can be identified. Please supply the Commission’s Records Department with as much information as possible. This will enhance the chances of a positive trace.
3. A full list of the Commission’s services and publications on offer to the public is available from:
The Records & Enquiries Section
The Commonwealth War Graves Commission
2 Marlow Road
Maidenhead
Berkshire SL6 7DX
United Kingdom
Tel: +44 1628 634221
Fax: +44 1628 771208
Telex. 847526 Comgra G
E-mail: cwgc@dial.pipex.com
Web Site: www.cwgc.org
GENERAL SECRETARY’s MEMORANDUM 16
Revised July 2007
EFFECT OF CHARITABLE FUND GRANTS ON INCOME SUPPORT
1. When any member of the Association is helped by a grant from a Charitable Fund (i.g. RNBT or RNA) it might reduce any Income Support that a member may be receiving.
2. The Department of Social Security has issued guidance to the effect that a one-time grant from a charitable organisation, paid because of a current problem and not intended as part of a series of periodical payments, should be regarded not as income but as a capital resource. Since capital up to £3,000 is ignored for the purpose of income support and any grant would be spent and not increased capital, this generally means that single financial grants from a charity should not effect income support payments.
3. All decisions on income support are made by the local Income Support Appeal Tribunal and the Department of Social Security assumes that, generally, financial help given to individuals or obtained for them from other charitable organisations will not effect any Income Support they received.
BRANCH WELFARE OFFICERS SHOULD HOLD A COPY OF THIS GSM
GENERAL SECRETARY’s
MEMORANDUM 17
Revised July 2007
THE ROYAL NAVAL BENEVOLENT TRUST (RNBT) & THE SAILORS’,
SAILORS’ & AIRMEN’S FAMILIES ASSOCIATION (SSAFA)
RNBT
The RNBT is a Trust controlled by a Royal Charter and the motto is “By the Navy, For the Navy”. This reflects its unique character being administered by serving and ex-service ratings who regularly meet to decide on all applications for financial help. Anyone who has served on the “Lower Deck” or his dependants can apply for financial help and the Committee at Portsmouth decides each case. The address:-
Grants Secretary
Castaway House
311 Twyford Avenue
Portsmouth PO2 8PE
Tel; 02392-690112
The RNBT Grants Secretary has a small team of full time people who co-ordinate the investigations needed to produce all the facts for the Committee.
RNA Assistance to the RNBT
2. Almoner Activity An important role the RNA can play is by being the Almoner or go-between. A Branch Welfare Officer should be uniquely fitted for the role as a naval person able to talk frankly and in the same language to naval people in difficulty. But it is important, while helping the individual, to give the RNBT a detached and impartial view about each case. RNBT are very happy to consider requests for help on a SSAFA Forces Help Form A. There is also a Standard application form which Branch Welfare Officers can get from the RNBT at the Portsmouth address in the first paragraph above. In completing it do remember:-
a. The application form must in all respects be completed by the Branch Welfare
Officer (or investigator) and should only be given to the applicant for
signature to attest that the information which he has given is to the best of
his/her knowledge correct.
b. The back page is for the confidential remarks of the Branch Welfare Officer
which the applicant should not see. The important thing is to be fair and
honest trying to paint a picture of the particular case which can be understood. You must answer the question about whether you have been able to check his/her naval service, as that must be established before any grant is made. If you cannot check it, the RNBT will do so.
c. If a grant is made payable through the RNA for a specific purpose, make sure
that the finances are passed through the Branch Account (which need not
specify the name of the recipient if anonymity is desirable). Welfare Officers
should satisfy themselves that grants are used for the purpose provided.
d. The reputation of the RNA as a caring organisation is at stake in each case
both with the individual and the RNBT. Do try to be a scrupulously fair
middleman and help the process of reaching the right decision. While
ex-naval personnel are eligible to apply to RNBT, there is no automatic entitlement to assistance. Every case is dealt with on its individual merit.
3. Whenever there is a welfare problem involving financial help for a service or ex-service rating, it is always better to ask a SSAFA Forces Help caseworker to investigate the case, and to seek RNBT help and advice first before trying to solve the problem from RNA or other resources. In the case of Associate members and any other case where RNBT cannot help, it may be appropriate for the Branch to help or to make an application to the RNA Central Charities Fund under GSM 1.
SSAFA
4. Over 1,200 SSAFA Branches exist and every Branch Welfare Officer should maintain contact with the local office as it can often help with advice. Often SSAFA is asked by RNBT to investigate cases and distribute any grants made. However RNBT may ask the RNA Branch to do this if we are better placed to do so, and both RNBT and SSAFA may inform an RNA Branch about an eligible person’s difficulties where money is not the only thing they need. Often the friendship and comradeship we uniquely offer may be the better way of helping. Do therefore keep in touch with the local SSAFA people. If you do not know them and cannot trace them through the telephone director or Citizen’s Advice Bureau, ring the SSAFA HQ in London on 0207-403-8783 or write to the Secretary, SSAFA. The telephone is manned 24 hours a day with an answer-phone covering the silent hours.
Officers
5. If there is a case concerning an officer or his dependants, different support may be needed. There are a number of different agencies, three of which are:-
a. Royal Naval Benevolent Society for Officers
70 Porchester Terrace
Bayswater
London W2 3TP
0207-402-5231
b. The Officers’ Association
48 Pall Mall
London SW1Y 5JY
0207-930-0125
c. Association of Royal Naval Officers
&nbs