1.2 Objectives of the Association
1.2.1 To act as advisers and provide technical information to the Industry, Health and Safety Executive, British Standards Institution, CAA (Regulator) and other such other organisations or persons requesting the Associations expertise as appropriate.
1.2.2 To express the views of the Association as may be necessary on technical matters associated with Airport Fire Services.
1.2.3 To provide a technical forum for members of the Association through a Committee system to organise the formulation of advice and opinion within the context of the Association's overall strategy.
1.2.4 To provide a technical information service to members to assist them in their individual commands.
1.2.5 To establish contact with Airport Fire Services internationally and exchange technical information with them.
1.2.6 To work together in the interpretation, development and implementation of new procedures.
2. Membership
2.1 The procedure for obtaining membership shall be by submission ofan application form to the Secretary of the Association.
2.2 Refusal of Membership:
2.2.1 Any applicant for membership who is refused admission to the Association may appeal against the decision by making representations in writing to the Association within twenty-eight days of the receipt of notification that the application has not been accepted for membership. The decision of the Committee shall be final.
2.3 Membership Fees:
2.3.1 To be agreed
2.3.2 A member shall pay an annual subscription as recommended by the Association and agreed at the Annual General Meeting preceding the renewal date of 1st of April each year. Alternatively a member may elect to pay the subscription by banker’s standing order or by direct debit of twelve equal monthly amounts. Newly elected members shall pay one twelfth of the annual subscription for each complete month of membership, including the month of joining within the financial year.
2.3.3 Any member failing to renew their annual subscription by the 31st May shall be so advised in writing by the Honorary Treasurer. The matter shall be referred to the Committee which, after communicating with the member, may recommend to the Association that the membership of the said person be terminated. The individual must be given twenty-eight days notice in writing of any such decision of the Committee and the decision of the Committee shall be final.
2.4 Termination of Membership: Membership may be terminated as follows:
2.4.1 When the member shall give one calendar months' notice in writing to the Secretary of the Association, providing always that the member has met all financial obligations to the Association.
2.4.2 By decision of the Committee in accordance with 2.5.below.
2.4.3 By decision of the Committee where continued membership is considered prejudicial to the objects of the Association, subject to a right of appeal to an Annual or Special General Meeting.
2.5 Complaints by Members:
2.5.1 If any member feels that the Association or any official of the Association has taken action contrary to the rules of the Association, that member shall give notice in writing to the Secretary of the Association. A complaint in respect of the Secretary should be addressed to the President of the Association. If the complaint is in respect of action taken by the Committee or any official, then a Complaints Panel shall enquire fully into the complaint and its decision will be reported to the Association in writing. This decision will be final.
2.5.2 A Complaints Panel shall consist of 3 members who have no involvement with the complaint. The Committee will nominate members to the Panel. Consideration will be given by the committee to cover expenses incurred by panel members.
3. Voting rights
3.1.1 All members of the Association are entitled to vote.
3.1.2 In the event of an airport (or airport group) being represented by more than one committee member, that airport will be eligible to cast one vote only at committee meetings.
4. Organisation
4.1 For organisational purposes the Association shall comprise of a Central Governing Committee (hereinafter called the Committee), further provision will be made for the development of sub committees and working groups.
4.2 Committee
4.2.1 The Association shall be governed by the Committee which shall consist of the Chairperson, Vice Chairperson, Secretary, Treasurer and Membership Secretary all of whom are elected.
4.2.2 The Committee shall meet not less than twice a year, and on such other occasions as may appear appropriate from time to time.
4.2.3 All members of the Committee described in Para 4.2.1 shall be voting members and the quorum of the Committee shall be not less than 3 of those members. 4.3 Sub-Committees
4.2.4 There shall be any such other sub-committees made from time to time as designated by the Committee.
5. Elections & Appointments to the Committee
5.1 Elections for all positions will be conducted at the Annual General Meeting by the members of the Association.
5.2 Election or Appointment of Officers and Other Committee Members
5.2.1 Any officer of the Association may be removed from office by resolution of a Special General Meeting and be replaced by another member, by that meeting, for such time as elapses between the date of the Special General Meeting and the next ordinary Annual General Meeting.
5.2.2 The procedure for all the above appointments shall be in accordance with Appendix I to these rules.
5.2.3 The Committee shall have authority to fill by appointment any vacancy arising in an elected or appointed post during the year and any person so appointed shall hold office until the next Annual General Meeting.
6. Power of Committee & Officers
6.1 The Committee
6.1.1 The Committee shall annually and at other times as appear necessary, determine, review and update the Association's defined strategies to provide a framework within which the Sub-Committees and Working Groups can develop, carry forward and implement policy and advice.
6.1.2 The Committee shall determine the terms of reference of Sub Committees or Working Groups and may amend them at any time.
6.1.3 From time to time Committee may call for reports from any Sub Committee Working Group on matters falling within its terms of reference.
6.1.4 The Committee may, by resolution in each case, reserve to itself the power to take decisions on any specially sensitive or important matters.
6.1.5 As part of its annual review, the Committee may initiate proceedings for the election of a new Sub Committee Working Group. The Chairperson of the Committee may also initiate such proceedings in the event of a vacancy arising.
6.1.6 Where formal matters of such urgency arise that they cannot await the next formal meeting of the Committee, they shall be dealt with by the Chairperson in consultation with the Committee.
6.1.7 From time to time, as appropriate, Committee shall, on the advice of the Association, issue guidelines to members on the maintenance of professional standards of conduct.
6.1.8 At any time the Committee may decide to co-opt additional members for a reason which shall be stated. Co-opted members shall not have the power to vote.
6.2 Sub Committees/Working Groups 6.2.1 Sub Committees shall present their strategic plans to Committee for endorsement, identifying separately current strategies from those major issues expected to need decisions in the coming year.
6.2.2 Within the strategies agreed by Committee, the Sub Committees shall develop, carry forward and implement policy and advice within the limits of their terms of reference.
6.2.3 Sub Committees may, with the approval of Committee, set up standing Working Groups with agreed terms of reference and duty to report. Such Working Groups may also be given powers to act within their terms of reference.
6.2.4 Sub Committees may set up working groups for any purpose within their terms of reference. Such working groups shall report back to their Sub Committees as instructed.
6.2.5 At any time a Sub Committee may decide to co-opt additional members for a reason which shall be stated. Co-opted members shall not have a power to vote.
6.3 Committee Chairmen
6.3.1 Committee Chairmen shall lead and supervise the work of the Committee within the agreed terms of reference and strategies approved by Association to develop policies, advice and guidance.
6.3.2 Committee Chairperson shall encourage effective liaison between the Association and interested parties.
6.3.3 Committee Chairperson’s shall have special responsibility for the effective communication of Association policy within the Committees terms of reference both externally and internally and ensure that the Association takes the initiative in this respect whenever appropriate. Other members of the Association should advise the Chairperson and all other Committee members when Association policy is to be publicly aired.
6.3.4 Chairperson’s shall be authorised to deal with matters of urgency, consulting with the Committee where appropriate, and reporting back to the Committee at the next available opportunity.
6.4 The Treasurer.
6.4.1 The Treasurer shall be the Financial Officer of the Association and may incur expenditure to a level to be determined by the Association from time to time.
6.5 The Secretary
6.5.1 The Honorary Secretary shall provide support as appropriate to the processes of the Association.
6.5.2 The Honorary Secretary shall prepare minutes and maintain records of all General Meetings of the Association, the Committee and its working groups. The Secretary shall also obtain and preserve records of the minutes of all Committees and Sub Committees and shall ensure that all decisions recorded at such meetings remain available for reference and to assist in research and the determination of Association policy.
6.6 The Membership Secretary
6.6.1 The Honorary Secretary shall maintain a record of all members and shall report all applications for membership and resignations to the Committee.
6.6.2 The Membership Secretary shall supervise and be responsible for all aspects of the management of the Association's Headquarters and its related functions.
7. Convening & Conducting Meetings.
7.1 The Secretary shall convene all meetings in writing after consultation with the Chairperson and members shall be given a minimum of 28 days notice of any meeting:
7.1.1 Notice shall be deemed to have been given if it is sent by electronic mail or posted on the AFOA web site at least one day in advance of the period shown above.
7.1.2 All notices shall state the place, date and time of the meeting and shall be accompanied by the agenda of the business for the meeting.
7.1.3 The conduct of all meetings for transacting any business of the Association shall be regulated by the Standing Orders set out in Appendix I and the Rules of Debate set out in Appendix II.
7.1.4 An Annual General Meeting shall be held no later than 12 calendar months from the date of the previous Annual General Meeting. The accounts of the Association shall be presented at each AGM.
7.1.5 A Special General Meeting shall be convened by the Chairperson on a resolution of the Committee or upon the receipt by the Chairperson in the form of requests in writing, written individually by not less than one third of the members of the Association.
7.1.6 A Notice of Motion must be submitted to the Secretary of the Association at least twenty-eight days before the date of the Annual General Meeting or any Special General Meeting and endorsed by the signature of not less than two members of the Association.
8. New, Alteration or Revocation of Rules
8.1 No new rule, nor any alteration or revocation of the Constitution or of any existing rule, shall be made except at an Annual or Special General Meeting. Such meetings must be called in accordance with paragraph 7 and previous Notice of Motion having been given in accordance with paragraph 7.6 and circulated to all members with the Agenda.
8.1.2 Before any new rule or any alteration or revocation of the Constitution or of any existing rule shall be made, the decision must have a two-thirds majority of members.
9. Dissoloution of the Association
9.1 The procedure for dissolving the Association shall be as for that relating to new, alteration or revocation of rules as set out in Section 7 and the resolution will require to be approved by two-thirds of the members at an Annual or Special General Meeting.
10. Property & Funds of the Association
10.1 The property and funds of the Association may only be applied in pursuance of the objectives of the Association.
10.2 In the event of the Association being dissolved, the Association's property and funds shall be distributed in accordance with the decision of the Annual General Meeting or Special General Meeting at which the decision to dissolve the Association has been taken
11. Accounting, Records, Register of Members & Finance
11.1 The Treasurer shall make arrangements to maintain proper accounting records for the transactions of the Association and as soon as practicable after the 31st of December each year shall prepare an Income and Expenditure Account and Balance Sheet for presentation to qualified Auditors. After audit, the Income and Expenditure Account and Balance Sheet shall be circulated to all members of the Association attending the Annual General Meeting.
11.2 Qualified Auditors shall be engaged to audit the accounts of the Association. They shall be appointed or removed from office only by resolution of a general meeting of the Association.
11.3 The Treasurer shall maintain bank and other investment accounts with bank(s) or similar organisations, as decided by the Committee from time to time.
11.4 A member of the Association may inspect the accounting records and register of members upon giving the
Treasurer fourteen days' notice in writing.
11.5 Appropriate expenses incurred by members of the Association authorised by the Committee in attending meetings where such expenses are not payable from public or other funds, shall be borne out of the Association's funds subject to the approval of the Committee.
11.6 The Committee shall be empowered to authorise such payments and honoraria for administrative, clerical, legal or financial assistance as it may from time to time determine.
11.7 No other expenses incurred by members shall be charged on the Association's funds, except as shall be approved in each case by the Committee.
Appendix 1 - Association Standing Orders
1. A meeting shall be dissolved if a quorum is not present within half an hour from the time appointed for the commencement of the meeting, but proceedings shall not be invalidated for want of a quorum arising after business has commenced.