20121127-RAFMAA CONSTITUTION-U
CONSTITUTION OF THE ROYAL AIR FORCE MARTIAL ARTS ASSOCIATION
INTRODUCTION
1.
Name. The name of the association is the Royal Air Force Martial Arts Association
(RAFMAA).
2.
Responsibility. The RAFMAA is responsible to the RAF Sports Board, through the
Association President, for the correct and safe administration of all martial arts, with the exception
of Judo within the RAF.
3.
Aims. The aims of the Association are to act as the central body of control for competitive
martial arts in the recognised disciplines and to encourage martial arts within the RAF.
4.
Mission. The mission of the RAFMAA is to:
a.
Actively promote all martial art styles, with the exception of Judo, within the RAF.
b.
Develop RAF martial artists to compete at Inter-Service and Combined Service level as
well as other recognised civilian competitions.
c.
Use martial arts to promote the RAF across the wider community.
d.
Develop RAF Ethos and Core Values, and fighting spirit as ‘warfighters’ through the
medium of martial arts.
CONSTITUTION - APPOINTMENT OF ASSOCIATION OFFICIALS
5.
President. The RAF Sports Board will appoint the Association President. The President is
responsible for the general policy of the Association and providing strategic direction and advice on
the promotion and development of competitive martial arts in the RAF. Terms of Reference (ToRs)
for the President will be issued by the RAF Sports Board.
6.
Deputy President. The RAF Sports Board will appoint the Association Deputy President
who will assist or, on occasions, deputise for the President in terms of responsibility for general
policy of the Association as well as providing strategic direction and advice on the promotion and
development of competitive martial arts in the RAF. ToRs for the Deputy President will be issued
by the RAF Sports Board.
7.
Chairman. The RAF Sports Board will approve the appointment of the Association
Chairman. The Chairman is responsible for the supervision, management and conduct of the
Association. The RAF Sports Board will issue ToRs for the Chairman. In line with the Constitution
of the Combined Services Martial Arts Association (CSMAA), the Chairman will also be required to
stand as CSMAA Chairman for a 2-year period every 4 years in rotation with the Chairs for both
the respective Martial Arts Associations for the British Army and the Royal Navy.
8.
Committee. The Association is to be administered by a committee elected by its members
for that purpose at a General Meeting. The Committee will be responsible to the President through
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the Chairman. Vacancies arising between Association meetings are to be filled with temporary
appointments made by the Chairman, in consultation with the President. Ratification of such
appointments is to be considered at the next General Meeting.
COMMITTEE
9.
Organisation. The RAFMAA will be managed by the Executive and the Administrative
Committees. The Executive Committee is empowered to form sub-committees to administer the
Association's activities. The RAFMAA Committee Organisation is shown at Annex A.
10.
Executive Committee. Management of the Association's affairs is conducted by the
Executive Committee. The Executive Committee is responsible for the policy of the Association
and is empowered to deal with matters of emergency and other items of Association business that
cannot await a General Committee meeting. The Executive Committee will meet quarterly and on
any other occasion called by the President or Chairman. Three officers of the Executive Committee
shall form a quorum provided the Chairman is present. The members of the Executive Committee
are:
a.
b.
c.
d.
e.
e.
f.
g.
The President.
The Deputy President.
The Chairman.
The Vice Chairman.
The Deputy Chairman
The Secretary.
The Treasurer.
The Chief Instructor.
11.
Ex-officio Member. The Director, RAF Sports Board is an ex-officio member of the
Association's Executive Committee.
12.
Administrative Committee. The Administrative Committee is responsible for implementing
the policy of the Executive Committee and the management of the business of the Association.
The Committee will meet quarterly with the Executive Committee and on any other occasion called
by the President or Chairman. The Administrative Committee will consist of the Executive
Committee augmented by the following officers of the Association and/or their deputies:
a.
b.
c.
d.
e.
f.
g.
h.
i.
The Property Manager.
The Website Manager.
The Karate Team Captain.
The Taekwondo Team Captain.
The Grappling Team Captain.
The Freestyle Team Captain.
The Kendo Representative
The Self Defence Representative.
The RAF Wing Chun Kuen (WCK) Representative.
RESPONSIBILITIES OF COMMITTEE MEMBERS
13.
Vice Chairman. The Deputy Chairman is responsible for assisting the Association
Chairman in the execution of his duties, which are stipulated in the Chairman’s TORs (issued by
the Sports Board). In addition, the Vice Chairman shall act as the Executive Communications
Officer for RAFMAA. TORs for the Vice Chairman are at Annex B.
14.
Deputy Chairman. The Deputy Chairman is responsible for assisting the Association
Chairman and Vice Chairman in the execution of their duties, which are stipulated in the
Chairman’s TORs (issued by the Sports Board). Additionally, the Deputy Chairman shall act as
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Overseas Tour Supervisor and Liaison Officer for RAFMAA’s Official Charity, Fight 4 Peace. TORs
for the Deputy Chairman are at Annex C.
15.
Secretary. The Secretary is responsible for the general administrative aspects of the
Association's business and the preparation for Association committee meetings. Furthermore, they
are responsible for overseeing the work of the Webmaster, actively promoting martial arts
throughout the RAF through various publicity strategies and raising the profile of the RAFMAA
through all RAF Stns and suitable national or local media outlets. TORs for the Secretary are at
Annex D.
16.
Treasurer. The Treasurer is responsible for the management of the Association's financial
affairs, the maintenance of its accounts and the auditing thereof in accordance with current RAF
policy. TORs for the Treasurer are at Annex E.
17.
Chief Instructor. The Chief Instructor is responsible for developing all training
programmes, maintaining consistency of instruction and ensuring all association instructors are
properly qualified and current. They are also responsible for carrying out Risk Assessments at
training or competitive selection locations and liaising with the respective Team Captains to ensure
events and competitions are held in accordance with respective National Governing Body (NGB)
guidelines. In addition, the Chief Instructor is to ensure that all martial arts training sponsored by
the RAFMAA is conducted as safely as is considered to be reasonable and practical. TORs for the
Chief Instructor are at Annex F.
18.
Property Manager. The Property Manager is responsible for the supervision and upkeep of
all equipment owned by, or on loan to, the RAFMAA. In addition, they are responsible for the
purchasing, control and sale of Association clothing as well as the tracking of full RAFMAA
members in liaison with the RAFMAA Treasurer. TORs for the Property Manager are at Annex G.
19.
The Website Manager. The Website Manager is responsible for the management and
upkeep of the Association website. TORs for the Website Manager are at Annex H.
20.
Team Captains and discipline representatives. The various Team Captains are
responsible to the Association Chairman for all matters regarding their individual disciplines
including any Inter-Services events and fixtures. TORs are at Annex I.
AFFILIATION
21.
Affiliation to Governing Bodies. The Association is affiliated to the respective NGBs for
the following disciplines:
a.
United Kingdom Taekwondo Association (UKTA) for ITF Taekwondo.
b.
English Karate Federation (EKF) for Karate.
c.
British Kendo Association (BKA) for Kendo.
d.
British Kickboxing Council (BKC) for Kickboxing, Mixed Martial Arts and Self Defence.
22.
Affiliation to the RAFMAA. All RAF stns, both in the UK and abroad, are eligible to have a
martial arts club affiliated to the RAFMAA provided the following requirements are met:
a.
Organisation. The stn club must have a nominated OIC and must be properly
constituted. These documents are to be copied to the RAFMAA Secretary to be held on
record.
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b.
Administration. Individual Stn Club committees must encourage their members to
become Full Members of the RAFMAA. Stn clubs must submit minutes of Annual General
Meetings to the RAFMAA Secretary for record.
c.
Funding. Funding applications may be submitted to Stn PEd Flts for consideration.
Requests for grants from the Association to assist in costs may be considered. Applications
should be forwarded to the Chairman and approval for the grant must be made by a quorum
of the Executive Committee in line with direction set out by this Constitution at Para 41.
d.
Events. Events must have a competitive element. Unless forming part of an authorised
RAFMAA fixture, all participants will be ‘off duty’.
e.
Training. All training by stn clubs must be undertaken by NGB or RAFMAA qualified
instructors, iaw RAFMAA training guidelines. Unless they are taking part in an authorised
RAFMAA fixture, participants are considered to be ‘off duty’.
MEMBERSHIP
23.
Membership. There are several different levels of RAFMAA membership which are outlined
below. Only serving members of the RAF can become ‘Full’ RAFMAA members and be eligible for
‘duty status’ at fixtures and events.
24.
Full Membership. Is available to the following personnel:
a. Serving RAF Personnel.
b. Serving RAF Reserve or RAuxAF Personnel serving on an FTRS commitment.
c. Members of the RAF Reserve, RAuxAF and University Air Squadrons (UAS).
d. Members of other Armed Forces serving with the RAF.
25.
Associate Membership. Associate membership is open to:
a.
Members of the Commonwealth and foreign forces attached to the British Armed
Forces under MOD arrangements and subject to the Air Force Act.
b.
MOD civilians employed with the RAF.
c.
Members of other Armed Forces not serving with the RAF.
d.
Dependants of Full members.
26.
Lifelong Membership. Lifelong Membership is awarded to former Full RAFMAA members
who have retired from the Service and served the RAFMAA and RAF martial arts in general with
distinction over a number of years. The award of Lifelong Membership is decided by a quorum of
the Executive and Administrative Committees.
27.
Honorary Membership. All former members of the RAF, RAF Reserve and RAuxAF may
apply for Honorary Membership. A record of Honorary members is to be maintained by the
Secretary and is to be reviewed annually by the Administrative Committee and submitted to the
Annual General Meeting (AGM) for approval.
28.
Privilege of Membership. Full members of the Association may be elected or appointed to
certain Executive Committee positions and all positions within the Administrative Committee; they
are also able to attend and vote at Association meetings. Associate, Lifelong and Honorary
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members may make full use of the Associations’ facilities and attend Association meetings;
however, they are not eligible for election or appointment to the Association Committees and are
not permitted to vote at meetings.
29.
Membership subscription. Annual subscriptions by existing Full members and new
membership applications are collected by the Property Manager. In order to qualify for Full
membership privileges, individuals are required to pay an initial membership fee of £40 and a £10
annual membership renewal fee. The initial membership fee has been set by the Executive
Committee to be charged and collected on application and is subject to annual review by the
Executive Committee.
30.
Sports Lottery membership. To be eligible for all RAFMAA clothing and equipment
subsidies and overseas tour opportunities, all Full members are to obtain and hold a minimum of 3
RAF Sports Lottery Tickets. This is a stipulation set by the RAF Sports Board since the majority of
funding for subsidised clothing and overseas tours comes from RAF Sports Lottery funds. Anyone
not complying with this will have their Full membership revoked and incur the full cost of clothing/kit
issued.
31.
Benefits of Full Membership. On payment of an initial Full membership fee, members are
subsequently entitled to the following benefits:
a.
Initial kit pack. Full members will be entitled to subsidised RAFMAA branded clothing
and equipment from the Fight Packs outlined below based on whether they wish to train and
compete in the Stand-Up fighting or the MMA/Ground-based fighting disciplines. Should
members wish to obtain the specific fight training equipment from the Fight Pack outside of
their chosen preference, they can order this through the Property Manager at subsidised
prices.
i.
Stand-Up fight pack: One stand-up RAFMAA branded fight training suit (Jacket
and Trousers), 2 branded trg T-shirts, 1 branded water bottle, 1 branded kit bag and 1
RAFMAA branded and personalised over-suit.
ii.
MMA/Ground-based fight pack: One pair of RAFMAA branded MMA Shorts
and 2 branded Rash-guards, 1 branded water bottle, 1 branded kit bag and 1 RAFMAA
branded and personalised over-suit.
b.
Use of RAFMAA trade account. Full members may be able to gain additional martial
arts equipment and clothing at a reduced price through RAFMAA’s trade account (currently
Bytomic). Any equipment orders need to be agreed and made through the Property Manager
as the Trade Account holder. Any orders will be initially charged through the RAFMAA
General Maintenance Fund (GMF). Reimbursement of monies to the RAFMAA GMF from
individual orders will need to settled prior to release of equipment.
c.
Overseas Tours/Trg Camps. All Full members are entitled to attend any overseas
Sports Development Tours or Trg Camps that are organised.
d.
Individual sponsorship. All Full members are entitled to apply for discretionary
contributions from the RAFMAA GMF for martial art activities outside the formal annual
fixtures and events calendar where they look to represent the Association. Further details of
this is provided at Para 42.
32.
Membership renewal. A £10 annual membership renewal fee will be collected by the RAF
Property Manager at the RAF Championships or thereafter. This renewal fee will count also as
‘entry fee’ to the RAF Championships and will also allow members to obtain new branded clothing
on a ‘new for old’ basis.
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MEETINGS
33.
The Annual General Meeting. The AGM will be held in May preceding the Annual RAF
Martial Art Championships for the presentation of the accounts, the election of Committee
members and any other business. The AGM will be chaired by the Chairman or Deputy Chairman
and is to be attended by all Full members not on essential duty. Associate, Lifelong and Honorary
members are welcome to attend.
34.
Extraordinary General Meeting. Only the President or the Chairman may call an
Extraordinary General Meeting.
35.
Change of rules. A General Meeting has the power by a majority vote of not less than two
thirds of those present to alter or to add to the Association's rules. A vote is not to be taken on any
motion affecting the rules or finances of the Association unless notice in writing of that motion has
been received by the Secretary at least 28 days before the date of the General Meeting.
FINANCE
36.
Financial Year. The financial year of the Association shall run from 1 Jan to 31 Dec.
37.
Financial Plans. The Treasurer shall submit the Association 5-Year Rolling Financial Plan
for capital equipment and sports tour cost when requested by the RAF Sports Board. They are also
to produce an annual financial plan by Sep for the following year; this plan is to be ratified by ECM
before the year’s end.
38.
Financial reports. An annual statement of account is to be prepared and duly audited by
the RAF Sports Board; thereafter, it is to be presented at the AGM for ratification.
39.
Financial authority. Beyond that agreed in the annual financial plan, financial authority is
authorised as follows:
b.
The Treasurer may authorise expenditure of up to £300 per item to an aggregate of
£1000 per annum.
c.
The Chairman may authorise expenditure of up to £500 per item to an aggregate of
£1000 per annum.
d.
The Executive Committee may authorise expenditure of up to £1000 per item to an
aggregate of £2000.
e.
The aggregate value of expenditure outside the annual financial plan is not to exceed
£1500 without referral to a general meeting.
40.
Highline card. The Association is entitled to apply for a Highline (credit) card to use for the
purchase of Association equipment and clothing from either the 5-Year Plan allocation or from the
GMF. The nominated holder of a Highline card for the RAFMAA is the Property Manager. This card
should be used and accounted for in accordance with RAF Sports Board Accounting Instructions.
41.
Home for Sport funding. Separate to the 5-year Plan funding stream, the Executive
Committee are to consider any bids for the development of the Home for Sport with regards to
martial arts. Any bids are to be submitted to the RAF Sports Board for consideration along with the
standard 5-year Plan.
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Corporate sponsorship
42.
In the case of being awarded corporate sponsorship by an external organisation the
Chairman is to direct how the money is to be allocated in accordance with the Association’s
planned calendar of events. Approval of expenditure from corporate sponsorship must be made by
the Executive Committee. The Chairman (or nominated representative) is to ensure that regular
liaison with Sponsors is conducted to outline how allocated sponsorship monies are being spent
and how each organisation can be mutually supportive under sponsorship agreements.
Individual Member sponsorship
43.
Full RAFMAA members are able to apply for individual sponsorship grants from the
RAFMAA GMF and RAF Sports Lottery for financial assistance towards any martial arts activities
that fall out with the standard RAFMAA fixtures and events. Categories and associated restrictions
which apply to these grants are:
a.
Competition entry fees. Contributions to any external competitions will be restricted to
2 competitions per year (outlined at the start of competition season) covering no more than
50% of entry fees to a maximum limit of £30 per competition per person. Any Sports Lottery
grants over and above Association contributions are available for both recognised and nonrecognised RAF Sports Board disciplines; each application will be reviewed on an individual
basis.
b.
Courses. Any RAFMAA Members undertaking courses that may benefit the
Association may attract discretionary contributions from the GMF. All avenues of other
financial assistance must be pursued prior to applying for funds from the RAFMAA GMF. A
breakdown of costs (ie personal contribution, Enhanced Learning Credits or Standard
Learning Credits grants to be used, RAF Sports Lottery grant awarded) must be presented to
the Chairman for consideration. However, a contribution from the RAFMAA GMF will be
capped at £175 in line with the annual SLC allowance and no more than 10% of the overall
cost of the course.
c.
Clothing/Embroidery. Any RAFMAA members entering civilian competitions where
the standard RAFMAA issue suit is not appropriate may apply for funds to help purchase a
new suit providing that suitable RAFMAA advertising is worn. Contributions for such items
will be capped at 33% of the cost of the suit and any associated embroidery of RAFMAA
logos.
44.
All aspects of individual sponsorship are purely discretionary and not an entitlement. Any
contributions made in line with the restrictions set out above are to be sanctioned by the Chairman
(or Dep Chairman/Secretary in Chairman’s absence) and Treasurer based on funds available in
the GMF at the time of the request.
TRAINING AND SAFETY
45.
Training. Instructors and assistant instructors will be trained in accordance with associated
NGBs for their respective martial art discipline.
46.
Standards of martial arts. The RAFMAA recognises 3 standards of martial arts
practitioners:
a.
Novice. A novice is an individual who has attended minimal martial arts lessons and
has the ability to perform only basic moves/techniques. A maximum of 6 months training and
the passing of no more than 2 grades under any martial arts NGB will have been undertaken.
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b.
Junior. An intermediate level martial artist is an individual who has trained in a specific
martial art under appropriate instruction in classroom conditions for in excess of 6 months
having shown a proficiency in a range of techniques culminating in the passing of 3 or more
grades.
c.
Senior. A senior grade has shown a very high level of proficiency in a martial art
through in excess of 3 years of training culminating in the award of a 1st Degree black belt
and beyond.
COMPETITIONS AND CHAMPIONSHIPS RULES
47.
Recognised Disciplines. The RAFMAA recognizes the following competitive martial art
disciplines outlined below. Both Men’s and Women’s events for both junior and senior grades
categories will be held in each discipline. In the event of 3 competitors or less for each category, a
round-robin style event will be held to ensure maximum participation from all fighters entering the
category:
a.
Taekwondo. The Taekwondo disciplines may only be contested with suitable and
approved Taekwondo safety equipment iaw UKTA rules and guidelines for ITF Taekwondo
events and BTCB rules and guidelines for WTF Taekwondo events.
b.
Karate. The Karate discipline may only be contested with suitable and approved
Karate safety equipment iaw EKF rules and guidelines.
c.
Kendo. The Kendo discipline may only be contested with suitable and approved Kendo
safety equipment iaw BKA rules and guidelines.
d.
Other disciplines. Other martial art disciplines will be considered on an ad-hoc basis.
48.
Rules. All contests will be conducted within the rules of respective martial art discipline
NGBs.
49.
Eligibility. The RAF Martial Arts Championships and Competitions are open to all units and
members affiliated to the RAFMAA. In addition, and at the discretion of the Executive Committee,
civilian members of an affiliated martial art organisation may be invited to attend and participate in
championships and competitions organised by the RAFMAA. However, such civilian competitors
shall not be ranked or placed within the overall competition and shall not be awarded
championships, awards and prizes set aside for RAF competitors, nor will they be covered by
Crown Insurance for any injuries sustained during such competitive events. It is the responsibility
of the RAFMAA Executive Committee to ensure that civilians competing in RAFMAA-organised
events have individual and 3rd party liability insurance. RAFMAA is covered for public liability from
the Association’s Annual Insurance Policy with Towergate Wilsons.
50.
Duty Status for RAF Reserves and RAuxAF personnel at RAFMAA Events. Those
Service personnel serving in Full Time Reserve Service (FTRS) posts are eligible to attend at any
point RAFMAA competitive selection events and competitions as full time employees of the MOD
and are subsequently covered under Crown Insurance at such events. This is also applicable for
those personnel serving on Part Time Reserve Service (PTRS) contracts providing attendance at
such events does not allow them to over-step their contracted working days as PTRS. RAuxAF
personnel are permitted to attend RAFMAA events and competitions, attracting duty status and
protection under Crown Insurance, providing they are on duty through their allocated trg days
allowance. Such duty status would be granted by the participating individual’s RAuxAF Sqn Cdr or
nominated Deputy.
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51.
RAF competitions. The RAFMAA will hold an annual championship competition in all
Sports Board recognised martial art disciplines as well as some disciplines not recognised by the
RAF Sports Board. Participation in any recognised sport whilst in duty is covered under Crown
insurance and anyone injured whilst participating in recognised disciplines at authorised fixtures
are eligible to make claims under the Armed Forces Compensation Scheme iaw JSP 765.
52.
Participation in non-recognised events. Participation in non-recognised events whilst at a
RAFSB sanctioned fixture are not covered under MOD insurance nor would any Service personnel
qualify for compensation under the Armed Forces Compensation Scheme iaw JSP765 if injured.
Although the RAFMAA possesses its own annual insurance policy covering Public Indemnity, any
Service personnel looking to attend RAFSB sanctioned fixtures with the intention of participating in
a non-recognised discipline (as outlined in Para 50a-d) are to hold a current individual insurance
policy covering 3rd party liability and personal indemnity, by a recognised civilian martial arts
organisation. This is essential to be able to claim compensation for any personal injuries as any
claims will not be met by the MOD or the RAFMAA’s annual insurance. Martial art disciplines
undertaken outwith the standard recognised disciplines are:
a.
Freestyle Kickboxing.
b.
Mixed Martial Arts Light.
c.
Weapons Forms.
d.
Self Defence.
53.
Inter-Service competitions. In addition to the annual RAF Martial Arts Championships, the
RAFMAA will participate in the appropriate Inter-Service Championships and competitions at the
discretion of the Executive Committee in disciplines as recognised by the Combined Services
Sports Board. Responsibility for the organisation of Inter-Service competitions will be rotational
between the single-Service Martial Arts associations.
54.
Discipline. When teams are selected to represent the RAFMAA, Team Captains will be
responsible to the Association Chairman for the administration, appearance and conduct of the
other team members. Conduct prejudicial to the RAF will not be tolerated and will result in
disciplinary action.
55.
Team Selection. Team selection will be undertaken at monthly competitive selection
sessions, at an annual Training Camp, RAF Championships, overseas visits or from placings
within the RAFMAA league. Providing an individual is of the required standard, the RAFMAA will
support, with whatever means available, the individual’s entry into any National and European and
World Amateur Competitions and Championships, in association with the RAF Sports Board.
56.
Entry Fees. Entry into the Annual RAF Martial Arts championships attracts a £10 fee (which
is combined as part of the annual membership subscription fee). Any non-Full RAFMAA member
sponsored competitions and events will be self-supporting and all competitors may be invited to
pay an entry fee, set by the Executive Committee to assist in covering competition expenses.
There are no entry fees for RAFMAA members at Inter-Service competitions and any competition
entry fees for Combined Services fixtures will be met by the CSMAA fund.
AWARDS
57.
RAFMAA Colours. RAFMAA Colours will be awarded annually to those competitors who
have represented the RAF at the Annual Inter-Services Martial Arts Championships.
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58.
Combined Services Colours. The Combined Services Committee will award Combined
Services Colours annually to those RAFMAA members who were selected to represent the
Combined Services at national or international competitions in a recognised discipline.
59.
The John Horan Trophy. The John Horan trophy is awarded annually to the individual who
has been deemed to have contributed the most to the RAFMAA over a 12-month period. It is
consequently only available for award to Full RAFMAA Members. The recipient of this award will
be decided by the Executive and Administrative Committees through voting at the Executive
Committee Meeting (ECM) prior to the RAF Championships. In case of a tie on voting, the
Chairman shall have the deciding vote. The Chairman is to seek nominations for potential
recipients of the John Horan Trophy from Committee Members 4 weeks prior to the ECM
preceding the RAF Championships. Announcement of the winning recipient will be made at the
AGM and the award of the trophy will be made at the RAF Championships. The Deputy Chairman
is responsible for ensuring that the trophy is returned by the recipient the following year ready for
re-award. If the trophy is lost whilst in possession of the current recipient, they are liable for the
cost of its replacement.
60.
The Alex Elliott Fighting Spirit Award. The Alex Elliott Fighting Spirit Award is awarded to
the RAF Fighter whom has shown the greatest courage, tenacity and fortitude throughout the RAF
Championships in any of the events held. This is only applicable to Full RAFMAA members. The
decision of who this award will go to will be taken by the award’s namesake, Sqn Ldr (Ret’d) Alex
Elliott if in attendance at the RAF Championships. In the absence of Sqn Ldr (Ret’d) Elliott, a
decision will be made by the Chairman on advice from the Executive Committee, Team Captains
and the various discipline Officials. The Deputy Chairman is responsible for ensuring that the
trophy is returned the following year by the recipient ready for re-award at the next year’s
Championships. If the trophy is lost whilst in possession of the current recipient, they are liable for
the cost of its replacement.
EQUIPMENT
61.
Equipment belonging to the RAFMAA will be available for loan to any group or individual,
provided they sign for and accept responsibility for the equipment loaned until such time that it is
returned to stock. The equipment may only be loaned for the duration of the event it is to be used
for. This will include demonstrating clear understanding of the packing, storage and use of
RAFMAA equipment. Bills to cover damage will be issued to any individual who fails to adhere to
RAFMAA instructions. The final decision on the loan of equipment rests with the Property
Manager.
62.
Equipment deemed beyond use by the Association will be removed from the RAFMAA
inventory, disposed of and replaced by appropriate bid to the Treasurer for inclusion in the 5-year
Plan.
OFFICERS IN CHARGE
63.
All RAFMAA fixtures, training camps and overseas visits, require an individual to be
nominated as OIC. OICs are responsible for the organisation, finance and discipline and
management of the Event, ensuring they undertake the following duties.
a.
Registration and Membership. Personnel attending overseas events which attract
Sports Lottery funding must be fully paid-up members of the Association and checks may be
required to confirm Full RAF Membership status. Personnel may join the Association by
paying the membership fee and join the RAFMAA during the registration for an event or
overseas tour.
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b.
Administrative or Personal Contribution Charges. The OIC is to ensure that any
outstanding administrative charges relating to a RAFMAA event are settled as soon as
possible with the RAF Treasurer or RAF Sports Board Association Accounts Manager.
c.
Conduct. Whilst on an overseas visit, conduct of RAFMAA members must be of the
highest standard whilst representing both the Association and the RAF. The OIC is to act as
Subordinate Cdr for the duration of the fixture, trg camp or overseas visit and deal with any
disciplinary matters as appropriate.
d.
Training regime. The OIC is to ensure that any trg undertaken at any fixture, trg camp
or overseas tour is conducted safely as is considered reasonable and practical whilst
complying with MOD SHEF Policy.
e.
Post-fixture/event. The OIC is to ensure that a Post-Tour Report is completed and
sent to the RAFMAA Secretary and RAF Sports Board.
DISPOSAL OF ASSETS
64.
Disposal of assets. In the event of the Association being dissolved, the Association assets
are to be distributed to RAF charities, or as otherwise directed by the RAF Sports Board.
G JONES
Sqn Ldr
Chairman RAFMAA
27 Nov 12
Annexes:
A. RAFMAA Committee Organisation.
B. ToRs – Vice Chairman.
C. ToRs – Deputy Chairman
D. ToRs– Secretary.
E. ToRs– Treasurer.
F. ToRs– Chief Instructor.
G. ToRs– Property Manager.
H. ToRs– Website Manager.
I. ToRs– Team Captains.
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Annex A to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
RAFMAA Executive Committee
President
Dep President
Chairman
Vice Chairman
Dep Chairman
Secretary
Treasurer
Chief Instructor
RAFMAA Administrative
Committee
Property Manager
Website Manager
Taekwondo Team Captain
Karate Team Captain
Freestyle Team Captain
Grappling Team Captain
Kendo Representative
Self Defence Representative
Wing Chun Kuen Representative
Incumbent
Air Cdre S Evans
Gp Capt T Devlin
Sqn Ldr G Jones
Flt Lt M Fitton
Flt Lt A Pepper
Flt Lt K Slack
Sqn Ldr P Buxton
Flt Sgt P Fowler
DII Address
stuart.evans674@mod.uk
thomas.devlin813@mod.uk
graeme.jones961@mod.uk
mark.fitton888@mod.uk
alun.pepper @mod.uk
keith.slack721@mod.uk
paul.buxton313@mod.uk
paul.fowler166@mod.uk
Cpl H Preston
Cpl A Jackson
Flt Lt M Robertson
Sgt S Wylie
Sgt M Haysom
Cpl S Bonner
Flt Lt K Lam
Sqn Ldr S Wetton
Flt Lt M Clarke
hannah.preston759@mod.uk
A-1
andrew.jackson665@mod.uk
mark.robertson390@mod.uk
stephen.wylie920@mod.uk
mark.haysom881@mod.uk
stewart.bonner355@mod.uk
keith.lam537@mod.uk
stephen.wetton466@mod.uk
matthew.clarke706@mod.uk
Annex B to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – VICE CHAIRMAN RAF MAA
1.
General. You are responsible to the Chairman of the RAF Martial Arts Association
(RAFMAA) for general secretarial and organisational duties in support of the RAF Martial Arts
Committee and associated events.
2.
Additionally, you are specifically responsible for the following:
a. Assist the Chairman with the long term strategic development and implementation.
b. Organising the RAF Championships to be held in May of each year.
c. Organising the Inter-Service Martial Art Championships at RAF Cranwell on a 3-year
rotation between all 3 Services.
d. Liaison with the Combined Services Martial Arts Committee on organisation of InterService Martial Art competitions
e. Supervision of Executive and Non-executive committee members iaw with their ToRs
in ensuring that all Committee functions are carried as directed by the Chairman.
f. Co-ordinate with RAFMAA Team Captains and the CSMAA Committee with regard to
RAF competitive entries in national competitions at Combined Service level.
g. Requesting OJAR input from the Chairman 6 weeks prior to due date of own OJAR.
h. Writing and submitting performance appraisal inputs for the members of the Executive
Committee on behalf of the Chairman as required for inclusion in OJARs/SJARs when
requested by individuals.
3.
Communications and publicity. In addition to standard duties, you are to act as the
Executive Communications Officer being specifically responsible for the following:
a. Acting as initial focal point to new trainees through release of welcome letter on receipt
of Sports Achievement Proforma from RAF Sports Board.
b. Development of RAF and Inter-Service competition posters 4 months prior to the event.
c. Development and production of the Summer and Winter Editions of the RAFMAA
Newsletters.
d. Publication (soft and hard copies) of Event posters and RAFMAA newsletters RAFwide to all Gymnasiums, RAF Sports Board and RAFMAA members via e-mail and postal
distribution.
e. The development and maintenance of contacts for further publicity for the promotion of
the RAFMAA both Service-wide and with civilian martial arts publications.
f
Collation or provision of regular articles for the RAFMAA Website, in liaison with the
Website Manager, and the provision of publicity articles for periodicals such as RAF News
or RAF Active Magazine.
g. RAF-wide promotion of the RAFMAA to enhance membership.
B-1
h. Liaising with the RAF Sports Board and Team Captains for identification of new
practitioners entering Phase 1 trg within the RAF.
i. Liaising with the RAF Sports Board and Team Captains for identification and publicity
relating to ‘elite’ practitioners within the RAF.
j. Regular monitoring of the RAFMAA website to ensure currency and accuracy of
information displayed.
k. Liaison and communicating with any sponsoring organisations and engagement with
regards to the sponsor’s Charter of Corporate Social Responsibility.
4. Any other duties as directed by the President, Deputy President or Chairman of RAFMAA.
B-2
Annex C to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – DEPUTY CHAIRMAN RAF MAA
1.
General. You are responsible to the Chairman of the RAF Martial Arts Association
(RAFMAA) for general organisational duties in support of the RAF Martial Arts Committee
and associated events.
2.
Additionally, you are specifically responsible for the following:
a. Assisting the Chairman & Vice Chairman with the long term strategic development and
implementation.
b.
Assisting the Vice Chairman in organising the RAF Championships to be held in May of
each year as required.
c.
Assisting the Vice Chairman in organising the Inter-Service Martial Art Championships
at RAF Cranwell on a 3-year rotation between all 3 Services as required.
d. Liaison with the Combined Services Martial Arts Committee on organisation of InterService Martial Art competitions
e. Supervision of Executive and Non-Executive committee members iaw with their TORs
in ensuring that all Committee functions are carried as directed by the Chairman/Dep
Chairman.
f. Responsible to the Chairman for the organisation of overseas Sports Developmental
and Competitions iaw RAF Sports Board regulations.
g. Co-ordinate with RAFMAA personnel on charity events such as visits by RAFMAA’s
official charity, Fight For Peace.
h. Supervision of the RAFMAA’s Facebook Group and acting as the Principal Facebook
Group Administrator ensuring that content or release of information on the Group is
appropriate iaw with MOD SyOps.
i.
Requesting SJAR input from the Chairman 6 weeks prior to due date of own OJAR.
j. Writing and submitting performance appraisal inputs for the members of the Executive
Committee on behalf of the Chairman/Vice Chairman as required for inclusion in
OJARs/SJARs when requested by individuals.
k.
Any other duties as directed by the Chairman/Vice Chairman.
C-1
Annex D to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – SECRETARY RAF MAA
1.
General. You are responsible to the Chairman of the RAF Martial Arts Association
(RAFMAA) for the management of the Secretarial aspects of the RAFMAA as well as general
organisational duties in support of the RAF Martial Arts Committee and associated events.
2.
Secretarial. With regards to Secretarial and Management aspects, you are specifically
responsible for the following:
a. Promulgating agendas for the 4 quarterly RAFMAA committee meetings to individual
Committee members 2 weeks in advance of the mtg.
b. Promulgating the agenda for the Annual General Mtg of RAFMAA on the RAFMAA
website and to individual Committee members 2 weeks in advance of the mtg.
c.
Booking venues for the Committee mtgs 2 months in advance of the mtg.
d. Attending as Secretary of RAFMAA Committee mtgs or submitting a written report with
the apology for absence, whilst arranging for a suitable deputy to attend.
e. Drafting and distributing minutes for the RAFMAA committee mtgs after approval by the
Chairman, Vice Chairman or Dep Chairman RAFMAA within 2 weeks of the subject mtg.
f. Drafting letters of correspondence as directed by Chairman, Vice Chairman or Dep
Chairman RAFMAA.
g. Submitting authority requests under established template for competitive selection
fixtures and meetings to DSB1a 2 months prior to extant authority expiring.
h. Promulgation of the yearly RAFMAA competitive selection session schedule,
competition and prominent event dates and any other relevant details through E-mail and
RAFMAA Website.
i. Maintain a master list of RAFMAA members who are eligible for and who have been
issued RAF Colours/Junior Colours plus tracking of the issue of Colours Tie/Brooches.
j. Organise production and distribution of all RAF Colours/Junior Colours certificates iaw
the RAF Sports Board post Inter-Service and Combined Service representation.
k. Maintaining the RAFMAA committee contacts list and distribution on change of contact
details or Committee members.
l.
Updating DSB1a with updated Sports Markers for RAF and CS level competitors.
m. Assisting the Deputy Chairman in organising both the RAF and Inter-Service
championships, as required.
n. Maintaining a Master list of RAFMAA members ensuring that all members hold
requisite number of RAF Sports Lottery Tickets and current
o. Liaising with Treasurer and Property Manager in relation to Membership Status for kit
orders and payments.
D-1
p. Liaising with the Treasurer in relation to membership status for Initial Membership or
Annual Membership payments.
p. Reviewing and amending all Committee TORs (with the exception of the Chairman, Vice
Chairman and Dep Chairman positions) as necessary on an annual basis.
3.
Requesting input from the Chairman 6 weeks prior to due date of own OJAR.
4.
Any other tasks as directed by the Chairman, Vice Chairman or Deputy Chairman RAFMAA.
D-2
Annex E to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – TREASURER
1.
General. You are responsible to the Chairman of the RAF Martial Arts Association
(RAFMAA) for the conduct of the financial affairs of the RAFMAA Committee.
2.
Additionally, you are responsible for the following:
a. Provision of financial advice to the Chairman RAFMAA and the RAFMAA Committee.
b. Preparation, drafting and submission of 5yr financial plans and reports to the RAFMAA
Committee.
c. Preparation, coordination and submission of 5yr financial plans and bids to the RAF
Sports Board.
d. The control of accounts for the RAFMAA including any payments made using
Association Highline Cards by authorised card holders (Current Holders: Vice Chairman,
F/L M Fitton)
e. Control and maintenance of expenditure processes with regard to Association Highline
cards ensuring that Sports Board policies for all cardholders are adhered to.
f. The collection and control of monies arising from RAFMAA overseas development
tours.
g. Submission of Debit Proformas to the RAF Sports Board Association Accounts team
for payment against Op Costs, 5yr Plan or General Fund.
h. Collection and paying in of RAFMAA initial membership and membership renewal fees
from all individuals submitting the associated Credit Proforma to the Sports Board..
i. Reminder to the RAFMAA membership of requirement for annual membership fee
renewal in liaison with the Property Manager.
j. Liaison with the Secretary and Property Manager on the receipt of membership fees for
the updating of the master RAFMAA database.
k.
The payment of costs arising from the activities of the RAFMAA.
l.
The payment of costs for Combined Services activities as they affect the RAFMAA.
m. The submission of accounts for audit as required.
n. Attending RAFMAA Committee mtgs or submitting a written report with an apology for
absence.
o. Requesting OJAR input from the Chairman 6 weeks prior to due date of own OJAR.
p. Other duties as directed by the Chairman, Vice Chairman or Dep Chairman RAFMAA.
E-1
Annex F to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – CHIEF INSTRUCTOR
1.
General. You are responsible to the Chairman of the RAF Martial Arts Association
(RAFMAA) for the training and development of RAFMAA competitors for entry into Inter-Service,
Combined Service and National level competition.
2.
Additionally, you are specifically responsible for the following:
a. Organisation of daily training programme for the monthly competitive selection events
iaw competition calendar and re-booking of trg locations (Cranwell or other) outside of the
standard annual programme issued by the Secretary.
b. Liaise with external instructors on attendance at Guest Instructor sessions on monthly
competitive selection events.
c. Liaise with all discipline Team Captains with regard to specific trg requirements for the
monthly competitive selection sessions.
d. Liaise with the Treasurer regarding any forthcoming expenditure in terms of operational
or 5-Year Plan expenditure for training or competition costs.
e. Provide the Secretary with information regarding forthcoming training or competitive
events for dissemination of information and publication.
f. Provide Secretary and Treasurer with requirements for equipment or clothing for
inclusion in the 5-year Plan by March of each year.
g. Liaise with all RAFMAA Sport Kickboxing clubs to monitor development of fighters for
competition entry.
h. Responsible to the Chairman for the implementation and standardisation of the RAF
Sport Kickboxing syllabus.
i.
Act as Chf Instructor for the RAFMAA.
j.
Requesting SJAR input from the Chairman 6 weeks prior to due date of own SJAR.
k.
Any other duties as directed by Chairman, Vice Chairman or Dep Chairman RAFMAA.
F-1
Annex G to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – PROPERTY MANAGER
1.
General. You are responsible to the Chairman of the RAFMAA for the acquisition and
control of equipment for the RAFMAA.
2.
Additionally, you are responsible for the following:
a. Provision of advice and assistance to the Chairman and the RAFMAA Committee on
matters regarding RAFMAA equipment.
b. Placing all new equipment or clothing stocks on inventory.
c.
Correct control and accounting of equipment for the RAFMAA.
d. Upkeep of a property book.
e. Full 100% checks of equipment held on a quarterly basis.
f. Issuing kit on loan to RAFMAA members during competitive selection events and
competitions and keeping a record of loan cards.
g. Ensuring that loan kit is returned to inventory after competitive selection events and
competitions
h. Ordering new corporate clothing and training kit for issue to Full members of RAFMAA.
i. Issuing and receipt of temporary loan kit to associate members for RAF or Combined
Service representation.
j. Liaising with the Secretary and Treasurer on Sports Lottery ticket holdings and
membership status for the purchase of subsidised clothing or training kit by full or associate
members.
k. Identifying and procuring new equipment which represents best value for money in line
with the RAFMAA 5-year Plan as directed by the RAFMAA Executive Committee.
l. Attending RAFMAA Committee mtgs or submitting a written report with the apology for
absence.
m. Requesting SJAR input from the Secretary 6 weeks prior to due date of own SJAR.
n. Other duties as directed by the Chairman, Vice Chairman or Deputy Chairman.
G-1
Annex H to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – WEBSITE MANAGER
1.
General. You are responsible to the Chairman of the RAF Martial Arts Association
(RAFMAA), through the Dep Chairman, for all matters relating to websites in support of the
activities of the RAFMAA.
2.
Additionally, you are responsible for the following:
a. Provision of advice and assistance on Website development to the Chairman and
Executive Committee of RAFMAA.
b. Preparation of a Website strategy for the RAFMAA.
c.
General upkeep on a monthly basis of the RAFMAA web site in terms of:
i. Event photos and articles.
ii. Maintenance of calendar for dates/locations of forthcoming events.
iii. Current committee members and associated contact details.
iv. Posting of articles/newsletters.
v. Posting of Exec Committee Meeting/AGM minutes.
vi. Establishing discussion forums as directed by other committee members.
vii. Any ‘parish’ notices as directed by a Committee member.
viii. Posting of extant RAF Sports Board Travel Authorities for authorised fixtures
and meetings.
d. Developing functionalities of the website in liaison with RAF Web Masters iaw with
MOD SyOps.
e. Liaising with the RAF Sports Board Web Master on issues relating to Website function
and security.
f.
Requesting SJAR input from the Secretary 6 weeks prior to due date of own SJAR.
g. Attending RAFMAA Committee meetings when requested or submitting a written report
with the apology for absence.
h. Other duties as directed by the Chairman, Vice/Dep Chairman or Secretary RAFMAA.
H-1
Annex I to
20121127-RAFMAA CONSTITUTION-U
Dated 27 Nov 12
TERMS OF REFERENCE – TEAM CAPTAIN
1.
General. You are responsible to the Chairman of the RAF Martial Arts Association
(RAFMAA) for the promotion and conduct of the ‘individual discipline’ Fighting stream of
practitioners for the RAF MAA.
2.
Additionally, you are responsible for the following:
a. Pro-active identification of ‘individual discipline’ fighters for the RAFMAA.
b. Maintaining squad lists for the ‘individual discipline’ for junior and senior sparring and
patterns
c. Coordinating the monthly activity of the Competitive Selection sessions in liaison with
the RAFMAA Training Manager and guest instructors as well as maintaining a league table
of competitors.
d. Ensuring that applications for release of competitors are submitted through individuals
to Line Managers by release of an e-mail letter (template provided by Chairman RAFMAA)
for the monthly Competitive Selection sessions, RAF Championships and Inter-Service
Championships at least 3 weeks in advance of the session or competition.
e. Co-ordination with RAF ‘individual discipline’ competitors with regard to entries into
RAF, Inter-Service, Combined Service and national level competitions.
f. Identification of and liaison with ‘individual discipline’ Officials for competition official
duties at the RAF Championships, and as required by the RAFMAA/CSMAA Secretaries,
for the RAF Hosted Inter-Service championships.
g. Compilation of post event reports for any ‘individual discipline’ competitions attended
with team lists and results for compilation of event publicity articles.
h. Provide the Secretary with names for RAF Competitors from Inter/Combined Service
participation for the award of RAF or Combined Service Colours.
i. Submit requests to the RAFMAA Treasurer with requirements for equipment, clothing
or guest instructor requirements for inclusion in the 5-Year Plan by April of each year.
j. Attending RAFMAA Committee mtgs or submitting a written report with the apology for
absence.
l. Requesting OJAR / SJAR input from the RAFMAA Secretary 6 weeks prior to due date
of own OJAR / SJAR.
m. Other duties as directed by the Chairman, Vice Chairman, Dep Chairman or Secretary
RAFMAA.
I-1