OBJECTS AND RULES
CONSTITUTION
INTRODUCTION
1. The Constitution establishes the principles of government for The Movement Control Association and is published to enable all members better to understand and uphold the objects, rules of the Association.
2. The Association and its property shall be administered and managed in accordance with the Rules by the Members of the Association Committee as hereinafter provided (the Committee).
3. The content of the 'Constitution, Rules and Regulations' is subject to amendment as agreed by the Committee and confirmed by a majority of members voting at a General Meeting (GM).
4. Title. The Association's full title is "The Movement Control Association" abbreviated to "MCA". The Association was formally launched on 6th April 2003.
5. The Association was formed on 6th April 2003 incorporating the membership of the Movement Control Officers' Club (MCOC), the Movement Control Historical Society (MCHS).
6. The Movement Control Warrant Officers' Dinner Club (MCWODC) is affiliated to the MCA.
OBJECTS
7. Association Objectives
a. To promote the efficiency, interests and camaraderie of serving and retired members of all three services who have served in a Movement Control post, including civilians with a Movements background and those of the Sea Transport Organisation.
b. To protect and enhance the heritage and traditions of Movement Control.
c. To promote and encourage interest in historical research of Movement Control from its first inception to the present day.
d. Maintaining contact between those members defined at paragraph 26, fostering professional and mutual friendship between them, through the medium of social gatherings and other suitable events, which would benefit the Association.
8. Historical Objectives
a. To research the role, status and operational details of Movement Control from its inception to the present day and to publish the results of such research in appropriate media.
b. To collect memorabilia of all kinds, official and unofficial, also to solicit contributions of diaries and descriptive accounts of events germane to Object a.
c. To catalogue all items received under Object b above and to preserve them, by loan to suitable Museums or otherwise. Permission shall be sought to add to the catalogue, for information purposes, documents and items in the possession of such bodies, and of any other, such as Regular and Reserve units.
9. Affiliated Organisations
a. Movement Control Warrant Officers' Dinner Club (MCWODC). Exists to enable all British Army serving and retired Movement Control operators, who have during their regular or territorial military career served in the rank of Warrant Officer in a Movement Control post to foster professional and mutual friendships at an annual dinner.
RULES
Rules are made for the management and government of the Association and its fund. The Committee may propose the addition, amendment, variation, deletion or replacement of any rule subject to the approval of the Annual General Meeting. See paragraph 24 (b) 5 below.
10. Branches. Branches formed as agreed and recognised by the Committee will be governed by their own rules made to meet their own particular requirements. Such rules, and any subsequent amendments, are to be submitted through the Secretary for approval (information) of the Committee.
11. Officers The Association is made up of the following:
a. The President. Appointed by the Committee, shall hold office for a minimum of three years and a maximum of five years. This term can be extended thereafter on an annual basis, if approved by members at the next General Meeting.
b. The Association Committee. Will consist of a minimum of 8 and a maximum of 15, including the Chairman, Secretary, Treasurer, serving ex-officio member and the Secretaries (or their representatives) of Sections. The Chairman shall preside at all meetings of the Committee.
c. Section Committees. Will consist of a minimum of 5 and a maximum of 7, including the respective Secretary, who shall preside at these meetings.
12. Appointment. All Committee members are appointed (including their tenure of office) by resolution of the members. Members are invited to forward proposed and seconded nominations to the Secretary, who will submit all such nominations to the Committee for consideration, selection and subsequent election annually at the General Meeting.
13. Retirement. A Committee member may give notice of retirement in writing, under their hand, to the Committee (via the Secretary) and this is to be recorded in the Association minutes. The effective date unless stated, is the date of receipt of the letter by the Secretary.
14. Investments.
a. The Committee may, following professional advice if considered necessary, invest such portions of the funds of the Association as they think fit in or upon such investments and in names of such Trustee, or Trustees as they, in their absolute discretion shall select. They may place any portion of the said funds on deposit at such bank or banks, as they may think fit.
b. Investments may be held on behalf of the Trustee by any trust, corporation or bank Nominee Company.
c. Funds may be raised in any lawful way, provided that permanent trading is excluded.
15. Bank Accounts. Two signatures, authorised by the Committee, are required for all cheques except that the Secretary may solely sign cheques below the sum as specified and reviewed annually by the Association Committee.
16. Checkers. Two checkers shall be appointed annually at the Annual General Meeting. Members of the Committee may be checkers. Two checkers shall be a quorum save that if a Chartered Certified Accountant is appointed one checker shall suffice.
17. Liability. No member of the Committee shall incur any pecuniary liability beyond that of accounting for any funds which may come into the hands of such a member.
18. Insurance. All Association property, of whatever nature, should whenever possible be insured to its full value. However, if this should prove to be unaffordable, or impossible, the Committee shall identify which items can and should be insured.
19. Accounts. The financial year will run to 5th April each year. Full and punctual accounts are to be kept, with an annual Statement of Account and Balance Sheet; these are to be checked by the checkers appointed at the previous Annual General Meeting (AGM). The annual Statement of Account and Balance Sheet is to be presented to the membership for their approval at the next AGM.
20. Publications. The Association will publish a magazine, which will be distributed to all members. In addition the various Sections and Branches may from time to time issue Bulletins/Newsletters/information covering their own individual activities. Additional information may also be published on the Association website (www.movcon.org.uk).
21. Committees
a. Association Committee
(1) The committee will normally meet at a frequency as considered desirable by the Chairman, but not less than once per annum. A special meeting of this committee may be called at any time at the written request of at least three members who must give a minimum of four weeks notice to the Secretary.
(2) Proper minutes shall be taken to record all resolutions and proceedings including an action column and where considered necessary, relevant discussion and these to form the 'conclusive evidence' to these matters. They are to be approved by the committee and signed by the Chairman of the next succeeding meeting. Copies are to be distributed to all committee members.
(3) The Secretary, or nominated representative, of all active Sections should normally attend every meeting and report on the activities of their Section. Other individuals may be asked to attend for their specialist advice, as required.
(4) At least one serving ex-officio member (WO1(Ops) 29 MC Regiment) shall attend all meetings.
(5) Only committee members may vote on any decision.
(6) Committee Members shall be unpaid but reasonable out-of-pocket expenses shall be reimbursed.
(7) Quorum. A quorum consists of 5 committee members present at a properly convened meeting of the Committee. Members may appoint for the duration of the meeting an acting Chairman if the incumbent is not present.
(8) The committee shall be responsible for:
(a) The control and management of the Association and its funds within the policy of the rules.
(b) Deciding annually, the extent to which any portion of the annual income of the Association shall be reserved and/or re-invested.
(c) Deciding the nature and scope of financial support from the funds of the Association in accordance with the published guidelines.
(d) The preparation and subsequent approval of the Annual Report and Accounts in accordance with and in the format of, the Charity Commissioners' current instructions (Charity Commissioners 'Statement of Recommended Practice' (SORP) - Accounting by Charities - or any subsequent Charity legislation).
(e) The running of the AGM. See also paragraph 24.
b. Sections
(1) Sections may be constituted by the Committee to assist in the carrying out of the objects of the Association. Standard regulations are:
(a) Each Section is to have its own Secretary, who is ex-officio a member of the Committee. They are to maintain close liaison with the Secretary of the Committee. If he/she is indisposed he/she shall nominate a member to act as temporary secretary.
(b) Must meet as required by their Secretary.
(c) Must send a representative to report to all meetings of the Committee. See also Paragraph 21 a (3).
(d) A quorum shall be two-thirds (rounded up) attendance of the relevant Section committee.
(e) In cases where the Section has an 'even numbered' membership of attendance at a specific meeting, the Secretary may have one additional 'casting vote', if required.
(2) The task of each Section is to act for the members within their area of the Association.
(3) Current Section(s), shown with their main operation parameters, are:
(a) Finance & Sponsorship.
(i) The Treasurer will be responsible for the maintenance of all Association accounts and the submission of checked annual accounts to the Committee for their approval prior to the AGM. Also, in conjunction with the Section, the preparations of a budget plan for the succeeding year for ratification by the Committee at their autumn meeting.
(ii) On behalf of the Committee, carry out policy implementation and management of The Association's finances, that comprise:
(I) The constituent parts, for which this Section shall be authorised to vary the investment holdings, subject to professional advice.
(II) Other moneys held in bank accounts administered by the Association Secretary, including income from investment dividends and members' contributions, which are to be used solely to support the Association's authorised annual budget expenditure.
(iii) Oversee the Association's financial and accounting procedures, including advice on such matters as the rendering of financial reports and the recommendation of the annual Association Budget to the Committee.
(iv) On behalf of the Committee actively seek sponsorship for the activities undertaken by the Association. Sponsors will be properly recognised in all Association records and literature.
(b) Historical.
(i) Responsible for the dissemination of the history of Movement Control in its widest sense.
(ii) Advising upon all aspects, for any new history, pamphlet, book, report or other work, which is of interest to members in general.
(iii) Co-ordinating all aspects of the drafting and publication of such documents as the Committee authorises to be written.
(iv) The document, artefact and photograph collections shall be and remain as an entity, although parts may be lent or donated to different locations, provided this is recorded in the records and authorised by the Section Committee. No items may be disposed of unless they do not directly relate to the Objects of the Association and only then with the permission of the Committee. Items received on loan may be returned as arranged with the lender when the loan was made.
(v) The Collections are dedicated to maintaining the memory of Movement Control. The recognised donors of these items, their defined predecessors are perpetuating the collective history through the medium of their donations/loans, so that members of the Armed Forces, in particular those of the Royal Logistic Corps (RLC), can continue to learn from this personal manifestation of their predecessors. Similarly, members of the public can benefit from this notable historical collection of the history of Movement Control.
(vi) The Section shall use their best endeavours to ensure that the major part of the collection is made readily available and as much as possible is publicised/displayed to advantage.
(vii) Maintain a record of those personnel identified as having served in a Movement Control role building up as far as is possible a complete record of service.
(viii) To represent the Committee wishes concerning the safe custody (Safe custody includes an interest in property valuation, insurance, accessibility, maintenance and replacement), recording, maintenance, access and display of the documents and memorabilia entrusted to the Association. The Association shall make available for research and display to the public the documents and memorabilia, or a representative part thereof, which fully and completely depicts Movement Control and its predecessors, their heritage, traditions and history.
(c) Recruiting and Relationships.
(i) Membership.
(I) To maintain membership records.
(II) To increase membership by contact with the Armed Services regular, reserve and old comrade organisations and thus promote the benefits of the Association, its aims and objectives.
(III) To develop relationships with civilian agencies involved in Movement Control facets of logistical activities, promoting the aims and objectives of the Association.
(ii) Patrons. To represent the Association in identifying distinguished members and ex-members of the Armed Forces or Civilian Agencies, especially those involved in Movement Control, who agree with the objects of the Association and are willing to be connected with it in this way. Such persons may be asked by the Committee to become Patrons of the Association and to be so designated in the records of and in promotional literature for the Association.
(d) Social. To arrange suitable social events and functions on behalf of and for the membership as required (including assisting local branches).
(e) Publicity.
(i) Publications. The production of a magazine, including the provision of advertising revenue to assist with the cost of production. Ensure the maximum publicity for the Association by arranging inclusion in relevant Service and civilian publications. Additionally assist with the production of the various section bulletins/newsletters.
(ii) Website. The Association website will provide information on the Association and will become a focal point for members and interested non-members to obtain information on the Association and its activities. It may also be used to assist in the recruiting effort of the Association.
c. Secretariat.
(1) The Secretariat shall consist of the Secretary and an Assistant (PA). Both posts shall be voluntary and engaged on terms approved by the committee and shall include the provision of licensed computer software.
(2) The contact details for the Secretary are shown inside the website.
(3) The main responsibilities and duties of the Secretariat are:
(a) The organisation, methods, staff duties and efficient running of the Association.
(b) Care and maintenance of Association equipment.
(c) The conduct of The Association's day to day business including maintenance of the members' list, communications with members, liaison with outside agencies and the organisation and servicing of the Association's various committees and meetings (including the issuing of AGM and EGM agenda).
(d) The implementation of policy and measures, as decreed by the Committee designed to promote and foster esprit-de-corps and camaraderie.
(e) The well being of members and their families particularly after bereavements and the publication of obituaries in accordance with established practice.
(f) As required by the Committee and their Sections, action to protect the Association's property to sustain the traditions, history and heritage of Movement Control and their predecessors in conjunction as necessary with the armed services and civilian counterparts.
22. Affiliated Organisations
a. Movement Control Warrant Officers' Dinner Club (MCWODC).
(1) The MCWODC is affiliated to, but independent of the Association and will operate within its own constitution and rules.
23. Main Activities of the Association
a. An AGM held in July, with an Annual Dinner/Lunch on the same day.
b. An Annual Movement Control Study Day held in a suitably central location, in October if possible, including a lunch and a ladies dinner night, on the same day.
c. A number of Association lunches and branch functions at various locations around the UK.
d. The issue of a 'Members' List' showing members' details as agreed by the Committee, normally biennially. Updated through the Association publications and website.
e. Other activities as from time to time authorised by the Committee.
f. The maintenance of an Association website, showing details of the activities, constitution, aims and objectives, along with other more specific information on the Association.
24. Annual General Meeting (AGM)
a. Date and location shall be decided by the Committee and shall be promulgated by the Secretary at least four months before the meeting.
b. The following business shall be transacted:
(1) Presentation to Members, by the Secretary, of a report on the affairs of The Association since the last AGM.
(2) Presentation of the annual audited accounts and approval of current year's auditors.
(3) The Election of all Officers and Committee Members, including their tenure.
(4) Consideration of proposals received from members. Such proposals requiring decisions at this meeting must have been submitted to the Secretary, in writing, at least two months before the published date of the AGM. Any matters raised on the day under 'Any Other Business' may be discussed, but may only be put to a formal vote with the agreement of the Chairman. Should such agreement not be given, then the matter may be raised and voted upon at the next AGM, or at an interim 'Extraordinary General Meeting'. See Paragraph 25.
(5) The AGM is to be informed of all rules or regulation changes proposed by the Committee during the past year and is then to be asked to vote on their acceptance or rejection.
25. Extraordinary General Meeting (EGM). The Secretary or the Committee shall be empowered to summon an EGM on receipt of a request in writing by thirty members of The Association, made at least six weeks in advance. The attendance of forty Members will be required in order to form a quorum at that meeting.
26. Membership
a. Full Membership.
(1) Serving and retired, those on the Active or Reserve Lists of all three services, who have at any time held a Movement Control post.
(2) Civilians with a Logistic (Movements) background.
(3) Members of the forming organisations transferring to the MCA.
b. Associate Membership.
(1) Associate membership of The Association will be offered to anyone who is interested in its aims and objectives. It may also be offered to others by invitation of the Committee.
(2) Members, serving and retired, from other Regiments/Corps, Arms, Services and Nations who have served in Movement Control appointments may also be granted Associate membership subject to the approval of the Committee.
c. Life Membership. Only current life members of the forming organisations will be afforded this status in the Association, but will be required to pay for any publications and any postage charges.
d. Serving Members. All personnel of the Army, RAF and RN, (including Reserve Forces), serving in a Movements role, will be regarded as members of the Association on a "no-cost" basis with a view to encouraging them to become full members. The Journal will be distributed, via the BFPO system, to all units/establishments with Movement Control personnel on strength on a pro-rata basis.
27. Subscriptions.
a. Currently the annual rate of subscription for all members is £10.00.
b. Subscriptions are payable annually on the 6th April. Members will be encouraged to pay subscriptions by Bankers Standing Order.
c. Members joining in the second half of their initial year will be given a 50% reduction on their first year's subscription rate.
d. No underpayments or overpayments of subscriptions will be admitted for recovery relating to more than two years before the date of the claim. Any member who, after being notified of subscription arrears exceeding one year, fails to pay the arrears, shall be deemed to have resigned membership.
28. Association Lapel/Tie Pin. The design shall be a movement wheel in gold or sterling silver with red enamelled background. To be used as a pin, tie tack, brooch or cuff links.
29. Association Tie. The design is of thick diagonal stripes of red and gold separated by two narrow stripes of light blue and dark blue. This reflects the heritage and joint service nature of the Association. The design of the tie is held by C H Munday Ltd and is shown inside the website.
CONCLUSION
30. The main aims of The Association are to ensure that the traditions, comradeship, esprit-de-corps of Movement Control, are maintained and carried forward into the future. The Association is pledged to collect, catalogue and maintain Movement Control property and memorabilia. The Association however, has no social function outside its own membership and no role for the financial support of those in need; the Corps Associations and the Corps Benevolent Funds share these functions. These organisations have their own charters and charitable trusts with similar overall objectives.
31. This Constitution sets out the aims and objectives of The Association and the machinery, rules and regulations by which The Association will operate in pursuit of its objects. Success and maintenance of the vitality of The Association will largely depend on the support and wishes of the membership and the readiness to adapt to changing circumstances. To this end, the Committee welcomes constructive criticism and new ideas, which should be processed through the Secretary.
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Copyright © 2007 Movement Control Association.
Last Modified:22/03/2010
