(Hereafter called the RBA)
1. The Objects of the Association
The objects of the RBA are to promote the welfare and good name of our membership, by providing social and other activities as decided upon by its elected committee members.
2. The Powers of the Association
The RBA may:
a). Employ any person(s) to supervise and carry out work as prescribed by the committee.
b). Bring together in conference, representatives from any other organisation to aid the objects of the RBA.
c). Permit the use of any written, printed or otherwise produced articles to aid the objects of the RBA, subject to copyright.
d). Purchase, hire or otherwise acquire any articles necessary to aid the promotion of the RBA.
e). Subject to consents as made by law, borrow, or raise money for the objects of the RBA.
f). Invite and receive contributions from any person(s) by way of subscriptions or otherwise in aid of the objects of the RBA.
3. The Membership of the Association
Membership shall be open to: –
a). Full Membership will be open to retired and serving members of the Regulating Branch and Royal Navy Police, who have paid their annual subscription as agreed by the committee and confirmed by the AGM. The subscription will be due annually on 1st June and is to be paid by 1st July of every year. Cheques for existing members are to be made payable to the RBA (93). New member subscriptions shall be by a Bank Standing Order only. £20.00 if paying by Standing Order and £21.00 if paying by Stripe to over processing costs. Stripe payments may renew at different times in the year related to initial payment and are subject to the same renewal due date within one month.
b). Default of Payment – Those members, who fail to pay their membership after three months of its due date, shall cease to be a member
c). Overseas Membership – This membership is only open to those who live outside of the United Kingdom, the subscription shall be a one-off payment of £45.00 if paying by Standing Order and £48.00 if paying by Stripe to cover processing costs.
d). Associate Members – these will be Members who have paid their annual subscription after proper proposal and full approval of the RBA committee. The committee have the right to approve or reject applications from such applicants. In the normal course Associate Members shall not be entitled to vote at RBA Annual General Meeting. If an Associate Member is elected to a position on the Committee at an AGM, that person shall be allowed a vote at any meetings that are called by the Association.
e). Honorary Members – these will be persons nominated by the RBA committee deemed to be worthy of Honorary Membership. Honorary Members are not entitled to vote at RBA meetings.
f). Widows and Widowers shall be encouraged to join the RBA free of subscription.
g). Life Membership category was discontinued in 2008 on the premise that significant numbers of members paying a one-off fee would ultimately deprive the Association of a long-term income stream. It was agreed that those members who had opted for Life Membership before that point would remain in that category under the original terms and conditions, but no new life memberships would be offered. Although not required to, a number of those affected have in fact magnanimously opted to continue to pay an annual full members subscription, for the benefit of the continued long-term solvency of the Association.
h). Any member of the Association who in the opinion of the Committee has conducted themselves in any such manner that reflects unacceptably on the good name of the Association and its membership, shall have their name removed from the list of members. The membership of the Association shall be removed from that person after ratification by the next AGM.
i). The criteria and benefits of each membership category is clearly defined and maintained in the “Join US” section on the HOME page of the website.
4. Officers of the Committee – Officers of the Committee may be drawn from all membership categories of the Association
a). The policy, general management and affairs of the RBA shall be directed by the Committee.
b). The Committee will be elected at the Annual General Meeting (AGM) for a period of two years. To allow for continuity fifty percent of the Committee shall be re-elected biannually. The Chairman and Vice Chairman shall be re-elected alternately.
c). The elected officers shall hold their positions until the completion of the AGM, whereupon the incoming officer(s) shall take up their appointment(s).
d). The Chairman has the right to nominate the President.
e). The President and Life Vice President should be someone who commands respect and has the experience to offer wise council when needed and the personality of high office. The outgoing President should be consulted about his successor. The successor should be confirmed at the Annual General Meeting, there should only be one nominee. The Life Vice President will be offered to a person whom the Chairman considers has provided exemplary and loyal service to the Association
f). The President does not have an executive role and cannot vote at committee meetings. His position at committee meetings is to offer stability, advice, and guidance. The President (if a full paying member) has member voting rights at the AGM.
g). At the AGM, The President will normally give a Presidential address if in attendance.
h). The Chairman of the RBA is accountable for all the activities and action taken by the RBA Committee Officers. The Chairman must be fully aware of what is taking place within the RBA and ensure that it complies with its obligations.
The Chairman will normally Chair all meetings. The Chairman should have a good working relationship with the Secretary, and should not normally involve the office of Chairman, with Administrative matters, which are the Secretary’s responsibility.
On occasion the Chairman might find it helpful to consult with the President/Vice President out of committee on important matters.
The Chairman will be a full member of the RBA elected at an Annual General Meeting. Seconded nominations for the position of Chairman, must reach the Association Secretary at least 21 clear days prior to the Annual General Meeting.
At meetings of the RBA the Chairman will have his own vote plus a casting vote if required. The position of Chairman will include being a member of the board of Trustees of the RN Police and Regulating Branch Museum.
i). The Vice-Chairman in the absence or by request of the Chairman shall assume the responsibility of the Chairman, including the casting vote at any meeting called by the Association. The position of Vice Chairman if required shall conduct special tasks or review an aspect of RBA activities.
j). The Secretary shall look after the administrative needs of the RBA, attend all meetings, and make a record of minutes.
The Secretary will pass any RBA money received to the Treasurer for banking. The Secretary is to keep a record of names and addresses for those serving on the Association Committee, and maintain a current email address listing of all Association members registered, for the distribution of all appropriate full membership correspondence.
k).The Treasurer shall be responsible for paying into the bank, all the money’s received by the RBA without any deductions. The Treasurer will only use those accounts approved by the RBA Committee. The Treasurer is authorised to make payments and receive monies in the ordinary course of his or her duties, with the permission of the committee.
The Treasurer will attend all meetings and give an account of the funds received or spent. The Treasurer shall keep an account or ledger of all membership payments and inform the committee of all members who have fallen into arrears with their membership subscription.
l). The Membership Secretary shall process all joining application forms. The Membership Secretary may receive and pay in monies to the Association account received in relation to membership subscriptions. Documentary details of payees and amounts are to be passed to the Treasurer without delay.
The Membership Secretary shall then forward to any new member, any Association paperwork, as necessary.
The Membership Secretary is to keep an up to date list of all the membership, regardless of status, and keep the committee informed.
m). The Welfare Representative (Welfare Rep) should be informed of any member in distress or need. The Welfare Rep will visit or arrange for someone to visit, or send a card, or act as considered necessary, for the occasion. It is everyone’s responsibility to keep the Welfare Rep informed of Association members or any other veteran of the RB&RNP Branch crossing the bar or seriously ill, by whatever means necessary; only the Welfare Rep or Chairman shall be the point of contact with any family on behalf of the Association. Any expenditure by the Welfare Rep must be accounted for, with receipts being passed to the Treasurer. The Welfare Rep may hold a float for £350.00p which is fully accountable and to be returned to the Treasurer on giving up their office. Flowers will be delivered to the family of a deceased member, and Donations may be forwarded as required and appropriate to the deceased members family’s needs, in accordance with the RBA Committee wishes.
n). The Social Secretary /Reunion Coordinator – Given that the only social event occurring each year is the AGM and associated reunion weekend, this office of Social Secretary was disbanded in 2024 and replaced by the position of Reunion Coordinator. As the Reunion organisation has for some years been placed in the hands of external specialist event organisers (currently Isle of Wight Tours (IOW) this will continue for the foreseeable future with the Reunion Coordinator being responsible for all aspects of the reunion arrangements in liaison with the external specialists, and their timely endorsement and publication. The Coordinator also holds the responsibility for the arrangement and running of the Gala Dinner raffle at the reunion and for that purpose can hold a float of £300 for prizes purchases to be returned to the Treasurer on completion with any profits made.
o). The Hearsay Herald Editor. The Hearsay Herald publication was discontinued in 2023 due to the administrative burden of gathering and producing sufficient content of interest to members, and in favour of such content, when available, being included in the various sections of the website. The Editors position was therefore discontinued.
p). The Merchandise Representative should keep sufficient stock to supply members with their needs. With the approval of the committee, the Clothing Member may run a sales table at all social events and any other occasion the he or she might deem appropriate. The Merchandise Representative may hold a float of £200.00, which is fully accountable and to be returned to the Treasurer on giving up their office
q). Regional Members where considered helpful, Regional Members can be recruited to represent the following regions: The North, South, East, West and Midlands.
r). The RBA Website Manager an appropriate person shall be recruited to hold this Technical Office and will maintain the high standards of the Regulating Branch through this public medium. The Website and Forum should be run for the benefit of the RBA Membership and in accordance with online payment, security, GDPR and privacy requirements.
s). The Association Standard. The Standard shall be in the care of the Royal Naval Police Headquarters for access by the incumbent Standard Bearer, who shall keep it safe and in good condition.
The Standard shall be in attendance and displayed at the Annual General Meeting and the Reunion Social event. It shall be paraded and honoured at the Church Service held prior to the Annual General Meeting.
In the event of the Association being informed that a member had crossed the bar, if the family requests the Standard can be paraded at the funeral service. The Association coffin pall can be offered as an alternative to or in addition to the Standard.
If a past member of the Regulating Branch, RN Police or a Serving member of the RN Police, crosses the bar the same privilege of having the Standard paraded and/or coffin pall at the funeral service can be afforded to their family.
The parading of the Standard in either of the funeral events shall depend on the availability of the Standard Bearer.
t). Life Vice President – The Life Vice President shall be a person whom the Chairman considers has served the Association in an exemplary and loyal manner and is deserving of the position. The Chairman shall propose to the Committee any such person he considers worthy of the position, providing there being a majority in favour the name of that person shall be submitted to the next Annual General Meeting for ratification. There can be no more than 3 serving Life Vice Presidents at any one time. The Life Vice President has no voting powers at Committee, but at the Annual General Meeting if a full member of the Association has a vote in normality. He may offer advice to the Committee on subjects of Association business; he may also represent the Association at any official engagement, and act as substitute for the President at any such engagement. The position of the nominated Life Vice President shall lapse on his crossing the bar or at his request, or at the request of the Chairman.
u). Ordinary Committee Members will not be appointed as a matter of course. An individual will only be appointed as an ordinary member should there be a requirement, subject to full committee approval, for a specific project undertaking that is beyond the skills, capabilities, or capacity of any sitting committee member(s). Should that requirement exceed a period of one year the committee will debate and act on the potential permanence of the role, for subsequent ratification by the membership at the next AGM.
v). Global Data Protection Regulations (GDPR) – Any member of the Committee who holds information of members should be aware of the Global Data Protection Requirements, and they should not divulge any information to any third party outside of the Association.
w). The Auditor. Two members of the Association will be appointed by the Committee annually to audit the Association accounts in accordance with normal accounting practices.
x). To encourage a country wide spectrum of members on the Committee, reasonable reimbursement of expenses may be claimed up to a maximum of £200.00 (Actuals) on any one occasion.
In the case of travel this will based upon the mileage travelled.
If a member is required to represent the Association, any additional expenses incurred should be submitted with receipts, for approval by the Chairman and Treasurer. The amount per mile shall be reviewed annually by the Committee.
5. Meetings of the RBA
a). The AGM will normally be held on the first weekend in October of each year, at the same time as the Reunion. The time, date, and place to be confirmed by the Committee and given with at least 21 days clear notice to the membership in writing. This notification to be done by either the Secretary or the Social Secretaries, under the direction of the Committee.
b). The Agenda for the AGM will include the election of officers to the Committee, and reports from each Committee Member that holds an accountable position. The Chairman’s report shall be the penultimate agenda item.
c). Items for the Agenda should reach the Secretary at least 14 clear days before the AGM is to take place.
d). The Chairman may at any time call a Special General Meeting of the RBA. The Secretary on receiving such an instruction will inform as many members as possible to attend. The minimum number of members of the Association required to be in attendance shall be ten. Additionally, virtual meetings of the Committee may be called by the Chairman to attend to any urgent business without delay, or procedurally within the first quarter of each year.
6. Rules of Procedure at Meetings
a). The quorum will be:
At Committee – a minimum of six members – One to act as Chairman another as Secretary
At the AGM – a minimum of ten members – One to act as Chairman another as Secretary, or as the AGM may determine at that AGM
b). All motions arising at any meeting shall be decided by a simple majority of those entitled to vote present at the AGM. No member shall have more than one vote. The Chairman has the right of one casting vote.
c). The Committee shall have the power to adopt and issue Standing Orders, but the Constitution can only be amended at the AGM.
d). Any alterations to the constitution of the RBA shall require a two thirds majority of the membership attending the AGM. And at least twenty-one days’ notice must have been given in writing of any change, prior to the AGM, for it to be acceptable for a vote.
e). Anyone wishing to make a statement for the good of the Association can do so at the end of the meeting.
7. Postal Voting
a). In the event that the Committee feels that ‘any given subject’ should be considered by the full RBA Membership. Then a postal vote can be sought from the membership who cannot for any reason, attend any given meeting.
b). Postal voting will be available in two modes, either by email or post, to the Secretary. Postal votes will only be accepted in both mediums, when received 7 days clear and prior, to the vote being taken.
c). The Committee shall nominate two persons to record and scrutinises any such vote, they shall report any discrepancies or anomalies observed, and the subsequent result of the vote.
8. Finance
All monies raised by or on behalf of the RBA are for the objects of the RBA and for no other purposes.
a). The RBA accounts shall be audited by the appointed auditors at least once a year.
b). An audited statement of the accounts for the financial year shall be presented to the membership at each AGM.
c). The financial year for the RBA Accounts ends on the 31st May of each year.
9. The Website www.rba93 – is the property of the RBA
Due to the Website’s complexity, its governance will be the domain of the Website Manager. Owing to both the public and private nature of the Website, any action that is deemed to be contrary of good order and good practise will be dealt with by the Web Manager and two nominated mediators. As a rule, the following Code of Conduct applies …
a). No person shall post any information or pictures or material that would cause offence to any person logging on to the web site and forum
b). No person should post any comments that are derogatory to any member of the association
c). Posts should not contain any remarks that could be construed not to be in accordance with the Associations rules
d). Posts should in no way make any remarks or suggestions that could be unwarranted, unsubstantiated, or personal to any officer or member of the Association
e). The Web Manager shall be authorised to remove any entry that is considered is outside of the code of conduct.
f). Any disagreement by the poster of the action shall be investigated by the Committee and the decision published.
g). The Committee, after full investigation, reserve the right to remove any person consistently contravening this code of conduct, from membership of the Association.
10. Dissolution
If the committee decide that on the grounds of expense or otherwise, it finds it advisable to recommend the dissolving of the RBA, a meeting shall be convened of the membership entitled to vote. Then, if and when a two thirds majority approve the dissolving of the RBA, then the Committee has the power to dispose of any assets held by the RBA.
This issue of the Constitution of the Regulating Branch and Royal Navy Police Association was approved at the Annual General Meeting held on the 4th October 2008
First amendment approved 3rd October 2009 – Paragraph 4b
Second amendment approved 2nd October 2010 – Paragraphs 3b, 3c, 4, 4h, 4k, 4l, 4n, 4q
Third amendment approved 8th October 2011 – Paragraph 4. Add new paragraph s amend sub paragraphs t to w Forth amendment approved 5th October 2013 – Delete paragraph 3c. Add new paragraph 3c.
Fifth amendment approved 4th October 2015 – Paragraphs 3c, 3d, 3g,4c, 4m, 4n, 4o. 4p, 4u, 4s, 4w, 5b, 5c, 5d, 6c, 8c.
Sixth amendment approved 3rd October 2020 – Paragraphs 4h, 4o, 4s, 4u, 9.
Seventh amendment approved 10th October 2026 – Paragraphs 3a, 3g, 4j, 4m, 4n, 4o, 4q, 4r, 4s, 4v, 5d
NJC 110826