CONSTITUTION OF THE BUSHVELD HUNTERS AND GAME CONSERVATION ASSOCIATION
Approved: Annual General Meeting 29 October 2011
In humbleness we acknowledge Three-in-One God as maker and master of the universe and we, as members of the BHC, regard ourselves as subordinate to His supreme authority.
The name of the association is the Bosveld Hunters and Game Conservation Association, hereinafter referred to as "the Association".
3. LEGAL ENTITY
The Association is hereby given a legal personality and will, despite any changes to its members or its Executive Management Committee, function with its own legal personality. The Association will own assets in its own name and independent of its members and enter into contracts and agreements and invoke liabilities and obligations. The Association is also capable of instituting opposing legal action in its name independent of its members. The branches will be responsible for their own hire and other contracts which they sign.
4. The HEADQUARTERS of the Association is in PIETERSBURG/POLOKWANE.
5.1 To learn about nature and wildlife.
5.2 To co-operate with other entities and organisations that have the same objectives as the Association for the preservation, protection, supplementation and ongoing utilisation of nature and wildlife in general.
5.3 To promote the hunting of game on a selective, judicious and ethical manner in general and not do anything that is contrary to any law or ordnance regarding wildlife conservation and nature in general.
5.4 The Association is a non-profit organisation.
5.5 The Association is a non-political organisation and does not have any political affiliations.
5.6 To preserve our heritage of hunting and the use of hunting weapons and to strongly oppose any threat to them. To actively participate in, promote and expand this culture of hunting and the use of hunting weapons, especially amongst the youth. To, by choice, be part of any representative elected body, organisation or association that protects and promotes this culture of hunting and the use of hunting weapons.
6.1 Membership is divided into seven groups:
6.1.1 Ordinary membership
6.1.2 Honorary membership
6.1.3 Junior membership
6.1.4 Student membership
6.1.5 Lifelong membership
6.1.6 Family membership
6.1.7 Dedicated membership
6.2 Ordinary membership is awarded to all persons who were present at the founding of this Association. All other persons who want to become members of the Association have to apply on the prescribed form and must be recommended by two existing members. Such applicants' applications will furthermore be subject to approval by the branch management committee and such branch management committee will not have to give any reason should such application be refused. The membership of existing members is renewed annually after payment of the prescribed membership fee.
6.3 Honorary membership can be awarded by the Annual General Meeting of the Association on recommendation of the Executive Management Committee, to any person who has supplied exceptional service to the Association in the promotion of any of the objectives of the Association in general. Honorary members enjoy full voting rights, but do not have to pay any annual fee. Family members of an honorary member also do not have to pay an annual fee. Such honorary membership is awarded for life, but may be terminated by the Annual General Meeting on recommendation of the Executive Management Committee, should such honorary member act in a manner which is not worthy of the award.
6.4 Junior membership is awarded to members who are under the age of 18 and such membership will last until the end of the relevant financial year of the association in which such junior member reaches the age of 18, although such junior member will still be entitled to enter the trophy competition of the relevant year as a junior. Persons who wish to apply for junior membership, follow the same procedure as with ordinary membership, although the initial fee and annual fee may differ. A junior member will not have voting rights and will not be eligible as a candidate for an office.
6.5 Student membership is awarded to students, between 18 and 24 years of age, on producing proof of registration. Annual fees for students are the same as for junior membership but such students will have voting rights and will be eligible for management posts in the Association.
6.6 Lifelong membership is limited to previouslyawarded lifelong membership.
6.7 Family membership comprises of a primary member, his/her spouse and their children who are 24 years and younger and who are financially dependent on the primary member. Only the primary member will receive correspondence. All family members older than 18 years will enjoy the same privileges and have the same voting rights as ordinary members, while all family members younger than 18 years will enjoy the same benefits as junior members and will not have a voting right and will not be eligible for election for any office. Family membership can be obtained by applying with the prescribed form and is subject to the same conditions as for ordinary membership.
6.8 Dedicated membership is awarded to members who comply with the requirements as set out in the Firearms Control Act (Act no 60 of 2000) and the accompanying regulations, to be registered as a dedicated Hunter and who applies for dedicated membership. Application must be made on the prescribed application form. Such applications will further be subject to recommendation by the branch management committee of the branch of which the applicant is a member and to approval by the Executive Management Committee of the Association. Dedicated membership will further be subject to the same conditions as for ordinary membership.
7. MEMBERSHIP FEES
7.1 Membership is valid for 1 (one) year.
7.2 Membership fees are payable in advance on or before the end of the financial year of the Association, namely 31 August of each year, with a grace period up and until the commencement of the next annual general meeting or branch meeting.
7.3 A member who fails to renew his membership on or before the date of the branch and/or annual general meeting of a certain year, but before the commencement of the meeting, will cease to be a member of the Association and his name will be removed from the member register and will accordingly not have a voting right at the annual general meeting. Should such a person wish to become a member again, he will be obliged to re-apply on the prescribed application form, and provided that his arrear membership fees are paid within three months after the annual general meeting, such member will not have to pay commencement fees.
7.4 New members will pay the normal commencement fees, but annual membership fees will be paid, depending on the date of obtaining membership, on a pro rata basis and calculated quarterly. The commencement fee is a once-off payment on approval of membership. Commencement fees and annual fees are determined at the Annual General Meeting of the Association and can be reviewed from time to time by the Annual General Meeting.
8. COMPOSITION OF THE MANAGEMENT OF THE ASSOCIATION
8.1 The management of the Association will consist of:
8.1.3 Vice-chairman (maximum2)
8.1.6 Training Officer
8.1.7 Trophy Officer
8.1.8 The Chairmen and Vice-chairmen of all the branches
8.1.9 The Marketing Manager of the Association.
8.2 The above-mentioned officers, excepting those in clause 8.1.8 and 8.1.9, will be elected annually by all members present at the Annual General Meeting.
8.3 The branch chairmen and branch vice-chairmen will be elected at branch level.
8.4 The marketing manager will be appointed by the Executive Management of the Association, but will have no voting right on the Executive Management Committee. (Refer clause 13.1.3).
8.5 Branch management committees of the Association will consist of the following officers:
8.5.2 Vice-chairman (maximum 2)
8.5.5 As many additional members as required at branch level.
8.6 A maximum of 4 (four) vice-presidents can be appointed annually by the Executive Management Committee, if necessary, which vice-presidents will only act in an advisory capacity.
9. TERM OF OFFICE
9.1 Members of the Executive Management Committee are elected for a period of 1 (one) year, after which period such members will be eligible for re-election.
9.2 Members of branch management are elected for a period of 1 (one) year, after which period such members will be eligible for re-election.
9.3 The management members, on Executive Management or branch level, are entitled to fill vacancies in their midst by way of co-option from members of the Association who have voting rights.
10.1 A quorum at an annual general meeting and a special annual general meeting will be at least 30 (thirty) members with voting rights. At branch level, the members present will form a quorum. If there is not a quorum present during a meeting, the meeting will be adjourned to an alternative date, on which date the members present shall form a quorum.
10.2 As far as management meetings are concerned, a quorum will consist of half of the members of management plus 1(one).
10.3 No voting rights by way of proxy will be allowed and only paid up members with voting rights present at any meeting of the Association will have voting power.
11. NOMINATIONS FOR MANAGEMENT POSTS
All nominations for management posts on the Executive Management Committee and branch management committees, must be done in writing and be filed with the relevant secretary at least 7 (seven) days before the date of the relevant central management committee meeting. At branch level, nominations will close at the start of the branch’s Annual General Meeting. These rules are not applicable to serving or co-opted management members. Nominations will be written and must be signed by the person being proposed as well as two other members as proposer and seconder.
12. ABSENCE FROM MEETING
12.1 If a chairman of a management committee is absent from a meeting, the vice-chairman will fill his position and in the absence of the vice-chairman, the members present at the meeting will appoint a temporary chairman from those members present.
12.2 Should any management member be absent from 2 (two) consecutive meetings without good reason, such member can be summarily relieved from his office and the vacancy can be filled by any person who may be elected as such at the following Annual General Meeting or who may in the meantime be co-opted by the relevant management.
12.3 Should the chairman or vice-chairman of a branch be unable to attend an Executive Management Committee meeting, then a member of the relevant branch must be appointed to attend the meeting in their stead, which member will then act as a proper member of the Executive Management Committee for the duration of the meeting in question.
13. POWERS AND DUTIES OF MANAGEMENTS
13.1 The Executive Management Committee will be responsible for:
13.1.1 The public image of the Association.
13.1.2 The coordination of administration including finances and keeping of a members' register and a register of the activities of members.¬
13.1.3 The appointment of officers or employees for remuneration and with conditions of service as may be deemed fit for the pursuance of the Association's objectives and to suspend or dismiss such officers or employees at their discretion.
13.1.4 The purchase, lease or acquisition of immovable property in the pursuance of the objectives of the Association, and to sell, rent, or in any other way alienate or burden such immovable property. All property transactions, albeit on management or branch level, will be done in the name of the Bosveld Hunters and Game Conservation Association.
13.1.5 All property transactions will be subject to approval by the Executive Management.
13.1.6 Allow new branches of the Association to be founded for the pursuance of the objectives of the Association and within the Constitution of the Association.
13.1.7 Arranging trophy competitions and setting up of competition rules.
13.1.8 Arranging inter-branch activities.
13.1.9 Arranging the Annual General Meeting and the Yearend function of the Association.
13.1.10 The control, management and maintenance of all property of the Association that is not handled at branch level.
13.1.11 Will arrange meetings as often as possible, but not less than once every four months.
13.1.12 The Executive Management Committee will have the right to institute rules that may be necessary or useful to bring in order any of the activities of the Association with the inclusion of the interest of the branches.
13.1.13 The Executive Management Committee will open a bank account at such banking institution as the majority of the management may decide and will make investments in such a manner that will be to the advantage of the Association. All cheques of the Association will be signed by at least 2 (two) persons as may be appointed by the Executive Management Committee from time to time.
13.1.14 The Executive Management Committee will decide annually on the distribution of membership fees between branches and the head office of the Association.
13.1.15 The hearing of appeals relating to any disciplinary hearings in terms of the disciplinary code.
13.1.16 Make recommendations relating to the suspension of honorary membership.
13.1.17 Appoint a day to day management if required.
13.1.18 Minutes will be kept of all meetings.
13.2 The branch management committee will be responsible for:
13.2.1 the management of the business of the relevant branch of the Association within the framework of the Constitution and objectives of the Association and with the further objective to better serve the members and thereby expanding membership through active recruitment of members;
13.2.2 Every branch management committee will open a bank account at such a banking institution as the majority of the management may decide. All cheques must be signed by 2 (two) members of the branch management as appointed by the branchmanagement from time to time;
13.2.3 Each branch management committee is under obligation to furnish the treasurer of the Executive ManagementCommittee with financial statements on or before 15 September of every year;
13.2.4 Any assets purchased by the branch or obtained from own funds and from funds generated by the branch or by way of awards from the Executive Management Committee, falls under the control of such branch for as long as the branch continues to be a branch of the Association;
13.2.5 The control, management and maintenance of all property of the Association that falls under the relevant branch;
13.2.6 at the dissolution of a branch or if a branch ceases to function, all monies, assets and property which were under the control of such branch, will then fall under the control of the Executive Management Committee of the Association;
13.2.7 Appoint a day to day management if required.
13.2.8 Minutes will be kept of all meetings.
The editor will be appointed by the Executive Management Committee, who will attend meetings, but will not have a voting right. The Impala and other newsletters will be the responsibility of the editor, assisted by such co-opted members as applicable.
15. THE ADVISORY COMMITTEE
The advisory committee shall consist of:
15.1 the President
15.2 theChairman of the Executive Management Committee
15.3 all the vice-presidents
15.4 all Honorary members
16. POWERS AND DUTIES OF THE ADVISORY COMMITTEE
16.1 The advisory committee will only have advisory obligations and no executive authority.
16.2 The advisory committee will not meet regularly, but will do so on request by the president or the chairman of the Executive Management Committee, to consider any matter and to give advice on such matter to the Executive Management Committee.
16.3 Minutes will be kept of all meetings.
17. DISCIPLINARY MATTERS
17.1 The disciplinary code forms an addendum to the Constitution and is attached hereto.
17.2 Any disciplinary action against a member shall be subject to the disciplinary code and such disciplinary action and/or steps will be done in accordance with the disciplinary code.
17.3 A member who has been convicted in any competent court, of a criminal offence of any authority, province or country, is not eligible to be elected in any post of a Branch management committee and/or Executive management committee and may not serve on any such committee.
18. ANNUAL GENERAL MEETINGS
18.1 The Annual General Meeting of the Association will be held at Polokwane on a date to be decided upon by the Executive Management Committee, but not later than the end of November of each year.
18.2 Members will be advised in writing or electronically, at least 7 (seven) days before the date on which the Annual General Meeting will be held.
18.3 All members whose membership fees are paid up to date, excluding junior members, will have a voting right at the annual general meeting and will have only one vote per each separate matter that is brought to vote.
18.4 At the annual general meeting:
18.4.1 The minutes of the previous annual general meeting will be read,
18.4.2 The reports of the chairman of the Executive Management Committee and the president will be attended to,
18.4.3 The financial statements of the Association will be discussed and attended to,
18.4.4 Suggestions relating to the amendment of the Constitution will be considered,
18.4.5 Consideration will be given to the increase or reduction in membership fees or commencement fees,
18.4.6 Discussion of general matters,
18.4.7 Officials of the Executive Management Committee will be elected,
18.4.8 The auditors of the Association will be appointed.
19. SPECIAL GENERAL MEETING
19.1 The Executive Management Committee has the right and is obligated if requested, in writing, to do so by 30 (thirty) members with a voting right, to arrange a special general meeting with at least 7 (seven) days written or electronic notice thereof.
19.2 Only matters which have been requested in writing, and placed on the agenda for the meeting will be attended to.
19.3 An agenda with the matters for discussion at the special general meeting must accompany the notification for such a meeting.
20.1 At any meeting of the Association, voting will take place by way of a show of hands or by way of ballot papers. The meeting may decide on the manner of voting.
20.2 At all meetings of the Association, the chairman will have an ordinary as well as a casting vote.
20.3 Suggestions for the amendment of the Constitution will only be allowed if notice of such an amendment has been given to all members of the Association at least 21 (twenty one) days before the date of such meeting. The notice can be in written or electronic format as well as be posted on the webpage. Any amendments to the Constitution will only take place if at least two thirds of the members present agree thereto.
20.4 Should it be decided to dissolve the Association, at least one third of the members of the Association will, at a general meeting, decide on what to do with the assets of the Association. If there are less than one third of the members present at such meeting, the meeting will be adjourned for a period of 21 (twenty one) days, on which date the meeting will be resumed and all matters will be concluded, notwithstanding the number of members present at such meeting.
21. HONORARY AWARDS TO MEMBERS
An honorary award known as the "Honorus Signum" can be awarded to a member who at least:
21.1 has been a paid-up member of the Association for an uninterrupted period of 5 (five) years and who has rendered exceptional services to the Association and in particular to the sport of hunting; or
21.2 has served on the management and/or advice committee for an uninterrupted period of at least 10 (ten) years.
22. TROPHY RULES
Trophy competition rules can only be amended at an Annual General Meeting after 7 (seven) days written or electronic notice of the proposed amendment has been given.