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
	The name of the Club shall be ‘Die Afrikaanse Klub van Nieu-Seeland / The Afrikaans Club of New Zealand Charitable Trust’.

2.	Mission and Objectives
2.1	Mission
	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
	To support families by establishing constructive social, cultural and recreational activities which can be enjoyed in family context.
	To provide for the cultural needs of the Afrikaans speaker by way of Afrikaans music and lyrics.
	To introduce the Afrikaans speaking immigrant to the broader New Zealand public in a positive manner.
	This is done in thankful acknowledgement of the Holy Trinity of God.

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.

4.	Activities
4a	Family Focus
	Dance events, excursions, fun days etc.
4b	Music and Lyrics Focus
	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
	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.

5	Services
	Social functions, particularly family dance events Afrikaans music and lyrics A website A weekly electronic newsletter to serve as a liaison and advertising medium, promote Club projects, and raise funds.

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: In this context a family comprises one or two parents and their minor children. (A ‘minor’ is taken to mean younger than 18 years, or, in case of full-time students, under 21) Family members older than 18 who earn their own income may join as individual members. Live-in grandparents and other relatives must join as individual members.
6c	Membership Fees: Membership fees are determined annually by the Management Committee, and is payable in advance. A separate fee may be charged for annual renewal of membership. Non-members are welcome to attend Club events provided they pay the appropriate fee set for the event. Non-members may not attend the Annual General Meeting except by invitation of the Management Committee, for a specific purpose. Membership fees are not refundable.
6d	Right to vote: Each member shall have one vote for each discussion point at the Annual General Meeting. Every family Unit is thus entitled to a maximum of two votes i.e. one vote per adult member.
6e	Membership Application Forms: New members shall complete the official application form in full and pay the membership fee as laid down by the Management Committee.
6f	First-time membership: When joining the Club for the first time families and individuals shall pay a joining fee as laid down by the Management Committee. The Management Committee may regard it as reasonable to reduce the fee pro rata with each passing quarter of the year.
6g	Duration of Membership: Duration of membership will be twelve months; from 1st April to 31st March of the following year. This corresponds with the Club’s Financial Year.
6h	Renewal of Membership: Renewal notices are sent to members at the start of every financial year; in a manner and at the rate determined by the Management Committee.
6i	Benefits of Membership: The Management Committee may arrange with businesses to offer discounts for members on display of their membership cards. Similarly, membership discounts may apply to advertising or entry to Club events. New and potential members must be informed of these benefits.
6j	Roll of Membership: A register, containing all relevent information, will be kept of all members.
6k	Resignation: A registered member of the Club may resign by written notice.
6l	Proof of Membership: All members will receive a membership card displaying their membership number after payment of subscriptions. This will serve as proof of membership for the particular year. This also applies to renewed membership. The card remains the property of the Club.

7.	Financial Year
7a	The financial year will be from 1st April to 31st March of the following year.

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: Chairperson Administration Treasury Social organising Public relations/marketing
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.

9.	Duties of the Management Committee
9a	The duties of The Committee are as follows:
	To act according to the guidelines of the Trust and the Club’s Constitution.
	To execute the resolutions of the Annual General Meeting and other Special Meetings.
	To implement resolutions taken at Committee meetings.
	To interpret and apply the strategic guidelines of the Trust and Committee in a directive manner.
	To consider the external environment, determine the broad strategic direction of the Club and implement actions accordingly.
	To ensure that minutes are duly kept of all meetings.
	To ensure that accurate records are kept of all the Club’s financial transactions.
	To behave ethically and constructively towards members and others who support the Club.
	To participate actively in Committee meetings and discussions, including regular ,diligent use of communication via e-mail as and when this working method applies.
	To be courteous towards fellow Committee members and Club members at all times.


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.

11.	Special General Meetings
	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.

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.
	The Administrator shall make available a copy of the AGM agenda to any member who requests it, at least 7 days prior to the meeting.
	Minutes must be kept of the AGM.
	The Chairperson shall deliver a report at the AGM summarising the Club’s activities during the year.
	A financial report must be presented to the AGM with statement of income and expenditure and balance sheet to date for the current year as well as audited statements for the previous financial year (audited by a qualified person, independent of the Management Committee).
	A new Committee is to be elected at the AGM to serve for the coming year.

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.

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.

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.

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:
	Chairperson
	Administrator
	Approved Committee member
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.

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.

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.

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.

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:
	Violation of the Club’s Constitution, or
	Transgression of the laws of New Zealand, or
	Misbehaviour which conflicts with the Club’s ethos or with normal moral decency, or
	Behaviour that brings the Club or its members in public disrepute.
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.

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.

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.

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.

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.

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.

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.

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.

	Addenda
	Record approved regulatory addenda, e.g. changes and additions to Committee portfolios here.

Constitution of the Afrikaans Club of New Zealand

(No. AK/1025111)

2.2

Objectives

4a

Family Focus

5

Services