INCORPORATED BY
ROYAL CHARTER
FULL RECOGNITION
BY THE ROYALNAVY
REGISTERED CHARITY
REGISTRATION
NO. 266982
GENERAL SECRETARY’s
MEMORANDUM 82
Revised July 2007
SOCIAL EVENTS
1. Several enquiries have been received regarding the protocol to be observed when planning and organising official functions such as Branch or Area Dinners, Dedications, etc. While the Association would not wish to be dogmatic on the subject, it is felt that a modicum of guidance might be welcome, considering it right and proper for there to be a degree of correctness in the niceties of the occasion.
2. The following is offered as a guide :
a. GUESTS It is important to establish the Guest List as early as possible. Many people are committed very early in the year. The first letter you send out to your guests is to ask them if they are free to attend, giving the date, time, venue, also establish whether they will be accompanied. If they are free to accept the invitation it should be stated that, if necessary, accommodation will be provided. If your guest is sufficiently important, you can find out about him/her in ‘WHO’S WHO’ in the local library. Having established the guest’s attendance it is then necessary to write a second letter in which the guest is given the following information:-
b. AT DEDICATIONS
(i) How to get there (provide a map)
(ii) Who will meet them
(iii) What lesson, if any, they are to read
(iv) Whether they are to take the salute
(v) Whether a car is available
(vi) What type of entertainment is to take place on completion
(vii) Will they be required to speak.
(viii) A list of other guests with their position, i.e. the local Mayor etc.
(ix) A list of the names and positions held of the Branch/Area officials who
will be attending
c. AT DINNERS
(i) How to get there (provide a map)
(ii) Where their accommodation is (if asked for)
(iii) Whether a car is being made available
(from accommodation and return)
(iv) Who will meet them
- Whether they are required speak
- Whether they are required to propose a toast
(vi) A list of other guests
(vii) A list of the names and positions held of the Branch/Area Committees
d. WHO MAKES TOASTS AND RESPONSES?
This is very much a matter of choice. There are two schools of thought on the role of the Guest of Honour in this connection. Some like him/her to propose ‘The Association’ whilst others prefer him to respond on behalf of the guests (of whom he/she is the chief). If the former, he should be well primed on the subject in order that he is not reduced to a series of fatuous remarks, usually to his own embarrassment. Responding for the guests does, of course, allow him full rein in all directions including the realm of funny stories.
The Presiding Officer may well propose the health of our Royal Patron.
The Chairman, with his wealth of knowledge, is frequently considered ideal to toast ‘The Association/Branch’.
The proposer of the toast of ‘Our Guests’ should ensure that no one goes unmentioned, either individually or in groups as, so often, these guests are the mainstay of the success of the function.
It is frequently considered unnecessary to have a response to all toasts - too many can take too long and not go down well. The proposer of the toast to “The Association/Branch” if they have done their homework, can cover the whole subject.
If such a routine is followed it only leaves
The Queen AND MAY BE DRUNK SEATED
The Association/Branch
Our Guests
Response
The toast for the Trafalgar Lunch or Dinner is "The Immortal Memory" AND IS DRUNK STANDING AND IN SILENCE.
Where Foreign Nationals are present, the Loyal Toast (The Queen) should be amended to "The Queen and (for example) The President of France" and is drunk standing. Where more than one foreign nationality is present the Loyal Toast is "The Queen and Heads of State here represented" and is drunk standing.
Daily Toasts may be appropriate, and these are :
Monday "Our Ships at Sea"
Tuesday "Our Men"
Wednesday "Ourselves"
Thursday "A Bloody War or Sickly Season"
Friday "A Willing Foe and Sea Room"
Saturday "Sweethearts and Wives"
Sunday "Absent Friends"
3. It is advisable to allocate some funds in advance for the hosts to buy drinks etc. for the guests.
GENERAL SECRETARY’s
MEMORANDUM 84
Revised July 2007
DISCIPLINARY PROCEDURE
1. From time to time it will become necessary in any organisation for a range of reasons to discipline a member. These reasons may vary from bringing discredit to the Royal Navy or the Royal Naval Association, to anti-social behaviour at Branch meetings or in club premises.
2. Firm action early on will often avoid more serious circumstances later. It is essential to protect the Association from legal proceedings by ensuring that any action taken is in accordance with procedures which do not affect any principles of natural justice.
3. It is essential that the circumstances of any incident which may lead to disciplinary action are investigated by the Branch Committee or Sub-Committee, excluding anyone who is involved in the incident or who may give any evidence.
4. It is an inherent requirement of natural justice that accused persons should understand exactly what charges are being laid against them, and what evidence there is in support of the allegation. They should be offered the opportunity to speak in their own defence, to call witnesses in rebuttal and, if necessary and desired, to have the right of appeal to a higher authority.
5. It is obligatory to explain to an accused person where, when and what the complaint is about. The witnesses in support of the complaint must be heard in the presence of the accused and a copy of any written evidence provided. The Accused should be afforded the opportunity to cross-examine witnesses either personally or via a “friend”.
6. The case for defence should then be heard. If the accused asks for a reasonable postponement to produce evidence, this should be allowed.
7. Rule B43(b) allows for advice or warnings about a member’s conduct to be recorded i.e. a recorded verbal warning. If this is ineffective in rectifying offensive conduct, it may be followed by a written recorded warning from the Committee to the member.
8. Rule 3(d) gives the procedure for expulsion or suspension for a specific period. Rules B43(d), (e) and (f) describe the procedure for an appeal.
9. The Association Rules for handling disciplinary matters must be followed explicitly. If in doubt ring the General Secretary for advice.
GENERAL SECRETARY’s
MEMORANDUM 86
Reviewed July 2007
HEALTH AND SAFETY
1. This GSM deals with the complicated regulations concerning Health and Safety legislation. The relevant UK legislation is the Health and Safety at Work Act 1974 and similar occupational Health and Safety statutes, such as the Factories Act 1961 which have a relevance. Also relevant are the Safety Representatives and Safety Committees Regulation 1977 (SI No.500) and the Health and Safety (First Aid) Regulations 1981 (SI No.917).
2. The following guidelines are provided to assist in the implementation of the various Acts and Secondary Legislation.
a. All Staff with Supervisory responsibility shall:
(i) Be fully conversant with the general duties and responsibilities of
employers towards their employees and the general public.
(ii) Continue to impress on all employees their own obligations under the
Act.
(iii) Identify those premises and processes which were previously outside
the scope of safety legislation and check that existing health and
safety welfare standards are satisfactory. if in doubt, contact the
Manager or Safety officer where one is appointed.
(iv) Ensure that all major items of new equipment are thoroughly checked
as soon as possible after delivery and should there be cause for
complaint, contact the manufacturer/supplier without delay.
(v) Be familiar with the improvements and prohibition notice procedure as
laid down in the Act.
(vi) Keep all staff advised that, in the event of any mention by an
Inspector of a prohibition/improvement notice being served, the
Manager or Safety Officer shall be immediately informed.
(vii) Periodically review the position of the safety function within their field
of responsibility to ensure that expert advice and guidance on safety
matters is readily available to all.
(b) Staff will be informed of relevant codes of practice and of the regulation which
have been, or will be made under the Act.
(c) Staff will co-operate with Inspectors with their task of passing relevant health
and safety information onto employees.
3. The attached Annexes provide further guidance:
a. Annex A - Notice to all employees of the Association
b. Annex B - Code of practice for known hazards or risks
c. Annex C - General fire precautions
d. Annex D - First Aid facilities
e. Annex E - Reporting of occupational accidents
Annex ‘A’ to Section 1
HEALTH AND SAFETY AT WORK, ETC., ACT. 1974
NOTICE
TO: All Employees of the Association
In accordance with the requirements of the Health and Safety at Work, etc. Act 1974, the following general statement of safety policy is issued by the General Secretary for your information:
1. The Association recognises its continuing responsibilities as an employer for providing a safe and healthy workplace and working environment for all its employees and to such persons as may lawfully be on its premises. The Association undertakes to fulfil these responsibilities by all practical means available to it.
2. The Association will pay particular attention to the provision and maintenance of:
a. A safe and healthy workplace with safe methods of work
b. Safety and awareness amongst all employees
c. Adequate welfare facilities
d. Plant equipment and systems of work that are safe
e. Safe arrangements for the use, handling, storage, conveyance and
disposal of materials
f. Sufficient information, instruction, training and supervision to enable
all employees and contractors to avoid hazards and to contribute
positively to their own safety and health whilst at work
3. It will be the responsibility of the General Secretary and those members of his staff to whom responsibility is delegated (see para 7), together with those responsible for the care and maintenance of the Association’s premises, to ensure safe conditions of work for all employees. This also applies for such other persons who, although not employees, are engaged in lawful business on the premises, and to obtain competent technical advice on safety and health matters when this is necessary.
4. The Association reminds every employee of their own duties and obligations under Section 7 of the Health and Safety at Work Act 1974, which are as follows:
a. To take reasonable care of their own health and safety and that of
other persons who may be affected by their acts or omissions at work
b. That he/she must co-operate with the Association so far as is
necessary to perform any duty or comply with any requirement
imposed as a result of any
law which may be in force
5. A copy of this statement will be issued to an employees of the Association and will be displayed on notice boards in premises of the Association. It will be reviewed, added to, or modified as required and may be supplemented in appropriate cases by further statements concerning the work of particular groups of employees.
6. This general statement will be supplemented by a series of guidelines to assist those responsible for implementation.
7. In the work of the Association, the fulfilment of this general statement of safety policy or for designation wherein that responsibility lies, is the responsibility of the General Secretary.
ANNEX ‘B’ TO SECTION 1
HEALTH, SAFETY AND WELFARE
KNOWN HAZARDS OR RISKS - CODE OF PRACTICE
GENERAL ACCOMMODATION ( INCLUDING OFFICES)
1. All corridors and stairways must be kept clear at all times
2. Any liquid which is split in corridors or stairways, must be cleared up immediately
3. Circulation areas within the building must be kept clear of obstructions, e.g. waste paper baskets, small items of equipment, packages, etc.
4. Electricity supply cables for typewriters, computers and other electrically operated appliances must not be stretched across circulation areas.
5. All electrical equipment should be switched off at the main supply when not in use and where possible the plug withdrawn from sockets at the end of each working day.
6. Extra care to be taken by smokers to ensure cigarettes, pipes etc., are properly extinguished - use ash trays NOT waste paper baskets or similar receptacles.
7. Extra care should be taken when working with sharp instruments, e.g. knives & Scissors.
8. Due care should be taken when opening or closing windows.
9. All windows MUST be firmly closed (locked where applicable) at the end of each working day.
10. Suitable assistance should be requested when items of heavy furnishings or equipment are required to be moved.
11. Fire ‘smoke’ doors MUST be kept closed at all times with free access to them unless incorporated in a magnetic system.
12. When it becomes apparent that there exists a hazard in any particular place of work, this should be brought to the attention of the Manager in order that timely action may be taken to obviate further risk.
13. Three and four drawer filing cabinets are to be closed when not in use. A distribution of files should be carried out to limit the title factor.
14. Close desk drawers and locker doors when not in use.
15. When using substances which attract a Control of Substances Hazardous to Health Regulations (COSHH) hazard, ensure that you have a safety date sheet for the substance, prior to using the substance.
16. All substances are to be locked away when not in use.
ANNEX ‘C’ TO SECTION 1
GENERAL FIRE PRECAUTIONS
BASIC FIRE PRECAUTIONS
1. All staff should be aware of the quickest way of evacuating the premises in the event of fire. The following relevant points should be noted:
a. They should be aware of the position of fire extinguishes
b. Occupants of any room or area should take, as far as possible, the most direct route to safety. Provision for alternative routes must also be part of the scheme.
c. A responsible person on duty must verify that all persons know to have been on the premises have reached the assembly point
d. Every door must be closed immediately the room is vacated.
e. Exit routes should be kept clear at all times and under no circumstances
should goods or equipment be stored in corridors or stair enclosures
f. The fire drill must be practised at least once every two months. The fact that
it has been carried out and the time taken to complete the operation must be
recorded.
g. In the event of fire, the Fire Brigade must be called immediately the fire alarm
has been sounded. A notice giving the procedure for calling the Fire Brigade
must be properly displayed . The following notice should be displayed:
NOTICE
STAFF FIRE ORDERS
2. Members of Staff
a. Call the Fire Brigade. 999
b. Locate the Area involved in fire.
c. Supervise evacuation procedure.
d. Be available to inform the Officer in charge of the Fire Brigade on his arrival of
the nature of the incident and acting taken, particularly the safety or otherwise
of the residents.
ANNEX ‘D’ TO SECTION 1
FIRST AID FACILITIES
1. A First Aid Box or cupboard containing First Aid requisites must be provided for use of staff and must be readily accessible.
2. The box or cupboard must be placed in the charge of a responsible person and the name and location of such a person must be displayed prominently.
3. First Aid Boxes
These should be made of suitable material and so designed to protect the contents. All Boxes should be clearly marked, the recommended marking being a white cross on a green background.
First Aid boxes should contain sufficient quantities of suitable First Aid materials and nothing else. For most First Aid Boxes sufficient quantities may be considered as:-
a. a general guidance card on First Aid (which is to be obtained from the appropriate source).
b. 20 individually wrapped sterile adhesive dressings (assorted sizes)
appropriate for the work environment (detectable dressings should be
available for the catering industry).
c. 2 sterile eye pads, with attachments.
d. 6 individually wrapped triangular bandages.
e. 6 safety pins.
f. 6 medium sized individually wrapped sterile unmedicated would dressings
(approx. 10cm x 8cm).
g. 2 large sterile individually wrapped unmedicated wound dressings
(approx. 13cm. x 17.5cm.).
h. 3 extra large sterile individually wrapper unmedicated wound dressings
(approx. 28cm. x 17.5cm).
In situations where mains tap water is not readily available for irrigation, sterile water or sterile normal saline solution (0.9%) in sealed disposable containers should be provided. Each container should hold 300ml. and at least 900ml. provided. Once opened they must not be re-used. the use of eye baths/cups or re-fillable containers is not recommended.
Extra equipment, or items required for special hazards, i.e. antidotes, may be kept in or near First Aid boxes but only where the First Aide has been specifically trained in their use.
5. The minimum quantities required will vary according to the number of persons normally present at any one time.
ANNEX ‘E’ TO SECTION 1
REPORTING OF OCCUPATIONAL ACCIDENTS
1. Responsibility for the reporting of and maintaining and processing the relevant statistics relating to all accidents occurring during working hours and involving personnel irrespective of injury being sustained or not, shall rest with:-
a. The General Secretary
b. Or in his absence, the Assistant Secretary
GENERAL SECRETARY’s
MEMORANDUM 87
Reviewed July 2007
WHAT HQ DOES
1. Shipmates may ask what goes on in HQ and why do we need one? This is a very valid question because the cost of running it is largely paid for out of the national subscription.
2. But first what does HQ consist of? The offices are themselves quite modest, consisting of a ground floor suite of five offices, one print room and two cellars in Chelsea off the Kings Road. However an HQ is more than a building as it consists of people who do things. the staff consists of the General Secretary, the Assistant General Secretary, the Data Base Manager and a part time Book-Keeper who works from home. We are also required by the Inland Revenue to declare our part time cleaner. The main activities are:-
- Being the Executive Arm of the National Council
The National Council is the Governing Body of the Association. It meets 4 times a year and the General Secretary is Secretary of the Council and also Secretary to the Finance and General Purposes Committee. There are a number of committees (listed in the Y/B) which meet as necessary and the General Secretary or the Assistant General Secretary are their Secretaries with the General Secretary sometimes being a member. For these meetings agenda are produced, memoranda written to explain many of the items and the options available, minutes produced and then action taken to promulgate and implement the decisions.
- Communicating with Branches
With Branches all over the country, and some overseas, an important task is to keep them informed about what is going on and a Circular is written, printed and despatched as the primary way of doing this. Branches also have individual problems and queries and a good deal of time is involved in giving advice - either by letter or telephone and verbally to callers. HQ Staff also endeavour to visit Branches when invited so that views can be heard and problems discussed on the spot.
- Administration of the Association
To supplement Rules and Bye-Laws, standing administrative procedures,
guidance and advice are needed to assist branch and area officials General
Secretary Memoranda are issued to provide these.
- Communication with Areas
This is achieved mainly by correspondence with Area Secretaries and National
Council Members. At times HQ Staff are asked to attend Area Meetings
which is a good way of meeting delegates from a number of Branches.
- Keeping Financial Accounts
The accounts of the Association and Branches and the increasing number of
activities mean that the task has expanded considerably and has involved having a part time Book-keeper. She is responsible for the system and producing the accounts. The Book-keeper works from home. The Accountant and Auditor are not located in HQ.
- Keeping Membership Records
Membership cards are issued on receipt of the necessary application being made together with a cheque made payable to the Royal Naval Association. A record of Branch paid up membership is maintained within Headquarters.
- Selling RNA Goods
This involves buying, accounting for them and then despatching them. The
range of goods is increased whenever practicable and a catalogue produced.
The aim is to despatch orders on the same day as the order is received.
- Setting up New Branches
New Branches are commissioned each year and HQ advises them how to do it in liaison with the National Council Member who commissions them.
- Dealing with Individual Applications to Join
This involves sending them to appropriate Branches, or taking them onto the HQ Roll which is administered by HQ.
- Awarding Life Memberships
This task is taken on behalf of the Council after checking acceptability with the
National Council Member.
- Producing Publicity Material
In conjunction with the NPRO this involves obtaining posters, pamphlets, stickers, banners etc. providing them to Branches and Areas for their publicity activities (e.g. stands at Veterans Events, Navy Days and Air Days) HQ liaises with the RN and the organisers and other events are organised or supported as required.
- Producing the Year Book
This involves editing the content, negotiating with the advertising agency, printers, despatching and selling it.
- Organising Ceremonial Events
HQ is fully involved with the Social and Ceremonial Officer in organising Reunion, National Parades, St. Paul’s Seafarers Service, Cenotaph Parades, Field of Remembrance, National Standard Bearers Competition etc.
- Organising Annual Conference
The Assistant General Secretary acts as Secretary to the Standing Orders Committee. The National Council reports to Conference and follow-up action on Conference Resolutions is co-ordinated and implemented by the General Secretary.
- Liaison with the Royal Navy
This is undertaken at all levels on many subjects including RN/RMA relationships and supporting the Navy.
- Liaison with Other Associations
The General Secretary is the RNA representative on the Council of British Service and Ex-Service Organisations, the General Council of Seafarers UK (ex-KGFS), the governing body of BLESMA and CORCA.
- Investments and Financial Control
Careful control of investments and interest earning opportunities is needed to gain maximum benefit from the Association’s capital and reduce reliance on subscription income,. Detailed control of the budget helps keep expenditure to the minimum needed.
- Maintaining HQ
This Includes organising insurance and cleaning, maintaining office machinery and the filing system.
- Assisting the Charities and Welfare Officer
HQ administers Central Charities Fund, dealing with individual cases and with grants to other organisations. Not one penny of the donations to the Central Charities Fund is spent on administration which is provided as an HQ activity.
- Assisting Clubs
An annual task is to issue their permits and organise a Clubs Seminar covering the commercial aspect of running a club. Individual clubs throw up a variety of different problems.
- Running the HQ Roll
The HQ and Serving Members Roll is now some 1,700 strong requiring four newsletters a year and detailed computer records.
3. While the above is a formidable though incomplete list, it should not be thought that HQ runs every activity completely. Many members of the National Council carry out a great deal of the work as do officials and volunteers from Areas and Branches. However, the back-up provided by full time HQ staff is an essential ingredient of having a National Association. Without a Royal Charter and a National Council every Branch would just do its own thing and there would be no cohesion order or regularity and hence no national reputation or influence. To be effective the National Council needs an HQ sufficiently staffed to meet the tasks and commitments placed on it.
GENERAL SECRETARY’s
MEMORANDUM 88
CLOSURE OF ROYAL NAVAL ASSOCIATION CLUBS - PROCEDURES
1. The procedures for closing a Royal Naval Association Club are relatively simple, however they need to be strictly followed and the General Secretary of the Association (who is also Secretary of the Association's Clubs Committee) is to be consulted and kept informed as appropriate. The following guidelines have been drawn up utilising the experience of the Clubs' Committee
a. A decision to cease trading as a Club is not the same as closing the Club. The Club continues to exist as a registered entity until such time as a Special General Meeting of the Branch decides to close and de-register the Club. Since an RNA Club cannot exist without a host RNA Branch, the Branch controls the existence of the Club.
b. In order to formally close an RNA Club, a Special General Meeting of the RNA Branch, is required and 10 days notice of this meeting should be given to the membership of the Branch (Model Club Rule 13(3)).
c. ALL bona fide current members of the RNA Branch may attend' the Special General Meeting but only FULL LIFE (A) and FULL (A) members may vote on the resolution to close the Club. ASSOCIATE members may not vote on this resolution (RNA Bye Law B13 and Model Club Rule 7). The resolution to close a Club requires a vote in favour of three fourths of the eligible voting membership i.e. the FULL LIFE (A) and FULL members (Model Club Rule 26). The proceedings of this meeting are to be formally recorded, as is the vote on the resolution (Financial Services Act 1968).
d. Following a vote to close an RNA Club, de-registration action with the Financial Services Authority should be commenced. Guidance is available on the Charity Commission Web Site at http://www.charitycommission.gov.uk and stocks of the documents involved are available from RNA Headquarters on request.
e. The Committee of the RNA Branch involved (its Trustees) are to take the assets of the RNA Club under control since they have a duty under Charity Law to realise the assets of the Club, and if possible to settle from them any debts the Club has incurred.
f. The Trustees have a duty under Charity Law, to obtain the maximum value of the assets of the Club (including the Club premises if appropriate) in an unrestricted market, and care must be taken not to enter into negotiations or agreements in contravention of this precept. This is particularly relevant where an offer is made by a third party to continue to operate the Club as a non-RNA concern. The Trustees are individually and severally liable for the observance of Charity Law, and failure to comply with the precept can lead to penalties being imposed under the vicarious liability regulations.
g. The Trustees are to take the remaining assets of the Club as a credit to the RNA Branch and this credit may be expended by the Branch in pursuance of the objects of the Royal Naval Association (RNA Supplemental Charter Article 3). The RNA Branch is not liable for any outstanding liabilities of the Club which exceed the value of the assets.
h. No distribution of Club assets is to be made to any member or individual except as by way of settlement of a liability of the Club. The individual 5p Shares held by the members of the Club have no pecuniary value (Model Club Rule 6).
i. Audited Accounts in respect of the closure of a Club are to be forwarded to RNA Headquarters as soon as possible after completion. The Financial Services Authority will also require audited accounts and may also request copies of previous annual accounts.
j. Once the Club has closed and is de-registered, the assets become the property of the Branch unless that in turn closes, in which case the assets revert to RNA Headquarters to be held in suspense for a period of ten years in case the Branch wishes to re-establish itself.