KWA-ZULU
BATTLEFIELDS REGION
Ref KZN Battlefield Guides
CONSTITUTION
2.1 To
promote and maintain among members of the Association the highest standards of
professional tour guiding. To this end the Association shall publish and
promote a code of ethics for the conduct of members.
2.2 To
organise or arrange educational courses, lectures, excursions and to distribute
pertinent information to members.
2.3 To
promote, support or oppose any legislative or other measure which affects its members.
2.4 To
protect, promote and develop the interest of its
members and to represent them in dealing with government Departments,
Authorities, tour and travel related operators, agents and the general public.
2.5 To seek affiliation with the bodies of
similar interests.
Application for
membership shall be in the manner and form as determined by the Committee.
Membership shall
comprise Full members, Trainee members, Honorary members.
The
qualifications for membership are as follows:
3.1.1 Any
person registered as a Tourist Guide in terms of the Tourism Act No. 72 of 1993
and actively pursuing the function of a Tourist Guide in the Battlefield Region
may apply for full Membership.
3.1.2 The
Committee shall accept applications and decline or award Full Membership to
Registered Tourist Guides
3.1.3 Every
Registered Tourist Guide who is a fully paid up member of the Association shall
have full voting rights.
3.2 TRAINEE MEMBERSHIP
3.2.1 Any
person who is in the, process of training to be a Registered Tourist Guide and
who subscribes to the objectives of the Association may be granted Trainee
membership by the Committee of the Association.
3.3 HONORARY
MEMBERSHIP
3.3.1 The
Committee may grant Honorary membership to the persons
who, in their opinion, have made an outstanding contribution to the Battlefield
Region.
3.3.2. Only
Honorary Members who are registered Tourist Guides shall have full voting
rights.
3.4 TERMINATION
OF MEMBERSHIP
3.4.1 Membership
shall be terminated if fees are outstanding for 12 months after the due date as
stipulated in Article 5 of this Constitution. Membership may be reinstated on
payment of all outstanding and current amounts due.
3.4.2 Membership
shall be terminated in the events of misconduct by a member, as outlined in
Article 9 of this Constitution.
4.1 Primary functions of the Committee.
4.1.1 To perform an executive function.
4.1.2 To ensure that the objectives of the
Association are fulfilled.
4.1.3 To make representatives and liase with Government and other bodies.
4.1.4 To
interact with tour and travel-related operators and agents in order to promote
tourism in our area.
4.1.5 To
determine membership fees from time to time and notify members thereof and to
collect fees due. Membership fees shall be due on the first day of July of each
year.
4.1.6 To issue
an official receipt to members in respect of membership fees which have been paid.
4.1.7 To
organise or arrange regular educational courses, lectures and excursions
appropriate to the needs of its members.
4.1.8 To
produce a budget at the Annual General Meeting and to be accountable for funds
administrated.
4.2 SPECIAL
POWERS OF THE COMMITTEE
4.2.1 To invest and dispose of the funds and other assets of the Association and to open and operate the necessary banking accounts as is necessary.
4.2.2 To enter
into and sign any contracts or documents in the name of the Association and to
institute, conduct, defend, compound or abandon any legal proceedings by or
against the Association.
4.2.3 To
appoint such sub-committees as shall be necessary for the purpose of delegating
special work, subject always to control by the Committee. Each sub-committee
shall elect its own Chairperson.
4.2.4 To deal
with all matters not specifically provided for in this Constitution is such
manner as it may determine.
4.2.5
Only the Chairman or Vice Chairman
may give statements on behalf of the Association to the media.
ARTICLE 5:
5.1 Composition, election and term of office
5.1.1 Members
of a Committee shall retire each year but shall be eligible for re-election.
The Chairperson shall be elected for 2 years.
5.1.2 The
Chairman and 5 other committee members shall be elected at the Annual General
Meeting by those members eligible to vote either in person or by proxy.
5.1.3 At the
Annual General Meeting the members shall appoint amongst themselves a
Treasurer/Secretary and any other necessary office bearers.
5.1.4 The
Committee shall meet not less then every three months. A quorum shall consist
of half of the elected members of the Committee.
5.1.5 In the
event of vacancies occurring on the Committee the remaining members shall have
the power to fill any such vacancies with a Full Member of the Association who
may hold office until the next Annual General Meeting.
5.1.6 The
committee shall be entitled to co-opt Full Members of the Association who may
hold office until the next Annual General Meeting.
6.1 There
shall be an Annual General Meeting of the Association which shall take place
within 4 months after the close of the financial year. The financial year shall
be from the first day of July to the last day of June of the following year.
6.2 The
Committee may convene special and Extraordinary General Meetings by giving not
less then thirty days notice of such a meeting.
6.3 The
Committee and any sub-committees shall record minutes of their proceedings.
Such minutes, when confirmed at the next meeting, shall be signed by the
Chairperson of the meeting as evidence of their correctness.
6.4 Non-members
of the Association may attend Annual General Meetings, but shall not have the
right to speak or vote.
7.1 Each member of the Association eligible to vote and who has paid all outstanding fees due shall be entitled to one vote at any meeting and voting shall be simple majority. The Chairperson shall have a casting vote in the event of a deadlock.
7.2 A
quorum at an Annual, Special or Extraordinary General Meeting shall consist of
one third of those members eligible to vote either in person or by proxy. If
there is no quorum the meeting shall stand adjourned and be reconvened at a
later date.
7.3 Elections
of the office bearers and voting on other matters shall be either by secret
ballot or by show of hands as determined by the meeting.
7.4 Members
eligible to vote may do so by proxy. Such proxy shall be on an official form
provided by the Association.
7.5 Annual,
Special or Extraordinary General Meeting shall be chaired by the Chairman or,
if not available by, the Vice-Chairman or if not available, the Chairperson
shall elected by a simple majority of those members eligible to vote either in
person or proxy.
8.1 For the
purpose of properly constituting an Annual, Special or Extraordinary General
Meeting, not less than thirty days written notice calculated from the date of
the mailing, shall be given to all members of the Association.
8.2 The
notice convening an Annual, Special or Extraordinary General Meeting shall
include an agenda of the matter for discussion as well as the necessary proxy
forms and, where applicable, nomination forms, and the minutes of the previous
Annual General meeting.
9.1.1
If a complaint is received about a
member then the Committee may hold a hearing at which the member concerned
shall be given the opportunity to state their case. The complaint may be
dismissed, with or without caution.
9.1.2
However, if the Committee at such a
hearing decides by simple majority that the member has behaved in a manner
prejudicial to the objectives of the Association, whether by omission or
commission, then such a member may either be given a warning of the possible
termination of membership, or membership may be terminated. This shall be
confirmed in writing to the member within thirty days.
9.3 Moreover,
if termination of the membership is decided, then this shall be ratified by two
thirds majority of the Committee whose decision shall be final.
9.4.1
Appeals may be made within thirty
days of such notice by the member concerned to the Committee whose decision,
after discussion, shall be final.
9.5 Up to
this stage all matters concerning such complaints shall be strictly
confidential.
10.1 A notice
of motion for the amendment of this Constitution shall be supported in writing
by no fewer the two thirds Full Members of the Association, and shall be
received by the Secretary at least sixty days before the date at which such
motion is to be considered by the membership.
10.2 The next
text of any such motion which is to be tabled for the consideration by the
membership at an Extraordinary General Meeting shall be included with the
notice of such a meeting sent to members.
10.3 Amendments
to this Constitution may only be adopted with the approval of no
fewer then two thirds
of those members eligible to vote either in person or by proxy.
11.1.1
The Association is not formed for
any purpose of gain, and no member shall be liable for any debts or obligations
of the Association, save only to the extent of any unpaid membership fees.
12.1
If the continued existence of the
Association is for any reason considered to be no longer justified, then a
decision shall be taken at an Annual or Extraordinary General Meeting convened
for that purpose.
12.2
For a decision of dissolution, the
meeting shall require the approval of no fewer than three quarters of those
members eligible to vote either in person or by proxy.
12.3
Upon a decision of dissolution, the
meeting shall decide by simple majority vote as to the disposal of the assets
of the Association.
SIGNED BY THE CHAIRMAN
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SIGNED BY MEMBER OF THE
COMMITTEE
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