Constitution of The Afrikaans Club Charitable Trust

1. Name of the Trust

The name of the trust shall be: The Afrikaans Club Charitable Trust

2. Mission

Statement Mission: This is a non-profitable Afrikaans Club for all South Africans for the establishment and development of the South African culture in New Zealand through typical South African activities. This mission will be accomplished through: · regular social, cultural and sport activities; · acknowledging the diverse nature of the South African culture; · support services to all South Africans; · networking with relevant bodies and institutions; and in humble gratitude to God Almighty.

3. Membership

Membership of the club shall be open to:
a) Any person who can identify with and support the mission statement of the club.
b) Membership categories:
i) Individual membership: membership fee of $20 pa, entitles a member to one vote at meetings.
ii) Family membership: membership fee of $20 pa, entitles a family to one vote at meetings.

4. Register of Members

A register of members shall be maintained. The register shall show:
a) Members names.
b) Address and telephone number (if available).
c) Date of joining the club.
d) Membership number.

5. Membership fees

a) The annual membership fee shall be reviewed and set at the last general meeting of the financial year and confirmed at the AGM.
b) A member who fails, without due cause, to pay the prescribed membership fee within two (2) calender months after 1 April shall be deemed to be a non-member.
c) Payment of membership fees allows members to vote at general meetings and Annual General Meetings.
d) Non-members are welcome to attend any functions organised by the club, after paying the relevant fee for that specific function.
e) Membership fees are non-refundable.

6. Financial year

The financial year shall be from 1 April to 31 March of the following year.

7. Election of the Management Committee

The business and general affairs of the Club shall be under the management of a Management Committee consisting of:
a) Chairman
b) Vice Chairman
c) Secretary
d) Treasurer
e) Liaison Officer
f) Editor
g) Additional Member
The Management Committee shall have the right to co-opt additional members and replace them as necessary. Registered members only are entitled to stand for office. An elected bearer may resign his appointment by giving notice in writing to the Management Committee.

8. Duties of the Management Committee

The duties of the Management Committee shall be:
a) To implement the decisions of the Club at it's meetings.
b) To record minutes of all meetings.
c) To ensure a correct record of all financial dealings of the Club.

9. Special general meetings

The Chairman may at the request of any ten (10) registered members, call a special general meeting of the Club. Not less than seven (7) days notice must be given of any such special meeting.

10. General meetings.

An Annual General Meeting and as many General Meetings as deemed required shall be held each year. The number of these meetings shall be determined at any General Meeting.

11. Notice of meetings

The Notice of meetings to members shall be not less than seven (7) days prior to each meeting.

12. Conduct of proceedings

Members must be physically present in one room before a meeting of the Club may be said to have been held. The Chairman will chair meetings or in the Chairman's absence, the Vice Chairman. If both are absent, a Chairman is to be nominated by those present. Communication by mail, e-mail or telephone shall not constitute a meeting.

13. Quorum

A quorum shall consist of eleven (11) registered members for general meetings and four (4) for Management Committee meetings.

14. Voting

a) At any meeting where it is necessary to vote on a motion, it shall be decided by a 60% majority of the votes of members present by a show of hands or by ballot paper.
b) Only registered members of the Club shall be entitled to a vote at meetings. c) In the case of family membership, only one person has full voting rights.

15. Finance

a) All accounts/invoices to the Club must be presented to and passed for payment at the Management Committee meeting of the Club.
b) Full details of all transactions shall be entered into the cash book.
c) No payment shall be made to any club member except to recompense any out-of-pocket expense that the member may have incurred whilst representing the Club with the full authority of the Management Committee. Full details must be recorded in the cash book.
d) All monies collected by the Club from Membership fees, donations, sales, etc., shall be paid into the Club's banking account.
e) Cheques drawn on the Club bank account must be signed by two of the following Management Committee members: Chairman Vise Chairman Secretary Treasurer.
f) All relevant financial records of the Club shall be submitted to an independent Auditor as nominated by the Management Committee for the purpose of audit, once each financial year. The results shall appear on a balance sheet to be presented at the AGM.

16. Activities

The Club shall conduct social, cultural and sport activities. At every formal Club function and activity, an activity co-ordinator and Safety Officer shall be in attendance for the duration of the activity. The activity co-ordinator shall have absolute control and responsibility for the function and is required to report all irregular activities to the Chairman.

17. Press and public statements

Any press or public statements on behalf of the Club will only be made by the Liaison Officer after consultation with the Management Committee. No person may under any circumstances be involved in any discussions or negotiations on behalf of the Club without the concent and approval of the Management Committee.

18. Politics

The Club shall not form any political affiliations, actual or implied.

19. Suspensions, dismissals and resignation

a) The Club reserves the right to suspend or dismiss any member at the discretion of the Management Committee.
b) A member of the Club may be suspended or dismissed for a breach of this Constitution or any other reason deemed justifiable by the Management Committee.
c) The period of suspension shall be at the discretion of the Management Committee.
d) Any member being considered for suspension or dismissal shall be told of the reason and be allowed to state their case to a meeting of the Management Committee. The Management Committee shall then make their decision and the member shall be informed of the Management Committee's decision in writing within fourteen (14) days.
e) The decision of the Management Committee shall be final and no appeal shall be allowed.
f) If suspended, the member shall surrender his membership and shall not participate in any formal Club activities or meetings for the period of the suspension. At the completion of the suspension period, the member may re-aply for membership in the Club.
g) If dismissed, the member shall surrender his membership. Membership fees are non-refundable.
h) A member may resign voluntarily by giving notice in writing to the Secretary.

20. Alterations and amendments to this Constitution

This Constitution may be altered, amended, added to or rescinded upon the submission of a written notice to the Secretary sixty (60) days prior to the Annual General Meeting. The motion of amendment or alteration would have the signature of the Proposer and of the Seconder.

21. Constitution

a) A full and proper copy of this Constitution shall be given to each member upon joining the Club, and the Secretary is responsible for its upkeep.
b) In case of dispute, the Management Committee's interpretation of the Constitution and by-laws shall be final and no appeal shall be made against their ruling.

22. By-laws

The Club may make by-laws as required or deemed necessary. The by-laws will be made by the Management Committee and confirmed at a general meeting.

23. Membership number

Registered members will on payment of their annual membership fee be given a receipt and a receipt number that will serve as proof of membership for that financial year.

24. Winding up of the Club

The Club may only be wound up by a 60% majority of members present at a special general meeting called specifically to discuss the dissolution of the Club. A second special general meeting to confirm the resolution to wind up must be held not earlier than thirty (30) days from the initial meeting. The assets of the Club shall be sold and after payments of liabilities, any balance shall be donated to a charitable organisation determined by the Management Committee.