Constitution of the Roodepoort Hiking Club

(founded May 1982)

Revision No : 5, May 2000

1. NAME AND ADDRESS

1.1 The Club shall be known as the "Roodepoort Hiking Club".

1.2 The Club postal address shall be PO Box 1410, Florida Hills, 1716

2. OBJECT

2.1 To organise hikes, camps and associated social activities and to promote an interest in nature conservation.

2.2 To offer the club's services with regard to the design and construction of hiking trails.

3. LANGUAGE

3.1 The official languages of the Club are English and Afrikaans.

4. MEMBERSHIP

4.1 All prospective members must complete an application form.

4.2 Persons under 18 years may become members provided their family is in membership.

4.3 Application for family membership may be submitted. A family is defined as parent/s or guardian/s and all children under 18 years.

4.4 Applications for membership must be submitted to the committee who, at its discretion, may accept or reject an application without providing any reasons for its decision.

4.5 Any member, who is considered by the committee to be guilty of misconduct, may be temporarily suspended or may have their club membership revoked.

4.6 Non-members may participate in a Club hike provided the visitors fee is paid. When places are limited, preference must be given to Club members.

4.7 Members are expected to honour and to abide by the rules and regulations of the Club.

5. HONORARY MEMBERSHIP

5.1 Free honorary life membership may be conferred upon a person who has rendered outstanding service to the Club. The appointment of an honorary member may only be made after election at an Annual General Meeting.

6. FEES

6.1 Full membership fees are payable annually before March 1 of each year.

6.2 New members joining after July 1 shall pay the joining fee and half the annual membership fees.

6.3 Members whose annual fees have not been received before March 1 shall cease to be members and shall be required to rejoin as new members if they so desire.

6.4 Membership fees shall be fixed for one year and may be adjusted only after approval by the Annual General Meeting. Hike fees may be determined by the committee.

7. THE PRESIDENT

7.1 The committee may, with the approval of the Annual General Meeting, appoint a member as President of the Club for a period of one year

7.2 Although not normally involved in the day-to-day running of the Club, the President will be regarded as the senior member attending any Club function or representing the Club at any meeting or event.

8.THE COMMITTEE

8.1 The management and control of the Club shall rest with the committee who shall be elected each year at the Annual General Meeting. The committee shall comprise : Chairman, Secretary, Treasurer and a minimum of two additional principal officers.

8.2 The committee may, at its discretion, co-op additional members to assist with specific projects or to form a sub-committee.

8.3 If a committee member resigns from office, the committee may appoint a member to fill the vacancy until the next Annual General Meeting.

8.4 Committee responsibilities are :

8.4.1 Arranging all Club hikes and associated activities.

8.4.2 Control and management of funds in a manner which promotes the objectives of the Club.

8.4.3 Ensuring that the Club abides by the constitution and the rules.

8.4.4 To operate a bank account. All accounts, cheques or withdrawals, must be signed by the Treasurer and one additional committee member.

8.4.5 To invest any surplus funds in such a manner which, in the opinion of the committee, is best suited to further the objectives of the Club.

8.4.6 If necessary, to institute, defend, continue, abandon, compromise or settle any action or other proceedings in a court of law. The Club may sue or be sued in its own name.

8.5 Qualifications for a committee member are :

8.5.1 Fully paid-up member.

8.5.2 Has been nominated and elected at the Annual General Meeting.

8.5.3 If absent for more than two consecutive committee meetings without submitting prior apologies, membership of a committee member may be withdrawn at the committee's discretion.

9. MEETINGS

9.1 COMMITTEE MEETINGS

9.1.1 Shall be held at one monthly intervals or more frequently at the discretion of the Chairman.

9.1.2 On all matters, each committee member is entitled to one vote. In the event of a tied vote the chairman shall have a casting vote.

9.2 ANNUAL GENERAL MEETINGS

9.2.1 An Annual General Meeting shall be held in February of each year and shall be convened if a quorum is present.

9.2.2 At least 21 days prior notice of the meeting shall be given in the Club newsletter and/or local newspaper.

9.2.3 The business transacted at the Annual General Meeting shall include :

9.2.3.1 To receive and consider the Chairman's report.

9.2.3.2 To receive and consider the audited balance sheets and annual statement of accounts.

9.2.3.3 To elect the officers and committee members for the ensuing year. Forms for nominating persons to the committee shall be posted thirty days before the Annual General Meeting. Nominations may be accepted but voting can only occur during the Annual General Meeting. This will allow members who are unable to attend the Annual General Meeting to nominate members to the committee.

9.2.3.4 To receive and consider any properly proposed resolution concerning the affairs of the Club.

9.3 SPECIAL GENERAL MEETINGS

These may be called by :

9.3.1 The committee.

9.3.2 On the written request of at least twenty paid-up members.

9.3.3 At least 21 days notice of a special general meeting shall be given through the medium of a letter which must state the purpose for which the meeting is being called.

Only the business specified as the reason for calling the special general meeting may be dealt with.

10. QUORUMS

10.1 At committee meetings : at least 60% of the full committee.

10.2 At general meetings : at least 20% of the paid-up members.

10.3 In the event of there being no quorum at a general meeting, a further meeting shall be called through the medium of the a letter, giving 21days notice. The members present at the second meeting shall be deemed to comprise a quorum.

11. VOTING

11.1 All paid-up members over the age of 18 years are eligible to vote whether or not they are individual or family members.

11.2 The Chairman of any meeting shall have, in addition to his personal vote, a casting vote which he must exercise in the event of an equality of votes existing.

11.3 Resolutions concerning amendments to the constitution shall require a majority of 60% of the members present. All other resolutions require a simple majority of the members present.

12. CLUB ASSETS

12.1 Membership of the Club does not entitle any member to any claim to any of the Club's monies or fixed or movable assets. Membership of the Club entitles a member to use the Club's amenities and to partake in its functions in accordance with the Club rules and constitution.

12.2 The members of the committee shall throughout their term of office be responsible for all assets of the Club.

12.3 The committee and all fully paid-up members, shall be fully indemnified against all actions, costs, charges, losses, damages and expenses which they may incur in the execution of their duties; except such as they shall incur by their own wrongful action done intentionally or with gross negligence.

13. FINANCE

13.1 The finances of the Club are to be audited at least once per year by the honorary auditors referred to in Section 9.2.3.2.

13.2 Provided the approval of the committee has been obtained expenses may be incurred by a member on behalf of the Club. Reimbursement will only be made provided the expenditure was within the limits set by the committee and provided acceptable proof of the expenditure is submitted.

13.3 Neither the committee nor the members of the Club shall have the power to incur liabilities or commitments which exceed the total realisable value of the assets of the Club.

13.4 The Treasurer shall at all times maintain proper books of account. These books shall be available to the auditors at all times.