ASW Association Rules

These are the rules of the Association as agreed at the 1999 AGM.
(amended AGM 2000, 2001, 2003, 2004, 2007, 2013, 2014, 2016, 2019)

1. TITLE

The Association is an authorised association and shall be known as the ANTI-SUBMARINE WARFARE ASSOCIATION, referred to as the ASW Association (formerly known as the ASWI's / TASI's Association.

2. ASSOCIATION OBJECTIVES

The objectives of the Association shall be:

a. To promote "esprit de corps" amongst members so as to enhance their prestige within the service.

b. To provide wherever possible and within the means of the association, professional help and assistance to the serving membership.

c. To expand the social and recreational activities of its members.

3. ASSOCIATION HEADQUARTERS

The headquarters of the Association shall be: FOST UW Office Room R4 Raleigh Block Devonport Dockyard.

4. MEMBERSHIP

There shall be three (3) classes of membership, which are as follows:

a. FULL MEMBERSHIP  Full membership is open to all that have completed a sonar course no matter what your rate at the time of serving. Ex PWO (U), Sonar officers, TAS Officers may also apply to join.

Full members (Paid up) may hold office, and shall have voting rights within the Association (To be a full member you will need to be paid up).

b. ASSOCIATE MEMBERSHIP   Associate membership shall be open to the following:

   1. Members of affiliated Instructor Associations.

Associate members shall not be entitled to hold office within the Association, nor vote upon any issue or in any election concerning the association.

c. HONORARY MEMBERSHIP  Honorary Membership may be bestowed on the following:

   1.   Any person who has benefited the Association by their services or support.

   2.   Widows or partners of members may apply to become honorary members.

         i. Candidature for Honorary Membership will be proposed and seconded by two full members having a majority vote at an Annual General Meeting.

         ii. Honorary membership shall be for life, but maybe withdrawn, if in the opinion of a full member their continuance of Honorary Membership will be to the detriment and good conduct of the Association agreed upon at an Annual General meeting.

         iii. Honorary Membership will be withdrawn by notification in writing.

         iv. Honorary Members shall pay no annual subscription, nor shall they vote upon any issue or in any election concerning the Association.

5. SURRENDER OF MEMBERSHIP

Association Membership may be surrendered by notifying a member of the committee in writing. A person surrendering their membership shall have no claim on Association funds.

6. MEMBERSHIP SUBSCRIPTIONS

a. The subscription year will run for 12 months from date of receipt.

b. Any Full member who shall fail to pay the yearly subscription within one calendar month after the date the payment was due shall cease to be in paid up membership under this rule, but shall be allowed to rejoin the Association on payment of a full year’s subscription.

7. ASSOCIATION FUNDS

The Association fund accounts shall be audited on the following occasions:

a. Every 12 months by two members agreed by the committee

b. Supersession of the Association Treasurer.

c. At the Chairman’s discretion, the accounts may be audited at any other time than already provided by this rule.

d. Cheques shall be authorised by the provision of two signatures from either the Chairman, Vice Chairman, Treasurer.

e. The Association Funds are not to drop below £600, without the express approval of a vote taken at an AGM. In an emergency, a unanimous vote taken by the FULL committee must be taken. As soon as possible after this vote, the Chairman must call a special AGM.

8. OFFICERS OF THE ASSOCIATION

a.    The management of the Association shall be vested in the committee which shall consist of the following Officers:
Chairman: Vice-Chairman: Treasurer: Portsmouth Representative: West Country Area Representative: and webmaster/communications officer.

b.    Members of the committee shall be Full Association members whose position will be voted upon at an Annual General Meeting or a Special General Meeting.

c.    If the position of any Association Officer should for any reason become vacant, the committee may appoint a Full Member to fill the vacancy. Ratification of the person succeeding in the post will be voted upon at the next AGM.

d.    Removal of any Association Officer shall be past by resolution at a Special General Meeting.

9. TERMS OF REFERENCE

The duties of the Officers and committee shall be as follows:

a. THE CHAIRMAN

email: chairman@aswi.co.uk

Only a full serving member may hold this post.

DUTIES:

The Chairman is responsible for the running of the Association and shall preside at all meetings of the Association and the Committee, unless prevented by absence from doing so. 

b. THE VICE CHAIRMAN

email: vicechairman@aswi.co.uk

Only a full serving member may hold this post .

DUTIES:

They shall assist the Chairman and shall officiate in the Chairman’s absence, in which event they will have the same right of voting as the Chairman.

c. TREASURER

email: treasurer@aswi.co.uk

This post may be filled by a Serving or Ex-serving member Full Member.

DUTIES:

They shall keep a record of all receipts and expenditure of the Association and of any balance remaining and shall give a financial statement of account at each Monthly Meeting of transactions from the previous month.

They shall receive all payments and subscription payments from the Secretary.

The records shall be audited every 6 months by the Associations accountants or at any other time as may be considered necessary as provided by rule 7.

d. THE WEST COUNTRY AREA REPRESENTATIVE

A Full Serving or Ex Serving Full Member may fill this Post.

DUTIES:

i. They are responsible to the Association Committee for Chairing West Country Area monthly meetings and keeping those members informed of Association affairs.

ii. As a full committee member, they are responsible to the Association for representing the wishes of the West Country Area membership, voting by post / fax if unable to attend in person at Committee or General Meetings.

e. THE PORTSMOUTH AREA REPRESENTATIVE

A Full Serving or Ex Serving Full Member may fill this Post.

DUTIES:

i. They are responsible to the Association Committee for Chairing Portsmouth Area monthly meetings and keeping those members informed of Association affairs.

ii. As a full committee member, they are responsible to the Association for representing the wishes of the Portsmouth area membership, voting by email if unable to attend in person at Committee or General Meetings.

g. WEBMASTER/COMMUNICATIONS OFFICER

email: webmaster@aswi.co.uk

This post can be filled by any person

DUTIES:

The web master will run the daily administration of the Association's website on behalf of the Association, ensuring that the email addresses of members are kept up to date.

The webmaster will pay no annual subs due to this role. (AGM 2004)

10.NOTICES

All correspondence will be deemed as served, if sent to last known address.

11. ANNUAL GENERAL MEETING

A General Meeting shall be held each year when called by the committee. A Special General Meeting may be called at any time as required by the Chairman or in his absence the Vice-Chairman.

12. AMENDMENT OF RULES AND BYE-LAWS

Amendments or new rules or Byelaws of the Association would normally be made at the AGM or an Extraordinary General Meeting . A majority vote is required

13. METHOD OF VOTING

a.. Voting upon proposals coming within the provisions of rule 10 shall be by a show of hands

b. Members who are prevented by circumstances from attending a General Meeting may vote by any means including email and online methods.  A non response prior to any General Meeting shall be judged as an abstentions.

14. CONSTITUTION OF A MAJORITY

a. A simple majority of one vote shall be sufficient to decide the outcome of any issue upon which a vote or ballot is taken.

15. CONSTITUTION OF A QUORUM

There is no constitution as of a quorum (amended 2003 AGM)

ASSOCIATION BY LAWS

1. The Association Bankers shall be Lloyds Bank/TSB PLC.
2. A social or other function shall be held regularly as decided by the committee.
3. An Annual Reunion Dinner and Dance / reunion is to be held and organized by the elected Dinner Committee.  The Annual Dinner Dance is to be supported by a business plan to be voted upon/approved by the full committee and should be self supporting at the discretion of the committee.
4. The ASWI’s Trophy will be awarded annually to the top Petty Officer (UW) (S) Student of the year. The award shall be presented at the Annual Dinner.
5. The Anti Submarine Warfare Association will be affiliated to other Service Associations as proposed by the Committee and voted in by the Association.
6. The Association shall honour those members upon leaving the Royal Navy, who have, in the opinion of the committee benefited the Association during their Service career. Recognition will be adjudged on an individual basis in consultation with the member.
7. Upon notification to the committee of a birth, marriage or death in respect of any of its members the association will make and in consultation with the member, a suitable donation or gift as befits the occasion on behalf of the Association.
8. Members are to conduct themselves at all times in accordance with the standards commensurate with that of Anti Submarine Warfare Instructors.
9. The Chairman, Vice Chairman and Treasurer are collectively authorised to expend Association funds up to a maximum of £150, without full committee/meeting approval for the benefit of the Association.
10. The Association owns the World Wide Web domain names aswi.co.uk. and aswassociation.org.uk. The purpose of the Website is to promote the Association and provide members with updated information regarding the aims, social events, rules of the Association and to attract new members. The facility is also available for paid up members to advertise their services/business at no cost.
11. A post called the webmaster/communications will run the daily administration of the Association website on behalf of the Association. This post will be a committee post.