1. Name

The name of the group shall be the Aviation and Aerospace Archives Initiative (hereafter ‘the AAAI’ or ‘the Initiative’).

2. Mission

The Aviation and Aerospace Archives Initiative (AAAI) seeks to ensure that archives covering all aspects of aviation and aerospace in the United Kingdom are collected and preserved, made accessible, and their use facilitated.  To this end it aims to

•           Connect individuals and institutions with interests in aviation and aerospace archives, providing opportunities for mutual support and a forum for advice and knowledge sharing.

•           Offer sound and comprehensible guidance on the good curation of archives, records and related material, including ensuring their accessibility.

•           Disseminate intelligence about the nature, extent and location of relevant collections, including those at risk, through information gathering and surveying work.

•           Promote aviation and aerospace archives and heritage to specialist and non-specialist audiences.

To achieve these aims, we will work with individuals (both professionals and volunteers), organisations and networks within the aviation heritage, archives, academic and other sectors, and will seek opportunities to initiate and support appropriate events and projects.

3. Membership

Membership comprises anyone who subscribes to the Initiative’s public email list currently hosted on jiscmail, supports the Mission of the AAAI, and abides by the Code of Conduct (Appendix B).  There is no charge for membership.

4.   Steering Group

The strategic direction and essential activities of the Initiative are the responsibility of the Steering Group.  This comprises members of organisations with an interest in aviation and aerospace heritage and archives.  Service on the Steering Group is by invitation of the Steering Group.

To ensure the Steering Group has access to key interests in this area, representation will always be sought from the organisations and areas of activity specified in Appendix A.

Membership shall not go above 24, although all members may attend meetings unless special business is to be discussed.

5. Subcommittees

Subcommittees may be established by the Steering Group to undertake activities to fulfil the AAAI’s Mission.  Non-members of the Steering Group may be invited to join working groups.  Each shall have a minimum of two members. A list of subcommittees and those serving on them will be included in the minutes of the AGM.

Each subcommittee shall have a co-ordinator, either appointed by the Steering Group or nominated internally by subcommittee members.  They (or a deputy) are to report at each meeting of the Steering Group.

6. Officers

The co-ordination of the Steering Group will be led by the officers, who shall be elected annually at the AGM by the membership from among AAAI members.

The AAAI officer posts are chair, secretary, treasurer and web officer.

The roles of the officers shall include but may not be limited to the following:

·       Chair: To chair and preside over meetings of the AAAI; to liaise on behalf of the AAAI to other bodies and individuals.

·       Secretary: To convene and organise meetings; to take and circulate minutes.

·       Treasurer: To maintain a bank account, ensure payments are made, and present financial statements.

·       Web Officer: To maintain the integrity and interest of the website and any social media the Steering Group shall decide are appropriate for the Initiative.

7. President

The AAAI may have a President, chosen by the Steering Group.  The role is honorific although the President may vote and serve on subcommittees.  The President is expected to support the Mission of the AAAI and abide by the Code of Conduct (Appendix B).

8. Terms of office

The term of office for any post shall be three years, after which the post-holder shall be eligible for re-election or appointment.

9. Meetings 

The Steering Group will come together at general meetings as necessary, and not less than twice a year.  All meetings are open to all members of the AAAI unless special business is to be discussed.  At least one of the meetings will allow in person attendance although it may be hybrid.

At the meetings the officers will report on the work of the AAAI since the last meeting, and present a financial statement.

Any questions that arise at a meeting will be discussed openly and in accord with the Code of Conduct and the meeting will seek to find general agreement.  If a wide consensus cannot be reached and a decision is necessary, a motion will be presented, a vote taken and a decision made by a simple majority of Steering Group members present (other than matters covered at 11 and 12 below).  The chair of the meeting shall have the casting vote.

All Steering Group members will be given at least two weeks’ notice of a meeting, giving the venue, date, time and agenda and unless special business is to be discussed such information will be circulated to all members of the AAAI.

10. Annual General Meeting

One of the Steering Group meetings each calendar year shall be nominated by the officers as the Annual General Meeting.  A report and accounts of the previous full calendar year shall be presented and elections held.

11. Finances

The AAAI may open and maintain an account at a bank or building society agreed by the Steering Group.  At least three cheque signatories will be nominated by the Steering Group.   The signatories must not be related, members of the same household or members of the same organisation, other than the AAAI.

All payments will be authorised by at least two of the signatories.

Records of income and expenditure will be maintained and accounts presented at the AGM.

All money raised by or on behalf of the Initiative is only to be used to further the Mission of the AAAI.

12. Amendments to the Governing Document

Amendments to the Governing Document may only be made at an AGM.  Any proposal to amend the constitution must be circulated in writing by a Steering Group member to the officers. The proposal must then be circulated with the notice of the next AGM.

Any proposal to amend the Governing Document will require a two thirds majority of the Steering Group.

13. Dissolution

If an AGM, by a majority, votes to close down the AAAI, it shall call a special general meeting to ratify this. The sole business of this meeting will be to consider this proposal and, if agreed, dissolve the AAAI.  This will be treated as a vote to amend the Governing Document.

If it is agreed to dissolve the AAAI, all remaining money and other assets, once any outstanding debts have been paid, will be donated to an appropriate aviation heritage organisation agreed at the meeting which confirms the dissolution.

April 2025

Appendix A

Bodies to be offered representation on the Steering Group of the Initiative:

Air-Britain

Airfield Research Group

Aviation Heritage UK

BAE Systems

British Airways Heritage Centre

The Business Archives Council

The Institution of Mechanical Engineers

Leonardo company

The Military Aviation Heritage Network

The National Museum of the Royal Navy

The National Archives

The RAF Museum

The Royal Aeronautical Society

The Science Museum Group

Scottish Business Council

The remaining places to be filled by representatives of local authority record offices, regional aviation-focused museums, aviation heritage associations, or individuals with aviation-related research interests.

The Steering Group should seek representation from all regions and nations of the UK.

The term ‘representation’ does not necessarily mean official nomination by the body in question.

One person may represent more than one body and one body may have more than one person representing it.

Revision of this list does not constitute a change to the Governing Document.

Appendix B Code of Conduct

The purpose of this Code of Conduct is to set out standards of behaviour expected from members of the Aviation and Aerospace Archives Initiative (the AAAI) when acting on behalf of the AAAI or participating in AAAI activities. 

Members should maintain the highest standards of behaviour by:

• Performing any accepted role with the AAAI to the best of their ability in a safe, efficient and competent way, including meeting any time and task commitments;
• Acting honestly, responsibly and with integrity;
• Communicating with and treating others with fairness and respect;
• Acting in a way that is in line with the Mission of the AAAI; 
• Declaring any interests that may conflict with a fulfilling a role within the AAAI or impinge on the activities of the AAAI (e.g. business interests or employment).
• Keeping confidential matters confidential, including exercising caution and care with any documents containing confidential information;

In respect of their association with the AAAI, members are expected to not:

• Bring the AAAI into disrepute (including through the use of email, social media and other internet sites);
• Engage in any activity that may cause physical or mental harm or distress to another person (including bullying, discrimination or harassment);
•  Provide a false or misleading statement, declaration, document, record or claim in respect of the AAAI;
• Improperly disclose confidential information gained.

Where a member is found to be in breach of the standards outlined in this Code of Conduct this may result in membership being terminated by a subcommittee appointed by the Steering Group.