St Helena Bay Action Group Constitution
Name
1.1 The organisation hereby constituted will be called St Helena Bay Action Group
1.2 Community Organization
The organisation shall:
- Exist, separately from its members.
- Continue to exist even when its membership changes and there are different office bearers.
- Open bank account.
- Be able to sue and be sued in its own name.
2. Objectives
This organization’s objectives are to help in the community with issues around:
_________________________________________________________
- Safety and Security – Main Objective
- Health.
- Services Delivery.
- Environmental Issues.
- Other
3. Income
3.1 The organisation will keep full banking record.
3.2 The organisation may not give any of its money or property to its members or office bearers. The only time it can do this is when it pays for work that a member or office bearer has done for the organisation. The payment must be a reasonable amount for the work that has been done.
3.3 A member of the organisation can only get money back from the organisation for expenses that she or he has paid for or on behalf of the organisation.
3.4 Members or office bearers of the organisation do not have rights over things that belong to the organization.
4. Management
4.1 A management committee will manage the organisation. The management committee will be made up of not less than e.g., five (5) persons. They are the office bearers of the organisation.
4.2 Office bearers will serve for one year, but they can stand for re-election for another term in office after that. Depending on what kind of services they give to the organisation, they can stand for re-election into office again and again. This is so long as their services are needed, and they are ready to give their services.
4.3 If a member of the management committee does not attend three management committee meetings in a row, without having applied for and obtaining leave of absence from the management committee, then the management committee will find a new member to take that person’s place.
4.4 The management committee will meet at least once a month. More than half of members need to be at the meeting to make decisions that can be carried forward. This constitutes a quorum.
4.5 Minutes will be taken at every meeting to record the management committee’s decisions. The minutes of each meeting will be given to management committee members at least two weeks before the next meeting. The minutes shall be confirmed as a true record of proceedings, by the next meeting of the management committee, and shall thereafter be signed by the chairperson.
4.6 The organisation has the right to form sub-committees. The decisions that sub-committees take must be given to the management committee. The management committee must decide whether to agree to them or not at its next meeting. This meeting should take place soon after the sub-committee’s meeting. By agreeing to decisions, the management committee ratifies them.
4.7 All members of the organization must abide by decisions that are taken by the management committee.
5. Powers of the organization
The management committee may take on the power and authority that it believes it needs to be able to achieve the objectives that are stated in point number 2 of this constitution. Its activities must abide by the law.
5.1 The management committee has the power and authority to raise funds or to invite and receive contributions.
5.2 The management committee does, however, have the power to buy, hire or exchange for any property that it needs to achieve its objectives.
5.3 The management committee has the right to make by-laws for proper management, including procedure for application, approval, and termination of membership.
5.4 Organisations will decide on the powers and functions of office bearers.
6. Meetings and procedures of the committee
6.1 The management committee must hold at least two ordinary meetings each year.
6.2 The chairperson, or two members of the committee, can call a special meeting if they want to. But they must let the other management committee members know the date of the proposed meeting not less than 21 days before it is due to take place. They must also tell the other members of the committee which issues will be discussed at the meeting. If, however, one of the matters to be discussed is to appoint a new management committee member, then those calling the meeting must give the other committee members not less than 30 days notice.
6.3 The chairperson shall act as the chairperson of the management committee. If the chairperson does not attend a meeting, then members of the committee who are present choose which one of them will chair that meeting. This must be done before the meeting starts.
6.4 There shall be a quorum whenever such a meeting is held.
6.5 When necessary, the management committee will vote on issues. If the votes are equal on an issue, then the chairperson has either a second or a deciding vote.
6.6 Minutes of all meetings must be kept safely and always be on hand for members to consult.
6.7 If the management committee thinks it is necessary, then it can decide to set up one or more sub-committees. It may decide to do this to get some work done quickly. Or it may want a sub-committee to do an inquiry, for example. There must be at least three people on a sub- committee. The sub-committee must report back to the management committee on its activities. It should do this regularly.
7. Annual general meetings
The annual general meeting must be held once every year, within a period of four months after the organisation’s financial year.
The organisation should deal with the following business, amongst others, at its annual general meeting:
• Agree to the items to be discussed on the agenda.
• Write down who is there and who has sent apologies because they cannot attend.
• Read and confirm the previous meeting’s minutes with matters arising. Chairperson’ s report.
• Treasurer’ s report.
• Changes to the constitution that members may want to make.
8. Finance
8.1 An accounting officer shall be appointed at the annual general meeting. His or her duty is to check on the finances of the organisation.
8.2 The treasurer’s job is to control the day-to-day finances of the organisation. The treasurer shall arrange for all funds to be put into a bank account in the name of the organisation. The treasurer must also keep proper records of all the finances.
8.3 Whenever funds are taken out of the bank account, the chairperson and at least one other members of the organisation must sign or release the withdrawal or cheque.
8.4 The financial year of the organisation ends on 1st of March of each year.
8.5 The organisation’s accounting records and reports must be ready and handed to the Director of Nonprofit Organisations within six months after the financial year end.
8.6 If the organisation has funds that can be invested, the funds may only be invested with registered financial institutions such as banks.
9. Changes to the constitution
9.1 The constitution can be changed by a resolution. The resolution must be agreed upon and passed by not less than two thirds of the members of the management committee who are at the annual general meeting or special general meeting. Members must vote at this meeting to change the constitution.
9.2 Two thirds of the members shall be present at a Meeting (“the quorum”) before a decision to change the constitution is taken. Any annual general meeting may vote upon such a notion, if the details of the changes are set out in the notice referred to in 6.3.
9.3 A written notice must go out not less than fourteen (14) days before the meeting at which the changes to the constitution are going to be proposed. The notice must indicate the proposed changes to the constitution that will be discussed at the meeting.
9.4 No amendments may be made which would have the effect of making the organisation cease to exist.
10. Dissolution/Winding-up
10.1 The organization may close if at least two-thirds of the members of the management committee present and voting at a meeting convened for the purpose of considering such matter, are in favour of closing down.
10.2 When the organization closes it must pay off all its debts. After doing this, if there is property or money left over it should not be paid or given to members of the organisation. It must be distributed to another nonprofit organisation that has similar objectives. The organisation’s management committee must decide what organisation this should be.
This constitution was approved and accepted by members present at this meeting.
————————————————————–
At a special (general) meeting held at and on
_____________________________________
Chairperson
GRONDWET VAN ST. HELENABAAI AKSIEGROEP
1. Naam
1.1 Die organisasie wat hiermee saamgestel word, sal St. Helenabaai-Aksiegroep heet
1.2 Gemeenskapsorganisasie
Die Organisasie moet:
• Bestaan, afsonderlik van sy lede.
• Hou aan om te bestaan selfs wanneer die lidmaatskap verander en daar verskillende ampsdraers is.
• Maak bankrekening oop.
• In staat wees om te dagvaar en in sy eie naam gedagvaar te word.
2. Doelstellings
Die Organisasie se doelwitte is om in die gemeenskap te help met probleme rondom:
_________________________________________________________
a. Veiligheid en sekuriteit – Hoof doelstelling
b. Gesondheid.
c. Aflewering van dienste.
d. Omgewingskwessies.
e. Ander
3. Inkomste
3.1 Die Organisasie sal volle bankrekords hou.
3.2 Die Organisasie mag geen van sy geld of eiendom aan sy lede of ampsdraers gee nie. Die enigste keer dat hy dit kan doen, is wanneer dit betaal word vir werk wat ‘n lid of ampsdraer vir die Organisasie gedoen het. Die betaling moet ‘n redelike bedrag wees vir die werk wat gedoen is.
3.3 ‘n Lid van die Organisasie kan slegs geld van die Organisasie terugkry vir uitgawes waarvoor hy of hy of namens die Organisasie betaal het.
3.4 Lede of ampsdraers van die Organisasie het nie regte op dinge wat aan die Organisasie behoort nie.
4. Bestuur
4.1 ‘n Bestuurskomitee sal die organisasie bestuur. Die Bestuurskomitee sal bestaan uit minstens vyf (5) persone. Hulle is die ampsdraers van die organisasie.
4.2 Ampsdraers sal een jaar dien, maar daarna kan hulle weer verkiesbaar wees vir nog ‘n ampstermyn. Afhangend van watter dienste hulle aan die organisasie lewer, kan hulle weer en weer verkiesbaar wees. Dit is so lank as wat hul dienste benodig word, en hulle is gereed om hul dienste te lewer.
4.3 As ‘n lid van die Bestuurskomitee nie drie Bestuurskomiteevergaderings op ‘n ry bywoon nie, sonder om aansoek te doen en verlof van die Bestuurskomitee te kry, sal die bestuurskomitee ‘n nuwe lid vind om die persoon se plek in te neem.
4.4 Die Bestuurskomitee sal minstens een keer per maand vergader. Meer as die helfte van die lede moet by die vergadering wees om besluite te neem wat oorgedra kan word. Dit is ‘n kworum.
4.5 Notules sal tydens elke vergadering geneem word om die Bestuurskomitee se besluite op te teken. Die notule van elke vergadering sal minstens twee weke voor die volgende vergadering aan Bestuurskomiteelede gegee word. Die Notule word as ‘n ware verslag van die verrigtinge bevestig deur die volgende vergadering van die bestuurskomitee en daarna deur die voorsitter onderteken.
4.6 Die Organisasie het die reg om Subkomitees te stig. Die besluite wat subkomitees neem, moet aan die bestuurskomitee gegee word. Die Bestuurskomitee moet op sy volgende vergadering besluit of hy daartoe instem of nie. Hierdie vergadering moet binnekort na die vergadering van die Subkomitee plaasvind. Deur in te stem tot besluite bekragtig die bestuurskomitee dit.
4.7 Alle lede van die Organisasie moet die besluite wat deur die Bestuurskomitee geneem word, nakom.
5. Bevoegdhede van die organisasie
Die Bestuurskomitee kan die mag en gesag aanvaar wat volgens hom nodig is om die doelwitte te bereik wat in punt nommer 2 van hierdie grondwet uiteengesit word. Die aktiwiteite daarvan moet aan die Wet voldoen.
5.1 Die Bestuurskomitee het die mag en mag om fondse in te samel of om bydraes te bekom en te ontvang.
5.2 Die Bestuurskomitee het egter die mag om eiendom te koop, te huur of om te ruil om dit te bereik.
5.3 Die Bestuurskomitee het die reg om verordeninge op te stel vir behoorlike bestuur, insluitend prosedure vir die aansoek, goedkeuring en beëindiging van lidmaatskap.
5.4 Die Organisasie sal besluit oor die magte en funksies van ampsdraers.
6. Vergaderings en prosedures van die komitee
6.1 Die Bestuurskomitee moet minstens twee gewone vergaderings per jaar hou.
6.2 Die Voorsitter, of twee lede van die Komitee, kan ‘n spesiale vergadering belê soos hulle goed dink. Hulle moet die lede van die Bestuurskomitee egter nie minder nie as 21 dae voordat dit plaasvind, die datum van die voorgestelde vergadering inlig. Hulle moet ook aan die ander lede van die komitee oordra watter sake tydens die vergadering bespreek gaan word. As een van die sake egter bespreek word om ‘n nuwe lid van die Bestuurskomitee aan te stel, moet diegene wat die vergadering belê, minstens 30 dae kennis gee aan die ander Komiteelede.
6.3 Die Voorsitter tree op as die Voorsitter van die Bestuurskomitee. As die Voorsitter nie ‘n vergadering bywoon nie, kies lede van die Komitee wat teenwoordig is, een van hulle wat die vergadering sal voorsit. Dit moet gedoen word voordat die vergadering begin.
6.4 Daar is ‘n kworum wanneer so ‘n vergadering gehou word.
6.5 Indien nodig sal die Bestuurskomitee oor kwessies stem. As die stemme oor ‘n saak gelyk is, het die Voorsitter ‘n reg tot besluit.
6.6 Notules van alle vergaderings moet veilig gehou word en altyd beskikbaar wees vir lede om te konsulteer.
6.7 As die Bestuurskomitee dit nodig ag, kan hy besluit om een of meer Subkomitees in te stel. Dit kan besluit word om dit te doen om vinnig werk te verrig. Of hy wil byvoorbeeld hê dat ‘n Subkomitee ‘n ondersoek moet doen. Daar moet minstens drie persone in ‘n Subkomitee wees. Die Subkomitee moet aan die Bestuurskomitee verslag doen oor sy werksaamhede. Dit moet gereeld gedoen word.
7. Algemene jaarvergaderings
Die Algemene Jaarvergadering moet een keer per jaar gehou word, binne ‘n tydperk van vier maande na die finansiële jaar van die Organisasie.
Die Organisasie moet onder andere die volgende sake tydens sy algemene jaarvergadering hanteer:
• Stem in tot die items wat op die agenda bespreek word.
• Skryf neer wie daar is en wie verskonings gestuur het omdat hulle nie kan bywoon nie.
• Lees en bevestig die notules van die vorige vergadering met aangeleenthede. Voorsitter se verslag.
• Tesourier se verslag.
• Veranderings aan die grondwet wat lede moontlik wil maak.
8. Finansies
8.1 ‘n Rekenpligtige beampte word op die Algemene Jaarvergadering aangewys. Sy of haar plig is om die finansies van die Organisasie na te gaan.
8.2 Die Tesourier se taak is om die daaglikse finansies van die Organisasie te beheer. Die Tesourier sorg dat alle fondse in die naam van die Organisasie op ‘n bankrekening geplaas word. Die Tesourier moet ook behoorlik boek hou van al die finansies.
8.3 Wanneer fondse uit die bankrekening gehaal word, moet die Voorsitter en ten minste een ander lid van die Organisasie die onttrekking of tjek onderteken of vrystel.
8.4 Die finansiële jaar van die Organisasie eindig op 1 Maart van elke jaar.
8.5 Die Organisasie se rekeningkundige rekords en verslae moet binne ses maande na die einde van die finansiële jaar gereed wees en aan die Direkteur van Nie-wins organisasies oorhandig word.
8.6 As die Organisasie fondse het wat belê kan word, mag die fondse slegs by geregistreerde finansiële instellings soos banke voorgelê en belê word.
9. Wysigings aan die Grondwet
9.1 Die Grondwet kan deur ‘n resolusie verander word. Die besluit moet deur nie minder nie as twee derdes van die Bestuurskomitee wat op die algemene jaarvergadering of spesiale algemene vergadering is, ooreengekom word. Lede moet by hierdie vergadering stem om die Grondwet te verander.
9.2 Twee derdes van die lede sal tydens ‘n Vergadering (“die kworum”) teenwoordig wees voordat daar besluit word om die Grondwet te verander. Enige Algemene Jaarvergadering kan oor sodanige begrip stem, indien die besonderhede van die veranderinge uiteengesit word in die kennisgewing waarna in 6.3 verwys word.
9.3 ‘n Skriftelike kennisgewing moet nie minder nie as veertien (14) dae voor die vergadering waarop die Grondwetwysigings voorgestel word, uitgaan. Die kennisgewing moet die voorgestelde wysigings aan die Grondwet aandui wat tydens die vergadering bespreek sal word.
9.4 Geen wysigings mag aangebring word wat die Organisasie kan laat ophou nie.
10. Ontbinding/likwidasie
10.1 Die Organisasie kan sluit as ten minste twee derdes van die lede van die Bestuurskomitee wat by ‘n vergadering belê is om die aangeleentheid te oorweeg, stem om te sluit.
10.2 Wanneer die Organisasie sluit, moet hy al sy skuld afbetaal. Nadat u dit gedoen het, moet daar nie geld of geld oorbly nie of dit aan lede van die Organisasie gegee word nie. Dit moet versprei word na ‘n ander Organisasie sonder winsbejag wat soortgelyke doelstellings het. Die Organisasie se bestuurskomitee moet besluit watter organisasie dit moet wees.
Hierdie konstitusie was goedgekeur, en aanvaar deur lede teenwoordig by die vergadering.