Constitution of the Afrikaans Club of New Zealand
(No. AK/1025111)
(As amended in March 2009 at the Club’s Annual General Meeting)
1. |
Name |
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The name of the Club shall be ‘Die Afrikaanse Klub van Nieu-Seeland / The Afrikaans Club of New Zealand Charitable Trust’. |
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2. |
Mission and Objectives |
2.1 |
Mission |
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We are an Afrikaans-speaking club (not for gain). We strive to support Southern African immigrants to New Zealand with social, networking and cultural initiatives, and to assist these immigrants to achieve positive settlement . |
2.2 |
Objectives |
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This is done in thankful acknowledgement of the Holy Trinity of God. |
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3. |
Ethos |
3a |
Although the Afrikaans Club is not a religious organisation it does endorse a belief in the Holy Trinity as expounded in the Bible. |
3b |
Consequently the Club strives to promote sound family values and – where possible - to support Christian organisations (with an emphasis on Afrikaans Christian organisations). |
3c |
Although we accept that mainly people with a Christian orientation may choose to join the Club we regard it our Christian privilege to involve people of other persuasions in projects whenever the occasion presents itself. |
3d |
The Club’s internal language of communication is Afrikaans. All official communication with members and subscribers (eg the Club newsletter) is done in Afrikaans, although advertisements in the newsletter are published in English should the advertiser so prefer. All correspondence with English speakers is conducted in English. |
3e |
The emphasis is on social interaction and the Afrikaans culture. However, it is beneficial to the Club’s members to be exposed to other cultures from time to time. |
3f |
The Club is neither a pressure group nor a political organisation and will not initiate or conduct protests with the authorities or other groups on behalf of anybody. However, the Club may decide to communicate its views in the news media or to the authorities if deemed beneficial to the South African migrant group, or to correct misunderstandings that may impact negatively on this group. |
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4. |
Activities |
4a |
Family Focus |
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Dance events, excursions, fun days etc. |
4b |
Music and Lyrics Focus |
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Afrikaans music and lyrics, e.g. by staging concerts, and on developing local Afrikaans talent. It is endeavoured to present these annual events country-wide. |
4c |
Outreach Focus |
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Affiliation to and co-operation with relevant cultural organisations as the occasion arises, striving to create a positive image of the Club, Afrikaans speakers and Southern Africans in general. |
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5 |
Services |
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6. |
Membership |
6a |
Membership of the Club is open to any person who identifies with and supports the mission, aims and ethos of the Club and accepts the Constitution. |
6b |
Membership applies to a family unit, although individuals can also become members:
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6c |
Membership Fees:
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6d |
Right to vote: |
6e |
Membership Application Forms: |
6f |
First-time membership: |
6g |
Duration of Membership: |
6h |
Renewal of Membership: |
6i |
Benefits of Membership: |
6j |
Roll of Membership: |
6k |
Resignation: |
6l |
Proof of Membership: |
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7. |
Financial Year |
7a |
The financial year will be from 1st April to 31st March of the following year. |
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8. |
Election of Management Committee (hereinafter referred to as ‘The Committee’) |
8a |
All business and general affairs of the Club are managed by The Committee. The Chairman shall be elected at the Annual General Meeting. |
8b |
The Committee will consist of no more than seven members. Portfolios may be assigned, provided that the following are covered:
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8c |
The Committee shall have the power to vary, expand or contract portfolios and roles. Such changes will apply for the period for which the Committee has been elected. |
8d |
The Committee shall have the power to co-opt or replace members should the need arise. |
8e |
Only registered members may serve on the Committee. An elected member may resign his/her position by written notice to the chairperson of The Committee. |
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9. |
Duties of the Management Committee |
9a |
The duties of The Committee are as follows: |
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10. |
Committee Meetings |
10a |
The Committee’s term of office corresponds with the Club’s financial year. |
10b |
The Committee shall meet at least three times in each term of office. |
10c |
Notice of meetings and agendas must be provided to Committee members prior to meetings, with reasonable notice period. |
10d |
Comprehensive minutes shall be kept of all meetings and resolutions recorded numerically. Responsibility for implementation of resolutions to be noted in minutes. |
10e |
Members who are entrusted with a portfolio shall attend meetings prepared to account for their projects and responsibilities. |
10f |
Although Committee members may have their particular portfolios (which they apply outside Committee) it is the collective duty of all members to advance the Club’s interests and assist with its general organisation. |
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11. |
Special General Meetings |
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These may be convened in two ways: |
11a |
Following the written request of any ten (10) registered members the Chairperson may call a Special General Meeting. Notice of such meeting must be given not less than seven (7) days prior to the meeting. The purpose of the meeting must be clearly stated. |
11b |
Should the Committee consider a matter so urgent or important that immediate attention is required, the Chairperson may call a Special Meeting on behalf of the Committee. Seven (7) days notice must be given and the purpose of the meeting explained. |
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12. |
Annual General Meetings (Hereinafter referred to as AGM) |
12a |
An AGM shall be held every year shortly before the end of the financial year. |
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13. |
Order Rules for Meetings |
13a |
A Committee meeting will be regarded as official when a majority of members are present in the same room. The Chairperson will preside over the meeting. In his absence an appointed Committee member or the Administrator will preside. If both the Chairperson and his/her alternate are absent, the Committee will elect a temporary chairperson. Meetings may be held telephonically if needed. |
13b |
Arrangements made or decisions taken by e-mail, fax or telephone in the period between physical Committee meetings, shall be ratified and minuted at the next Committee meeting. |
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14. |
Quorums |
14a |
At the AGM a quorum shall consist of the Committee members present, plus five (5) other registered members. At a Committee meeting a quorum will be at least half of the current Committee members. |
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15. |
Voting procedure at Meetings |
15a |
When a proposal is put to the vote a 60% majority will be decisive. Vote to be taken by show of hands or by ballot paper. |
15b |
Only paid-up, registered members may vote. |
15c |
Each spouse in a family unit may vote. Minor members may not vote. |
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16. |
Finance |
16a |
A summary of all expenditure undertaken since the previous Committee meeting is to be presented to Committeee members at the following meeting. |
16b |
All financial transactions are to be recorded in detail using accepted accounting practice. These records are to be computerised as far as possible. |
16c |
The most recent Income/Expenditure statement must be presented during a Committee meeting for scrutiny, discussion and approval. |
16d |
The Committee may approve the reimbursement of Committee members, for any expenses incurred in their capacity as representative of the Club. Full details of such payments are to be entered in the Club’s financial records. |
16e |
Should the acquisition of essential professional services be required and no volunteer can be found to do it due to the technical nature and/or volume thereof, then paid service providers may be appointed on a part time or full time contract basis. However the Committee must be confident that the Club can sustain the expense, and the discussion and decision are to be minuted. Members of the Club (including members of the Committee) may be considered for such appointments. |
16f |
When people render essential professional service but not on a contract, part or fulltime basis, and the Committee believes that an occasional or regular honorarium is appropriate, it may be paid, provided that the Committee is satisfied that the expense is reasonable and affordable. Such discussions and decisions are to be properly minuted. Members of the Club and Committee may be considered for honoraria. |
16g |
All monies received by the Club in the form of fees, donations, sales, advertising charges, admission fees etc are to be paid into the club’s bank account. |
16h |
Cheques issued by the Club are to be signed by at least two of the following: |
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16i |
The Treasurer is to confirm the relevant persons’ power of signature to the bank annually. |
16j |
All relevant financial records of the Club are to be submitted to an independent professional person for perusal to ascertain that books have been kept in a proper and transparant manner. |
16k |
Financial statements are to be presented to the AGM. |
16l |
The Club shall not borrow nor lend money under any circumstances. |
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17. |
Security |
17a |
The Committee will appoint an Activity Co-ordinator who, together with a Security Officer, is to be present during and after the close of all functions and events. |
17b |
The Activity Co-ordinator will be in charge of and responsible for the event, and is to report incidents to the Chairperson and/or other Committee member. |
17c |
The Committee will ensure that appropriate and adequate public liability insurance is in place. |
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18. |
Media and Public Statements |
18a |
All comments to the media or public are only to be made by the Chairperson or Public Relations Officer. If the portfolio of Public Relations Officer is vacant, such comments are to be made after consultation with as many Committee members as is reasonably possible. |
18b |
A spokesperson for the Club must strive to uphold the Club’s good name by projecting a positive image and rendering constructive comments. A spokesperson may not disparage any other person or organisation, but may state the Club’s case in a considered, civilised manner. |
18c |
Media releases must always be submitted in writing and properly recorded. |
18d |
The Club may not, under any circumstances, act as a public pressure group. |
18e |
Members may not become involved in debate or interaction with news media except with the knowledge and approval of the Committee. |
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19. |
Politics |
19a |
The Club will form no political affiliation, in fact or implied. |
19b |
No political activity (at functions or in Club communications media) will be allowed. The Committee will endeavour to eradicate any form of politicking (especially from the former RSA perspective) from Club events and communications. This includes the Committee’s prerogative to prohibit the display of sensitive national symbols at official Club events. |
19c |
The Committee will endeavour to bring individuals from every political sphere (New Zealand and South African) together by avoiding sensitive and, potentially divisive issues, and by actively exploring the common bond of the Afrikaans language and culture. |
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20. |
Disciplinary Steps and Cancellation of Membership |
20a |
The Club maintains the right to suspend any member for a period to be determined by the Committee, or to revoke his/her membership altogether depending on the circumstances. |
20b |
The Committee may revoke membership for the following reasons: |
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20c |
The Committee will determine the duration of suspension. |
20d |
A member who is being considered for suspension or expulsion shall receive written notice of the grounds thereof and will be given the opportunity to present his/her case to the Committee. When the Committee has made its decision, the member shall be informed thereof within fourteen (14) days. |
20e |
The Committee’s decision is final and no appeal will be considered. |
20f |
A member who has been suspended loses all benefits of membership and may not participate in Club events for the duration of suspension. |
20g |
A suspended member must return his/her membership card to the Club for the duration of the suspension. |
20h |
When the period of suspension has expired, the member may resume membership and his/her card will be returned. |
20i |
Suspended and/or expelled members’ membership fee will not be refunded. |
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21. |
Amendments and Addenda to Constitution |
21a |
The Constitution may be amended subject to written notice of at least thirty (30) days prior to the next AGM. |
21b |
A motion of revision or addendum is to be accompanied by written motivation and signed by the proposer and seconder. |
21c |
Amendments must be approved by 60% of voters at the AGM for acceptance. |
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22. |
Constitution |
22a |
Members will receive a copy of the constitution on joining the Club, or they will be referred to the copy on the Club’s web site. |
22b |
In the event of difference of interpretation the Committee’s interpretation of the Constitution or regulations will apply and there will be no right of appeal. |
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23. |
Rules |
23a |
The Club may make and apply rules as required. These rules will be formulated by the Committee and approved at a General Meeting. |
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24. |
Dissolution of the Club |
24a |
The Club may only be dissolved by a 60% majority resolution of those present at a Special General Meeting called for this purpose. |
24b |
A second Special General Meeting shall be held within thirty (30) days of the first in order to confirm dissolution. |
24c |
All assets of the Club shall be sold and the balance of funds remaining after settlement of all outstanding accounts, is to be donated to a similar organisation promoting Afrikaans language and culture and/or church worship in the Afrikaans language. If no such organisation exists, or there is adequate reason why it would not be a suitable recipient, the balance will be donated to a charity chosen by the Committee. |
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25. |
The Official Club Seal |
25a |
The Chairman and Administrator have control and use of the official Club seal and it may only be applied in their presence. The Administrator will have custody of the Seal. |
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26. |
Filing and Archiving of Club Papers |
26a |
As the existence and development of the Club have historical value in the Southern African immigrants’ context, official documents should be filed and permanently retained. |
26b |
All official documents are to be properly and securely filed. This includes minutes, agendas, financial statements and other financial documents, media releases, flyers, letters, programmes of events and other important correspondence. |
26c |
A member entrusted with a portfolio shall file all documents relating to his function and hand them over to his/her successor or to the administrator, as the case may be, for safekeeping. |
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27. |
Confidentiality |
27a |
All members and associates of the Club will treat all information concerning finance, registers, address lists (paper or electronic) in utmost confidence. Such information is never to be revealed to third parties unless the Committee considers it reasonable and necessary and the decision is minuted. The New Zealand Privacy Act is to be observed. |
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Addenda |
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Record approved regulatory addenda, e.g. changes and additions to Committee portfolios here. |