CHARTER AND RULES

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SECTION- I

PREAMBLE

Background

1. The Air Force Association (AFA) came into being on 15 Sep 1980. The “Charter and Rules” for the management of the affairs of AFA are amply defined in Memorandum of the Association (MOA) registered with Registrar of Societies at New Delhi under the Societies Act 1860. The detailed amplification of the same, including execution / disbursement of AFA funds etc are given in the succeeding paragraphs.

Title

2. The title of the Association shall be “Air Force Association (AFA)” and is referred to as such in these rules.

Registration

3. AFA is registered under the Registration of Societies Act of The Registration No. is S/11186 of 1980 dated 15 Sep 1980 with the Registrar of Societies at New Delhi. Photocopy of the Registration Letter is placed at Appendix ‘A’.

Definitions

4. In this charter, unless there is anything repugnant in the subject or context, the definition of terms used are as under :-

(a)        “Member” means an admitted person to AFA on conditions as laid down in this Charter and including one who is deemed to have agreed, at the time of his entry, to accept the Governing Body, i.e. Central Committee of AFA, as the paramount and appellate body in governing the entire affairs of AFA, acting on his behalf and representing him all along in taking decisions or dealing with any matter what-so-ever concerning AFA.

(b)         “Branch” means the representative organization office at State or Regional Level and “Chapter” means office at District / City level. Branches will be responsible to maintain contact with the members and for all the Chapters operating in their respective area of responsibility.

(c)           “Family” means wife, children (including legitimate, step and adopted both male and female) up to the age of 25, if unmarried and after 25 years of age also if they are meeting the requirements laid down in the GoI letter No. 1/13/09-P&PW(E) dated 19 Jul 2017.  Copy of the letter is placed at Appendix ‘B’. However, financial assistant and / or grants will not be applicable for any ward on becoming financially independent.

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(d)    “Dependents” mean parents, who on verification, are established to have been solely dependent on the member.

(e)            “Distress” means the state of loss of property caused due to one or more of the following reasons :-

• Natural calamities, such as drought, floods, forest fire, earthquake, landslide, tsunami, cyclone or the like.
• Man-made disasters such as war, riots, border clashes, fire, pollution, nuclear explosion, hazardous material explosion, transportation accidents and so on.
• Physical incapacitation, old age and so on.
• Any calamity not covered under the existing definition will be analysed on a case to case basis and shall be considered on merit.

(f)             “Next of Kin (NOK)” means relatives (linear or collateral) of a deceased personnel, among whom his property is distributed, the personnel most closely related to an individual by blood or marriage, or a legal ruling, or a kin of the same kin.

(g)            “Ex-Gratia Relief” means an immediate one-time financial relief given to the SPOUSE on demise of a member.  However, if the spouse had already expired prior to the demise of the member, the Ex-Gratia Relief will be given to the NOK.

(h)           “Special Children” means children who are differently abled and find it difficult to adapt to normal activities and need extra or different help from others. Their progress is slower or is at a different rate as compared to children of same age due to a disability which could be physical / sensory / linguistic / health / cognitive impairment / intellectual / emotional or any combination thereof.

(j)              “Relief” means assistance given as a grant or gift for relief of distress. It may be given by paying money in lump sum or in instalments spread over periods as prescribed by the concerned authorities or supplied in kind such as sewing machine, hosiery machine, artificial limb / devices / surgical appliances etc.

(k)              “Donation” means money voluntarily given by members to the Corpus of the AFA and receipted as such. “Donation” may also be given by non-member well-wishers as a gesture of good will to the Corpus of the AFA and receipted as such.

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SECTION – II

AIM AND OBJECTIVES

Aim

5. The aim of Air Force Association (AFA) is to look after the interest and welfare of all the members and their families.

Objectives

6. The Air Force Association (hereinafter referred to as “The Association”) is a secular and non-political body which is not affiliated directly or indirectly with any political organisation or institution. The objectives of AFA are :-

• To provide facilities for those uniformed personnel who have served in the Indian Air Force and have since retired from the Indian Air Force (to be known as beneficiaries) to maintain contact and fraternal relationship amongst themselves.
• To preserve the memory of and to honour those who have passed away while in the Indian Air Force service or having served in the Air Force and have passed away after their retirement.

(c)        To acquire, preserve and display articles of historical and educational value concerning the Indian Air Force.

(d)       To carry out charitable, social, philanthropic, cultural, educational and other activities for the benefit and welfare of the air veterans and their families.

(e)       To print and publish or cause to be printed and published books, periodicals, pamphlets, newspapers or any other publications and to undertake production of or assist in the production of films, scripts, dramas, cultural shows etc. as may be considered necessary for the promotion of the objectives of the Association.

(f)        To promote interest in defence studies and in particular in the field of          national security, air power, military aviation, general aviation and allied subjects.

(g)       To create general awareness in public about the Air Force, its activities and achievements.

(h)       To create trust(s) and or other similar institutions to award scholarships,     stipends, loans, financial assistance for promotion of studies and research.

(j)         To subscribe to or to become members of or otherwise cooperate with any other association/associations in India or abroad whose objectives are similar to, or in part similar to the objectives of the Association.

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(k)        To create awareness amongst the public about the difficulties encountered by Air Veterans and their families and to enlist cooperation from other institutions, organisations, establishments, departments and other bodies for resolving these issues.

(l)         To place at the disposal of the Government, the services of the Association or any of its Branches, to be utilised in the event of wars, calamities, natural or otherwise, whether locally or at the National level.

(m)      To hold periodical conferences, meetings, seminars, lectures, exhibitions, film shows on matters of interest to the Air Force or the Air Veterans and their families.

(n)       To organise talks, discussions, seminars with participation of non-AF          professionals, intellectuals and general public on issues listed at Sub Para 6 (f).

(o)       Without prejudice to generality of the above and for the effective carrying out of the above objectives, the Association may:-

(i)         By purchase, lease, grant, gift, legacy, exchange or otherwise, acquire and hold, manage and use, any land, building or estate, or any property, movable or immovable.

(ii)        Maintain, build, erect, expand or alter any building or other work of the Association or reconstruct the same or any portion thereof.

(iii)       With or without payment, permit any building or property acquired by the Association to be used on such terms as it may deem fit, for meetings, lectures, discussions, exhibitions, social and cultural functions or for any other lawful purpose.

(iv)       Sell, mortgage, lease, exchange, gift, demise, rent out or otherwise dispose off all or any part of the properties of the Association.

(v)        Receive gifts, grants or donations whether in cash/cheque/online transfer or in kind or of any movable or immovable property or any bequest or act as a trustee, manager or administrator in respect of any property.

(vi)       Organise any entertainment or sports competitions or sell badges or other emblems of the Association, or issue souvenirs, or by any other legal means raise funds for the Association.

(vii)      Borrow or raise money by issue of bonds, bills of exchange, promissory notes or other obligations or securities of the Association, or by mortgaging or creating any charge upon all or any part of the movable property of the Association.

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(viii)                 Receive, invest, lend or otherwise deal with the money of the Association, in such manner as may from time to time be determined by the Association. The investments are to be made in accordance with the provisions of Income Tax Act, 1961, as amended from time to time.

(ix)       Subscribe to any social, philanthropic, educational, cultural or charitable institution, organization or society or grant donations for any charitable or public purpose.

(x)        Employ managers, secretaries, clerks, accountants, teachers, workers or any other categories of employees whatsoever, as required from time to time and pay them fees, remuneration, salaries, wages, gratuities, pensions, incidental charges etc.

(xi)       Provide for provident fund, superannuation fund and similar other funds for the benefit of the workers of the Association.

(xii)      Do or cause to be done through beneficiaries, all such lawful things as are incidental to or conducive to the attainment of the aims and objectives of the Association or any of them.

(p)       To engage in such other activities as may be incidental or ancillary to the attainment of the above objectives and to do all such other things as are conducive to the aim.

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SECTION – III

MEMBERSHIP & SUBSCRIPTIONS

7. Membership All uniformed serving members of the Indian Air Force (after their retirement) may take voluntary membership by paying one time subscription fee as given in the subsequent para under the heading ‘Subscription’.  The Association consists of three types of members. The details are as under:-

            (a)       Life Membership

(i)         Any person, who has served in the Indian Air Force as an officer, airman or NC(E) for the duration of one year or more (whether continuously or in broken periods) excluding the period of initial training, if any, or has retired/ been released / been discharged under normal course therefrom (not dismissed / cashiered after due trial) may apply in writing to the Secretary, to be a life member of the Association, giving full details of his / her service in the Air Force, the rank held by him / her, his / her trade / branch, service number and the date and manner of his / her retirement/discharge.

(ii)        The spouses of the deceased Air Force Personnel (death while in service) will automatically be entitled to become a life member without payment of any subscription. The spouses will, however, need to apply for the same.

(iii)       Spouses of deceased veterans can also take up life membership of AFA. If the deceased veteran was already a member, the spouse need not pay any membership fee. Spouses of those deceased veterans who had not taken AFA membership while alive may also  take AFA membership by paying nominal Fee as given in subsequent para under the                            heading ‘Subscription’. However, the spouse will need to apply for membership, if she so desires.

(iv)       Dependents of deceased veteran who are in receipt of any form of Air Force pension, are also entitled to become AFA members on payment of nominal fee (for Non AFA members) and without payment (for AFA members) as the case may be. The rates of nominal fee are given in the subsequent para under the heading “Subscription”.

(v)        An application received from any individual amongst the aforesaid four categories for Life Membership of the Association shall be approved at the discretion of the Executive Committee. The Executive Committee at its discretion may authorize the Secretary to accord approval on their behalf. The name of the applicant for Life Membership, on payment by him / her of the subscription as may be specified in the Rules and Regulations and may

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be revised from time to time, is to be entered by the Secretary in the Register of Members and the applicant shall then become a Life Member of the Association. (Approved in the AGM 15/09/05). A life member shall have the right to attend all General Body Meetings of the Association and to vote there at.

(b)                   Honorary Membership

(i)     Any person of eminence may be invited by the Governing Council to become an honorary member of the Association for any specified period or for life.

(ii)        An honorary member of the Society may be invited to any
meetings of the General Body but shall have no voting right.

(iii)       The names of such members will be entered by the Secretary in the Register of Members on a separate page especially earmarked for this purpose.

(iv)       The membership will cease on the death of Honorary Member and will NOT (R) NOT pass on to the spouse or children of the deceased Honorary Member.

(c)       Member Institutions          Admission to the Member Institutions of the Association shall be at the discretion of the Governing Council. After the application has been approved by the Executive Committee, the name of the Institution and the number of members to be admitted for membership of an Institution shall on payment of the Subscription, which may be decided by the Governing Council be entered by the Secretary in the register of Member Institutions. A member & institution may be invited by the Executive Committee of the Association to depute any office bearer (s) or member (s) of the Member Institution to attend any meeting or function of the Association as “Members – in – Attendance”, without the right to vote or comment on the proceedings of the Meeting. The Executive Committee may also accept request made by Member Institution for their office bearers / members to attend the Association’s meeting / function as per the provisions stipulated here before.

NOTE: – On receipt of intimation of death of a member of any category as defined above, his / her name will be deleted by striking a line in RED on his / her name.

8. President Emeritus The President may invite distinguished life member(s) to become President (s) Emeritus provided the Governing Council (Central) accepts the proposal.
9. Subscription Subscription for life membership shall be as decided from time to time by the AGM duly recommended by GCM (Central). The present subscription rates as on 20 Sep 2023 (Date of last AGM held) are as under:-

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(a)       Air Cmde & above                                                    Rs 5,000/-

(b)       Fg Offr to Gp Capt                                                   Rs 4000/-

(c)        JWO/WO/MWO/Hony Ranks                                 Rs 2500/-

(d)       Sgt & below                                                           Rs 2000/-

(e)       NC(E)                                                                      Rs  1000/-

(f)        Widows of Non-AFA members                           Rs.700/- for Airwarrior/NCs(E)

(g)       Spouses of Air Force Personnel                        No charge

(death while in service) / AFA Member

(h)       Dependents of deceased                                   No charge (AFA members)

in receipt of any form of Air Force pension      Rs. 700/-

(Non AFA members)

(j)         Honorary members                                              No charge

(k)        Fee, if any to be paid by Member Institutions shall be fixed by the AGM and will be subject to review from time to time.

10. Register of Members.     A Register and a digital record of members of the Association, showing separately, in respect of the Life-members, Spouse members, dependent members, Honorary members and Institutional Members, date of admission, personal particulars, date of payment of subscription where applicable is to be maintained by Secretary. He will also keep a record of the date, if any, on which the name of the members was struck off or he/she ceases to be a member, together with the reasons thereof. These documents shall be open to inspection by members at all reasonable times, except during the period of 30 days immediately preceding the date of Annual General Meeting, during which period no new name shall be entered in the Register.

11. Cessation of Membership.

(a) A person shall automatically cease to be a member of the Association on his/her demise.

(b) On the Executive Committee (Central) passing a resolution that a member has acted in a manner prejudicial to the aims and objectives and reputation of the Association, the membership of such person shall stand terminated with effect from any future date stated in the resolution, and if no such date is so stated, then from the date on which such resolution is passed, provided that before any such resolution is passed, the affected member shall be afforded an opportunity to show cause why he / she should not be expelled within 15 days of such notice.

(c) The Executive Committee (EC) may also order the termination of membership of any person, if it is satisfied that:-

(i) He /she has been found to be of unsound mind by a court of law.

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(ii) He /she has been convicted by a criminal court for an offence involving moral turpitude or such act for which sentenced.

(iii) He / she has been declared insolvent by a court of law.

(iv) Member whose professional membership has been terminated, for example from Bar Council of India or Medical Council of India or similar organisations which prevents such members from practicing their profession.

(v) Also those members who have given fraudulent information for house tax exemption or have filed false claims from State Govt for rewards for decorations or from IAFBA or any other welfare / rehabilitation agency like DGR, KSB etc.

(vi) Also members who have been expelled by the Defence
Co-operative Societies for unbecoming conduct of disruption of lawful activities, submitting false affidavits to obtain housing or house plot allotments or indulging in extraction of money with false promises and inducements and acts of similar nature.

(d)       Any member may resign from the membership of the Association by giving a written notice to the Secretary at HO / Branch / Chapter of not less than one month of his / her intention to resign. The resignation in such cases shall become effective from the date stated in the resignation or after the passage of 30 days from the date of receipt of such notice by the Secretary, whichever is later, unless it is earlier revoked by the member by giving sufficient reason/s by delivering a written communication to the Secretary prior to the effective date.

(e)       In case a person whose life-membership has been terminated or who has resigned such membership, shall be required to pay the subscription again at the prevailing rates, if he/she submits an application for re-admission to life-membership subject to approval of application by the Executive Committee.

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13. All payments (Membership / Subscription fee, Donations etc.) are to be received in AFA Bank account only. Bank details of AFA are as under:-

(a)       Beneficiary Account Number     :           1204312218

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(b) Account Name : Air Force Association
(c) IFSC : CBIN0283463
(d) MICR : 110016070
(e) Bank Name : Central Bank of India
(f) Branch Name : Air Force Station, New Delhi-110003

Membership Cards.

(a)        Initial Issue.             AFA membership card will be issued to all eligible members on receipt of membership subscription / nil subscription as the case may be.

(b)        Duplicate Card.       Duplicate AFA membership card will only be issued on receipt of letters or e-mail from concerned Branch Office / Individual having verified the loss. On receipt of payment of Rs. 50/-, a duplicate card will be issued, which will be stamped as “DUPLICATE” on the top of AFA membership card.

(c)        AFA membership card will, however, not entitle the members to any privileges (including entry to any defence installation/premises) enjoyed by ESM / Dependents.

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SECTION – IV

ORGANISATION AND MANAGEMENT

Organisation

15. Founding members The Air Force Association was registered with the Registrar of Societies under the Societies Registration Act XXI of 1860 (Punjab Amendment Act, 1957), as extended to the State of Delhi at the request of the following founding members (all retired Air Force Officers), under Registration number S/11186 of 1980 dated 15 Sep 1980 :-

Management Committees and Functions

16.  The Association with its Head Office at New Delhi shall constitute the following for its management:-

(a)       A Governing Council (Central); GC(C)

(b)       An Executive Committee (Central); EC(C)

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17. Governing Council (Central)

(a)       Composition.           The GC(C) shall consist of:-

(i)         President

(ii)        Senior Vice-President (Preferably a veteran officer of the rank of     Air Mshl)

(iii)       Vice-President (Preferably a veteran officer of the rank of                Air Vice Mshl)

(iv)       Branch Presidents

(v)        Secretary

(vi)       Treasurer

(vii)      Joint Secretary (should be preferably an Honorary commissioned

officer / MWO / WO)

(viii)     Six nominated members. For all future references they will be addressed as Nominated members.

(ix)       Six life members elected by the General Body.  For all future references, they will be addressed as Elected Members.

(x)     The names of the existing members of the Governing Council to whom the management of the affairs of the Association is entrusted, as required by Section 2 of the Societies Registration Act XXI of 1860 (Punjab Amendment Act, 1957) as extended to the State of Delhi are annexed as Appendix ‘C’.

(b)       The President of the Association shall nominate from amongst the members, a Senior Vice President, a Vice President, a Secretary, a Treasurer, a Joint Secretary and the Branch Presidents of the Association.  All these appointments will be honorary.

(i)         They may be paid incidental charges depending on the financial health of the association.

(ii)        He shall, in addition, nominate to the GC(C) six more members out of which four shall be life members. It is advisable to have two members from the category of Hony / Spouse members. When a Hony / Spouse member becomes member of Governing Council, he / she will have the voting right and Para 7 (b) (ii) of the Memorandum will not be applicable in their case during their tenure as nominated members of the Governing Council.  In the event of non availability of Hony / Spouse members, the President may nominate two more life members to fill the vacancy.

(c)        Any member of the GC(C) who fails without seeking leave of absence to attend three consecutive meetings of the GC(C) shall, unless dispensation is otherwise granted by that Council, cease to be a member of the GC(C). This

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stipulation shall not apply to the Branch Presidents. However, their views may be obtained on the agenda points to be taken up in the GC(C) meeting by bringing them to their notice sufficiently in advance by post. The Presidents of the Branches will attend the Governing Council Meeting only once in two years.  For all future reference, such meetings will be addressed as GC(C) / Biennial Presidents’ Meeting (BPM). However, with the prior permission of the AFA President, the Branch President may designate an alternate member to attend the GC(C) / BPM on his behalf, who will also have the right to vote.

(d)       The tenure of all appointments /nominations will be for a period of three years.

(e)       The following office bearers viz Sr VP / VP / Secy / Treasurer and Branch Presidents can hold an appointment for a maximum of six years. The duration may be extended by the President till such time a suitable replacement is approved.

(f)        The tenure of office of the elected and nominated members in GC(C) shall be until the expiry of a period of 36 months from the date on which they assumed their office or till the date on which the next General Body Meeting after the expiry of the period of the said 36 months is held, whichever, is later. The elected members can serve continuously for two tenures subject to their willingness to serve for second tenure and acceptance by majority of the members present at the AGM.  The nominated members can also serve continuously for two tenures subject to their willingness to serve for second tenure.

(g)       The existence of a vacancy in the Governing Council shall in no way invalidate the constitution of the Governing Council or any of its acts.

(h)       The President of the Association will be the immediately retiring CAS and will hold office till the serving CAS retires who will then take over as the President.  However, due to some reason whether personal or official, if the retiring CAS is not able to take over as President from the date of his retirement, the President would be requested to continue. If due to some reason the President is also not in a position to continue beyond his normal tenure, the serving CAS will request either one of the previous Presidents or a Veteran Air Marshal to take over as the President.

18.  Functions

(a)       The Governing Council shall be responsible to ensure that the affairs of the Association are properly managed in accordance with the bye-laws, these rules and regulations and the decisions of the General Body.

(b)       Without prejudice to the generality of clause (above), the GC(C) shall have powers to:-

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(i)       Enforce and carry out these rules and regulations and the resolutions passed by the General Body.

(ii)        Authorise the opening of any Branch / Sub-Branch / Chapters of the Branch in any State / Union Territory as per the rules in force.

(iii)       Hold in trust any movable / immovable property on behalf of the Association or any of its Branches or any of its constituent or chapters.

(iv)       Scrutinise for approval the application of any society or other body of persons for affiliation with the Association.

(v)        Appoint committees / sub-committees from amongst the members of the Association and delegate to them such functions, duties and powers as deemed appropriate.

(vi)       Fill any vacancy which may occur in any committee or sub-committee.

(vii)      Nominate any member to represent the Association in any conference or assembly of Ex-Servicemen in India or abroad, and if necessary, to authorise the expenditure to meet the expenses in connection there with in; full or in part.

(viii)     Authorise any member or person to represent the Association in any legal proceedings with power to engage any counsel to conduct such proceedings on behalf of the Association and to do such other acts as may be necessary for the processing of the case including payment of costs, charges and expenses of or incidental to any of the aforesaid matters or things.

(ix)       Acquire and execute any trust, and appoint trustees and fix their remunerations and in accordance with trust deed, if any, remove any one or all of them, if necessary.

(x)        Subject to the approval of the General Body, frame Bye-laws from time to time. In the normal course, once a bye law has been made, the same shall not be proposed for amendment for a period of two years unless the situation warrants otherwise.

(xi)       Regulate the affairs of the Association in furtherance of the aims and objectives mentioned in the Memorandum.

Meetings of the Governing Council (Central)

19.       The GC(C) shall ordinarily meet once in three months at such time and place as the President of the GC(C) may decide provided that there shall not be less than two

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meetings in a year. At least 15 days notice shall be given by the Secretary to the members of the GC(C) for any ordinary meeting. The President may however, call a special meeting of the GC(C) by giving a notice of at least seven days and emergency meeting of the GC(C) at such shorter notice as the situation may demand. An e-mail notice to the registered e-mail address would suffice.  The Branch Presidents will attend only one meeting in two years which is also known as the Biennial Presidents’ Meeting.  Expenses for such meetings will be borne by AFA HO.

20. Presence of one third of total members with voting rights shall constitute the quorum.
21. The President shall be the Chairman in all the Governing Council Meetings (Central). In his absence the Senior Vice President / Vice-President shall act as the Chairman.
22. Every question in the GC(C) Meetings shall be decided by majority of votes. In case of equality of votes, the Chairman shall have a casting vote. A declaration by the Chairman that a resolution has been passed or lost and an entry to that effect in the Minutes Book of the GC(C) shall be conclusive evidence of that fact.
23. If in any case, it is considered inexpedient to hold a meeting of the GC(C), the President may cause a resolution to be circulated through e-mail followed by an SMS to the registered mobile number to all members of the GC(C). Thereupon, on the communication by a majority of the members of the GC(C) having the voting rights, to the President of their assent thereto, such resolution shall be deemed to have been duly passed at a duly constituted meeting of the GC(C), and recorded in the minutes to that effect.
24. Life members holding any office of profit in the Association or in any of its Branches and honorary members shall have no right to vote at a GC(C) meeting.

25. Executive Committee (Central); EC(C)

            (a)       Composition.           The Executive Committee (Central) shall consist of:-

(i)         President

(ii)        Senior Vice President

(iii)       Vice President

(iv)       Secretary

(v)        Treasurer

(vi)       Joint Secretary

(b)       Functions.    The powers and duties of the Executive Committee entrusted by the GC(C) shall be:-

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(i)         To deal with all matters relating to finance, administration, membership, publicity, etc and to make recommendations to the GC(C) as may be considered desirable.

(ii)        To carry out any task and assume responsibilities specifically assigned to it by the GC(C) from time to time.

(iii)       To examine and make recommendations on the budget, the annual report, the annual accounts and balance sheet, any proposals for amendments to the memorandum of association or the rules and regulations or Bye-laws and any other matters required to be submitted to the GC(C) or any meeting of the General Body.

(iv)       To appoint such categories of staff or workers, as may be authorised by the GC(C) from time to time, and to promote, suspend or remove them from the service.

(v)        Subject to the approval of the GC(C), fill any vacancy that may occur in any of the Committee / Sub-Committee other than any vacancies on the EC(C).

(vi)       To take decisions or actions on any matter not specifically provided in the clauses above, where such decision or action required is of urgent nature and cannot wait until next GC(C) meeting, provided that all such decisions and actions shall be reported to the GC(C) for ratification at its next meeting.

26. The EC(C) shall be responsible to the GC(C) for its actions and decisions and the GC(C) in turn shall be responsible to the General Body for all their actions and decisions.

Management of Branches

27. The Association may also authorize establishment of Branches / Sub-Branches / Chapters of AFA in any State / Union Territory and other Countries, where Ex-Indian Air Force personnel are settled and residing, as per the rules in force. A list of Branches and Chapters is placed as Appendix ‘D’.

28. The Branches (and the Chapters) will follow the instructions issued by AFA Head Office at Delhi in their functioning and formation of their respective Governing Councils & its functionaries. The Presidents of the Branches will be nominated by the President (Central), after giving due consideration to the recommendations of the respective Branches. The Branch President will hold office at the pleasure of the President (Central) at Delhi as per the tenure policies in force. Other office bearers will hold the office as per Para 17 (d) & (e) above. The Branches / Chapters shall also lay down the financial provisions as ratified by AFA Head Office. Within the ambit of AFA MoA and the Rules & Regulations in force, the Branch Presidents may issue suitable guidelines to their respective Chapters covering all aspects on day to day management of the Chapters.

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Annual General Meeting

29. Annual General Meetings of the Association shall be held once in each year at such time and place as the Governing Council (Central) may decide.  It is generally held by the AFA Head Office at 1000 hrs on 15 Sep every year, the anniversary of AFA, at AF Auditorium in Subroto Park. (Branches / Chapters may decide as suitable to them). In case the same cannot be held on this day or at this venue due to administrative reasons, extraneous circumstances like natural calamities, law and order situation etc. the next date and / or venue will be announced through the website of AFA sufficiently in advance with a moving scroll.

30. The following business shall be transacted at the Annual General Meeting:-

(a) Presentation and adoption of the Annual Report of the Association and the audited balance sheet and accounts of the previous year.

(b) Election of members to the GC(C) for the ensuing three years is required to be conducted, if due.

(c) Such other business as may be placed on the agenda or permitted by the Chairman.

31. If the AGM is on the fixed day (15 Sep), no notice is required to be sent to individual members. A notice on the website and on the notice board of AFA office shall be deemed to be the notice duly served. Notice of all motions proposed to be moved by any member shall be given in writing to the Secretary duly signed by at least one member entitled to vote, at least thirty days before the date of the Annual General Meeting. In preparing the agenda for the Annual General Meeting, the GC(C) shall have the right:-

(a) To determine the order in which the business included in the agenda is to be considered

(b) To co-ordinate into one or more resolutions, items covering the same subject wholly or in part

(c) To reject any motion which may be considered inconsistent with the aims and objects of the Association or irregular or out of order

(d) To frame and introduce any resolution which may be considered necessary for consideration of the General body. e.g., change in Life Membership Fee, changes in the MOA, Rules & Regulations etc

32. Agenda shall be circulated to all members through uploading on AFA website atleast 21 days in advance or by display at a prominent place in the registered office of the Association Head Office, Branch offices, Sub-Branches and Chapters. The President of the Association or in his absence the Sr Vice-President shall act as Chairman of the General Meeting. In case both are not present, members present shall choose one

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amongst them to be Chairman. Fifty members or 10% of members entitled to vote, whichever is less, present at the Annual General Meeting, shall constitute the quorum for the General Body Meeting. No business shall be transacted unless the quorum is complete at the commencement of the business. If the quorum is not complete at the appointed time the house shall stand adjourned for half an hour. After this stipulated half an hour, the meeting shall meet again at the same place and proceed with the same agenda. No quorum shall be necessary for the adjourned meeting. Every proposal/suggestion submitted at the meeting shall be decided by a majority of votes of the members present including the casting vote of the Chairman.

Extra-Ordinary General Meetings

33. Extra-ordinary General Meeting may be convened by the Governing Council (Central) or by the President when considered necessary. Extra-ordinary General Meeting shall also be called by the President on presentation to him of a written requisition by not less than 30 members for considering such matters as may be specified in the requisition. The rules and procedure applicable to the conduct of the Annual General Meeting shall also apply to extra-ordinary general meeting except that the period of notice shall be 15 days, placed on the website and on the office notice board. The notice shall state the specific purpose for which the meeting is being convened and no business other than the one notified shall be transacted at such meeting without the sanction of the President. If at the time fixed for an extra-ordinary general meeting convened on requisition, the quorum is not complete and the number of members present remains below the quorum for next thirty minutes the meeting shall unless the Chairman decides otherwise for any reason to be recorded, would stand dissolved.

34. Committees / Sub-Committees   The GC(C) may appoint one or more committees or Sub-Committees as may be considered necessary and delegate to them such functions, powers and duties as may be considered necessary.

35. Proceedings and Their Evidences   All minutes, proceedings, resolutions etc. of all General Body Meetings and Meetings of the GC(C), EC(C) and other Committee and Sub-Committees, signed by the Secretary and countersigned by the VP / Sr VP shall be evidence of the matters stated therein.

36. Reimbursement of Expenses- Office Bearers   Members of the GC(C), EC(C) and other Committees / Sub-Committees shall be entitled for “Reimbursement of Expenses” as decided by the President (Central) in respect of Headquarters and as by the Branch Presidents in respect of their respective Branch, as per the existing rules in force. Office bearers of AFA and its Branches may be paid incidental expenses. The quantum of incidental expenses is to be finalised taking into account the financial health.

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Powers And Functions Of The Office Bearers

37  President

(a) The President shall preside over all General Body Meetings, Conventions, GC(C) Meetings and EC(C) Meetings. His ruling on points of procedure and as to the result of voting at the meeting shall be final.

(b) The President will have full Administrative & Financial powers to ensure smooth running of the Head Office & the Branches towards attaining aims / objectives of the Association.

(c) To render advice to the office bearers towards:-

(i) Fund raising to achieve aims & objectives of the Association.
(ii) Initiate steps for enhancing/building of the image of the Association.
(iii) Any other relevant issue considered necessary by him.

(d) The President or in his absence the Sr Vice President may, when necessary, make a decision or take action on any urgent matter, and when this is done, the decision made or action taken shall be submitted to the GC(C) / Executive Committee (C) for ratification at its next meeting.

38. Senior Vice President & Vice President

(a) The Senior Vice President shall preside over the meetings in the absence of the President. The President may assign any specific duties to the Senior Vice President.

(b) The Vice President shall assist the Senior Vice President in his various duties, such as:-

(i) Efficient running of the Head Office & Branches / Sub-Branches / Chapters.

(ii) Fund Raising

(iii) Image Building measures, Welfare Projects etc.

(iv) Control the functions of the Secretary and Ventures like Senior Citizens’ Home, Placement Cell, etc.

(c) Vice President shall assist the Senior Vice President in the specific duties as assigned from time to time.

39.Secretary

The duties and responsibilities of the Secretary shall be:-

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(a) To manage the Headquarters office and its staff.

(b) To record or cause to be recorded minutes of all meetings, Conferences
and Conventions of the Association, the GC(C), the EC(C) or other Committees Sub-Committees, and to attend such of them as may be practicable.

(c) To ensure that proper record of all decisions given/resolutions passed at the above meetings are maintained and appropriate action taken toward their implementation.

(d) To advise on all matters concerning administration and policies of the Association.

(e) To maintain proper record of names and addresses of all the members and office bearers of the Association and others present at the meetings of the Association.

(f) To maintain proper registers and records of all employees of the Association who shall be under his administrative control.

(g) To conduct correspondence on behalf of the Association.

(h) To have custody of all books and records of the Association.

(j) To draft annual or other reports of the Association for submission to the EC(C), GC(C) and General Body.

(k) To maintain necessary information on the working of various constituents and branch organisations of the Association and other relevant records / events.

(l) To maintain the Register of Members and Membership Cards.

(m) To file annually in the month of January, a list of the names, addresses and occupation of the members of the GC(C) to the Registrar of Societies Delhi as required by section 4 of the Society Registration Act, 1860 as amended by Punjab Amendment Act XII of 1957 as extended to Delhi.

(n) To be in charge of all the property of the Association.

(o) To have custody of all the common seals of the Association.

(p) To maintain liaison / coordination with the Treasurer and to ensure that all cheques and negotiable documents issued by the Headquarters of the Association are duly signed by the persons authorised (there should be two signatories for signing cheques / negotiable instruments).

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(q) To carry out such other duties as are assigned to him by the GC(C) or the EC(C).

40. Admin Officer.  The Admin Officer shall assist the Secretary in his tour of duties and as per the charter of duties laid down for him. He is also to carry out several duties amongst those specified in Para 39 as are assigned to him by the Vice President and the Secretary.

41. Treasurer.  The Treasurer will be responsible to see that all subscriptions are duly collected and that the accounts of the Association are properly maintained. He shall take proper and due precautions for the safe custody of the cash, cheque books, seals and securities of the Association. He will operate the accounts of the Association. He shall supply to the GC(C) and EC(C) such information pertaining to the accounts and finances of the Association that they may require. He shall also perform such other functions pertaining to finances of the Association as may be required of him by the President, the GC(C) or the EC(C).

42. Editor  The Editor shall be responsible for Bi-annual publication of AFA News “Eagles Eye”. He shall also co-ordinate all publications and advertisements for Air Force Association Head Office.

43.Joint Secretary

The duties and responsibilities of the Joint Secretary shall be:-

(a) To manage the Headquarters office and its staff with consultation of Admin Officer and Secretary.

(b) To assist the Secretary in his day to day functioning.

(c) To ensure that proper record of all decisions /resolutions passed at the meetings are maintained.

(d) To assist office bearers on all matters concerning administration and policies of the Association.

(e) To ensure smooth functioning of central registry including the monitoring / filling of in / out going mails.

(f) To maintain proper registers and records of all employees of the Association.

(g) To liaise with branches and other agencies for smooth functioning and have regular correspondence on behalf of the Association in consultation with office bearers.

(h) To have custody of all books and records of the Association.

(j) To ensure that data of the Members is endorsed correctly in the membership register. To ensure that the membership application is scrutinized.

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Thereafter membership cards are to be issued and dispatched to individuals. A monthly return is to be send to the respective branch.

(k) To ensure that stock of the association items on sale are properly BOCs/SOCs. Discrepancies, if any are to be brought to the knowledge of the authorities.

(l) To liaise with DAV regularly on matter pertaining to Veterans.

(m) To carry out such other duties which are assigned to him from time to time by superiors.

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SECTION – V

FINANCE

Financial Year

44. Financial year of the Association shall be the year commencing on 1st April of the year to 31st March of the following year or as declared by the Government of India.

Bankers

45. The Bankers of the Association shall be the Central Bank of India, Air Force Stn, New Delhi or such other banks as the Executive Committee may decide from time to time.  Branches can identify a suitable Public sector bank or other Banks which are authorised for Public Fund transaction which is convenient to them for their banking activities.

Funds & Utilisation

46. The Association may raise funds to achieve aims and objectives of the Association by any of the means consistent with the Memorandum of Association including:-

(a) By appeals to the Union and State Governments.

(b) By appeals to the general public and other institutions for contribution, gifts or donations.

(c) By organising sports, competitions, dances, and other entertainments as permitted by law.

(d) By publication and sale of books, magazines, journals periodicals and newspaper.

(e) By sale of publicity material / souvenirs.

(f) Through CSR funds.

(g) By any other lawful means.

47. The collections on account of membership subscription shall be shared between the Head Office and the Branches as per the decision taken by Governing Council (C) from time to time.

Sources of Income

48. The sources of income of AFA are as under:-

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(a) Subscriptions & donations to AFA.

(b) Donations from other sources.

(c) Interest on investments and savings bank account.

(d) Yearly Financial Support from Air HQ from the IAF NPF/CWF.

Accounts

49. The GC(C) shall cause true accounts to be kept of all sums of money, received and expended by the Association and of matters in respect of which such receipts and expenditure takes place and of the assets, credits and liabilities of the Association. The GC(C) shall lay before the Annual General Meeting an income / expenditure account and balance sheet duly audited once in a year as provided by these rules. A copy each of such accounts and balance sheet shall be displayed on the notice-board at the registered office of the Association at least 14 days prior to the date of the meeting at which the same is to be presented to the General Body. The Branches shall maintain their accounts on similar lines and submit their final accounts duly audited by a Chartered Accountant to Head Office for preparation of consolidated accounts by 31st May each year.

Audit of Accounts

50. The Registrar of Societies Act 1860 does not provide mandatory audit of a Society. However, the GC(C) may desire to do so.

51. A duly qualified Chartered Accountant / Registered Accountant preferably an ex-serviceman, where feasible, shall be appointed by the GC(C) in an Honorary or paid capacity as appropriate, as the auditor of the Association. The auditor shall have the right of access to all the books of accounts, vouchers and financial documents of the Association and shall be entitled to enquire from any member of the GC(C) or the EC(C) such information and explanation as may be necessary for proper performance of his functions.

52. Books of Accounts   Necessary books of accounts are to be maintained for the purpose of monitoring the Funds and maintaining income and expenditure record. All
accounting is to be done in accordance with the guidelines contained in IAP 3503 and other suitable Instructions laid down in this regard.

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SECTION – VI

RELIEFS / GRANTS / FINANCIAL ASSISTANCE / WELFARE SCHEMES

Relief

53. “Relief” means assistance given as a grant or gift for relief of distress. It may be given by paying money in lump sum or in instalments spread over periods as prescribed by the concerned authorities or supplied in kind such as sewing machine, hosiery machine, artificial limb / devices / surgical appliances etc.

54. The AFA endeavours to provide relief to its members in various forms. It could be physical support, moral support, administrative support and in a few cases financial support. The resources are limited but it reaches out to its members for financial support in the following manners.

Ex-Gratia Grant

55. On death of an AFA member, his / her spouse may submit an application to the concerned AFA Branch / Head Office for a grant of Ex-Gratia (i.e. Rs. 7,500/-) along with death certificate. The Branch after verifying records / scrutiny of application(s) will make payment to the spouse / NOK of the deceased member(s) (if the spouse has already expired prior to the demise of the member) along with a condolence letter and forward the details to AFA Head Office for reimbursement.

Scholarships

56. AFA HO will manage scholarship schemes for wards of air veterans, NCs(E), widows and serving personnel. These scholarships include those being given by AFA itself or those sponsored by air veterans / others. These scholarships will be awarded on merit cum means basis giving extra marks to girl student and ward of widows / NCs(E). Eligible applicants may submit their applications (available at AFA website www.afa-india.org) to AFA Head Office within the stipulated period. Information for various scholarships will be widely published through AFA website (www.afa-india.org), Facebook and Eagle’s Eye Magazine / Branch Offices.

57. In order to ensure that more and more personnel are benefited from these scholarships, only one child from a family will be eligible for these scholarships.

Welfare Schemes

58. Grant for Childless Couple.   There is a grant which is given to air warrior / air veteran for IVF Treatment. For consideration of the grant the couple should have exhausted all treatment facilities at services hospital (3 Unsuccessful attempts). The maximum financial assistance admissible to an individual is Rs One Lakh once only. The application for serving air warrior needs to be forwarded to AFA duly recommended by SMO and AOC / Stn Cdr either directly to AFA HO or through one of its Branches. In case of veterans the recommendation of medical officer ECHS & OIC Poly Clinic is required. A ‘K’ Broadcast is sent through Air Force Channels so as wide publicity is given to this.

59. Marriage Grant for Daughter of Widow.   The Association provides marriage grants in the form of Shagun for the marriage of daughter of a widow member. The grant

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is available to widow members who have been members of association for minimum two years.  In case the late husband of the widow was already a member, this condition of two years will not be valid.

Note:   These schemes are the ones which are currently in vogue.  They may change from time to time depending on the financial status of the Association and willingness of the donor.

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SECTION – VII

 AMENDMENTS TO MEMORANDUM OF ASSOCIATION 
AND RULES AND REGULATIONS

60. These rules and regulations may be altered, added to or abridged by the vote of a majority of members present at any GC(C) meeting provided that a notice of such alternation, amendment addition or abridgement is given through registered e-mail to every member of the GC(C) and Branches of the Association at least 21 days before the date on which such meeting is being convened.

61. (a) Whenever it shall appear to the GC(C) that it is advisable to alter, extend or abridge the purposes for which the Association has been established, or to alter, extend, abridge the objectives of the Association as contained in the Memorandum of Association or amalgamate the Association either wholly or partially with any other Society or whenever the GC(C) intends to change the name of the Association, the President shall, after a resolution to that effect has been passed by the GC(C), submit the proposition to the branches of the Association in a written or printed report and shall convene a special meeting of the General Body for the consideration thereof.

(b) No proposition for the alteration, extension or abridgement of the purposes or the objectives of the Association or for its full or partial amalgamation with any other Society or for change of its name shall be carried into effect in the special meeting of the General Body unless the report mentioned in sub-rule (a) has been delivered or sent by post to every branch of the Association at least 10 days previous to the date on which the special meeting is being convened, nor unless such proposition have been agreed to in writing by three-fifth of the total number of branches and confirmed by the votes of three-fifth of the members present at a second special meeting of the General Body, convened by the President on behalf of the GC(C) at an interval of one month of the former meeting.

(c) A copy of the proposition carried into effect as mentioned in sub-rule (b) above, shall forthwith be forwarded to the Registrar of Societies, New Delhi.

(d) Notwithstanding any proposition for the change of name of the Association carried into effect as mentioned in sub-rule (a) above, the name of the Association shall not be changed unless the Registrar of Societies, New Delhi, has registered the change of names and has issued a Certificate of Registration altered to meet the circumstances of the case.

Dissolution

62. (a) Whenever the GC(C) intends that the Association shall
be dissolved, or any number not less than three-fifth of the total number of members of the Association submit a written notice to the President, he shall inform every member of the Association of the resolution to that effect passed by

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the GC(C) or of the written notice received as the case may be, and shall convene a special meeting of the General Body as soon as practicable.

(b) The Association shall not be dissolved unless three-fifth of the total number of members shall have expressed a wish for such dissolution by votes either delivered in person or by proxy at the special meetings of the General Body convened for the purpose.

(c) Where not less than three-fifth of the members have determined as mentioned in sub-rule (b) above that the Association shall be dissolved, the Association shall be dissolved forthwith or at the time agreed upon during the special meeting, and all steps necessary shall be taken by the GC(C) for the disposal and settlement of the property of the Association, its claim and liabilities according to these rules and regulations as may be applicable, if any, and if not, then as the GC(C) shall find expedient.

(d) If upon dissolution of the Association there shall remain after the satisfaction of all its debts and liabilities and property whatsoever, the same shall not be paid to or distributed amongst the members of the Association but shall be given to the IAF Benevolent Fund (a Society registered under the Societies Registration Act, 1860) or to some other Society as may be determined by the votes of not less than three-fifth of the members present personally or by proxy at the time of dissolution.

Suits By or Against The Association

63. (a) Law suits for or against the Association shall be filed in the name of the President or in the name of such other person as may be appointed by a resolution of the GC(C) for this purpose. However, all acts on behalf of AFA, including filing of Affidavits, Vakalatnamas etc., will be done by the Secretary AFA.

(b) All lawsuits / disputes for and against AFA will be subject to jurisdiction of Courts located in Delhi under the geographical jurisdiction of Delhi High Court. However, for local disputes, involving AFA Branches, the jurisdiction will be that of Courts located in geographical jurisdiction of the High Courts of their areas and will be contested under the arrangement of the Branches, with prior approval of AFA, Head Office.

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Rules & Regulations of Association

64. Certified that this is the correct copy of the Rules and Regulations of the Association, as amended.

            Signed by:-

            Name                                                             Designation                         Signature/Date

Air Chief Mshl RKS Bhadauria (Retd)      President

Air Mshl Jagjeet Singh (Retd)                    Sr Vice President

AVM Amit Tyagi (Retd)                                Vice President

Gp Capt CS Chandel (Retd)                      Secretary

Gp Capt Vinay Sareen (Retd)                     Treasurer

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Appendix ‘A’

(Refers to Para 3 of Charter & Rules of AFA)

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Appendix ‘B’

(Refers to Para 4 (b) of Charter & Rules of AFA)

No. 1/13/09-P&PW (E)

Government of India

Ministry of Personnel, P.G. & Pensions

Department of Pension & Pensioners’ Welfare

     3rd Floor, Lok Nayak Bhawan,

               Khan Market, New Delhi,

                   19th July, 2017.

OFFICE MEMORANDUM

Sub: Eligibility of divorced daughters for grant of family pension – clarification regarding.

Provision for grant of family pension to a widowed/divorced daughter beyond the age of 25 years has been made vide OM dated 30.08.2004. This provision has been included in clause (iii) of sub-rule 54 (6) of the CCS (Pension), Rules, 1972.

2. As indicated in Rule 54(8) of the CCS (Pension) Rules, 1972, the turn of unmarried children below 25 years of age comes after the death or remarriage of their mother/father, i.e., the pensioner and his/her spouse. Thereafter, the family pension is payable to the disabled children for life and then to the unmarried/widowed/divorced daughters above the age of 25 years.

3. It was clarified, vide this department Office Memorandum of even number, dated 11th September, 2013, that the family pension is payable to the children as they are considered to be dependent on the Government servant/pensioner or his/her spouse. A child who is not earning equal to or more than the sum of minimum family pension and dearness relief thereon is considered to be dependent on his/her parents. Therefore, only those children who are dependent and meet other conditions of eligibility for family pension at the time of death of the Government servant or his/her spouse, whichever is later, are eligible for family pension. If two or more children are eligible for family pension at that time, family pension will be payable to each child on his/her turn provided he/she is still eligible for family pension when the turn comes.

4. It was clarified that a daughter if eligible, as explained in the preceding paragraph, may be granted family pension provided she fulfils all eligibility conditions at the time of death/ineligibility of her parents and still on the date her turn to receive family pension comes. Accordingly, divorced daughters who fulfil other conditions are eligible for family pension if a decree of divorce had been issued by the competent court during the life time of at least one of the parents.

5. This department has been receiving grievances from various quarters that the divorce proceedings are a long drawn procedure which take many years before attaining finality.

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Appendix ‘B’

(Refers to Para 4 (b) of Charter & Rules of AFA)

No. 1/13/09-P&PW (E)

Government of India

Ministry of Personnel, P.G. & Pensions

Department of Pension & Pensioners’ Welfare

     3rd Floor, Lok Nayak Bhawan,

               Khan Market, New Delhi,

                   19th July, 2017.

OFFICE MEMORANDUM

Sub: Eligibility of divorced daughters for grant of family pension – clarification regarding.

Provision for grant of family pension to a widowed/divorced daughter beyond the age of 25 years has been made vide OM dated 30.08.2004. This provision has been included in clause (iii) of sub-rule 54 (6) of the CCS (Pension), Rules, 1972.

2. As indicated in Rule 54(8) of the CCS (Pension) Rules, 1972, the turn of unmarried children below 25 years of age comes after the death or remarriage of their mother/father, i.e., the pensioner and his/her spouse. Thereafter, the family pension is payable to the disabled children for life and then to the unmarried/widowed/divorced daughters above the age of 25 years.

3. It was clarified, vide this department Office Memorandum of even number, dated 11th September, 2013, that the family pension is payable to the children as they are considered to be dependent on the Government servant/pensioner or his/her spouse. A child who is not earning equal to or more than the sum of minimum family pension and dearness relief thereon is considered to be dependent on his/her parents. Therefore, only those children who are dependent and meet other conditions of eligibility for family pension at the time of death of the Government servant or his/her spouse, whichever is later, are eligible for family pension. If two or more children are eligible for family pension at that time, family pension will be payable to each child on his/her turn provided he/she is still eligible for family pension when the turn comes.

4. It was clarified that a daughter if eligible, as explained in the preceding paragraph, may be granted family pension provided she fulfils all eligibility conditions at the time of death/ineligibility of her parents and still on the date her turn to receive family pension comes. Accordingly, divorced daughters who fulfil other conditions are eligible for family pension if a decree of divorce had been issued by the competent court during the life time of at least one of the parents.

5. This department has been receiving grievances from various quarters that the divorce proceedings are a long drawn procedure which take many years before attaining finality.

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There are many cases in which the divorce proceedings of a daughter of a Government employee/pensioner had been instituted in the competent court during the life time of one or both of them but none of them was alive by the time the decree of divorce was granted by the competent authority.

6. The matter has been examined in this department in consultation with Department of Expenditure and it has been decided to grant family pension to a divorced daughter in such cases where the divorce proceedings had been filed in a competent court during the life-time of the employee/pensioner or his/her spouse but divorce took place after their death – provided the claimant fulfils all other conditions for grant of family pension under rule 54 of the CCS (Pension) Rules, 1972. In such cases, the family pension will commence from the date of divorce.

7. This issues with the concurrence of Ministry of Finance, Department of Expenditure, vide their ID No. l (l 1)/EV/2017, dated i11 July, 2017.

(D.K. Solanki)
Under Secretary to the Government of India
Tel No. 24644632

1. All Ministries/Departments of the Government of India
2. 0/o The Comptroller & Auditor General of India
3. 0/o The Controller General of Accounts, Lok Nayak Bhavan, New Delhi.
4. Pensioners’ Associations as per list maintained in the Department
5. All Officers/Desks

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Appendix ‘C’

(Refers to Para 17 a (x) of Charter & Rules of AFA)

MEMBERS OF GOVERNING COUNCIL

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DETAILS OF BRANCHES / CHAPTERS

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