THE CONSTITUTION We sing for the Nation Page 1

Transcription

1 THE CONSTITUTION OF We sing for the Nation Page 1

2 CONSTITUTION OF THE SOUTH AFRICAN TERTIARY INSTITUTIONS CHORAL ASSOCIATION WE SING FOR THE NATION PREAMBLE: SECTION A Whereas, we, the members of the South African Tertiary Institutions Choral Association, recognising our diversity believing that we need to be united further affirming our belief in the principles of democracy, non sexism and non racialism and further affirming the need to strive for the upliftment, development, and empowerment exercise that enables member choirs to deliver a sound music repertoire towards building and uniting the African cultural diversity do hereby resolve to adopt this constitution as the supreme guiding document for South African Tertiary Institutions Choral Association. We sing for the Nation Page 2

3 CONTENTS: Page 1. Name 5 2. Body Corporate 5 3. Aims and objectives 5 4. Area of jurisdiction 5 5. Legal status and indemnity 5 6. Composition and membership 5 7. Structures: National Executive Committee = NEC National Working Committee = NWC 7.3 National General Council = NGC 7.4 National Congress = NC 7.5 Provincial Executive Committee = PEC 7.6 Provincial Congress = PC Powers of the NEC 7 8. National Structure Provincial Structures Duties of the NEC Duties of the PEC Finances of the Association Term of Office Quorum Discipline and Absence from Committee meetings Amendment of constitution 17. Elections and Voting Dissolution Enforcement 13 We sing for the Nation Page 3

4 TERMS AND ABBREVIATIONS USED IN THIS DOCUMENT The following terms and abbreviations should be interpreted in the context of this constitution. SATICA - South African Tertiary Institution s Choral Association Association - SATICA NEC - National Executive Committee NWC - National Working Committee PEC - Provincial Executive Committee PC - Provincial Congress SG - Secretary General TG - Treasurer General Member - Tertiary institution affiliated to SATICA and Member choir of the affiliated institution to SATICA Individual - person affiliated or associated with the member choir/institution Administrator/official - Full time employee of the member institution Meeting - Meetings taking place under the auspices of SATICA on a regional, provincial and national level NGC/SGC - National General Council/Special General Council NOB - National Office Bearer NC - National Congress Higher Education/Tertiary Education - Learning programs leading a qualification higher than Grade 12 We sing for the Nation Page 4

5 1. NAME The name of the organisation shall be South African Tertiary Institutions Choral Association (hereinafter referred to as SATICA), whose powers, duties and obligations are set forth herein. 2. BODY CORPORATE SATICA shall exist in its own name, separately from its office bearers, continue to exist even when there are different office bearers. 3. AIMS and OBJECTIVES The powers of SATICA shall be constrained by the following aims and objectives: 3.1 To foster unity to all choral music choirs in institutions of higher learning offering Further Education and Training, Colleges of Nursing and Agriculture, University of Technology and Universities in order for them to exchange musical expertise and share choral music excellence. 3.2 To be the leading voice in creating and developing an established network within institutions, business organizations, government departments, societies and celebrities nationally and internationally. 3.3 To disseminate valuable information and providing training, workshops and other services to its members, communities and organizations. 3.4 To recruit choirs in institutions of higher learning. 3.5 To foster an esprit de corps among choristers, choral conductors and member choirs to promote and maintain high standards of singing among member choirs; 3.6 To do all such things as are in the interest of SATICA and which are consistent with the constitution of SATICA. 3.7 To raise and administer funds of SATICA in such a manner as SATICA may deem advisable and, in particular, by means of subscription, donations and sponsorships; 3.8 To implement government policy on arts and culture at higher education level; 3.9 In association with the department of arts and culture, regulate, facilitate and co-ordinate tours, and events of all high performance member choirs to and from South Africa; 3.10 To establish rules and regulations to ensure that all members abide by the Constitution of SATICA. 4. AREA of JURISDICTION The area of jurisdiction of SATICA shall be South Africa. 5. LEGAL STATUS and INDEMNITY 5.1 SATICA shall have a legal personality and independent existence and have the capacity to sue or be sued in its own name. 5.2 Every office bearer, official or employee of SATICA shall be indemnified by SATICA against all costs, losses and expenses which he/she may incur or become liable for by reason of any act or omission in discharge of his duties, unless the loss in question is caused by his/her own gross negligence, dishonesty or intentional actions which may bring the organisation into disrepute. 5.3 No person or member shall have any right to claim assets belonging to SATICA, nor incur any liabilities for its obligation. 5.4 Except for reasonable compensation for services rendered to the organisation, SATICA may not allow any of its funds or property to its members or office bearers. We sing for the Nation Page 5

6 6. COMPOSITION, MEMBERSHIP AND ELIGIBILTY 6.1 SATICA shall be composed of tertiary institutions, Universities/University of Technologies/FET that offer higher education programmes and are within the boundaries as defined in Article 3 of this Constitution, who are admitted to membership. 6.2 Membership shall be open to all higher education institution choirs that are eligible for such membership and which subscribe to SATICA s aims and objectives. 6.3 Application for membership shall be lodged with the Secretary General of the NEC. 6.4 Honorary membership shall be granted to such persons, by the National Congress of SATICA on the recommendation made by the NEC, to those who have made exceptional contributions to choral music in South Africa and to the Association. Such honorary members may attend all SATICA activities and may speak, but shall not have the vote. 6.5 Only officials and members of member choirs/institutions nominated by members and members of SATICA NEC are eligible to stand for and be elected to portfolios of SATICA. 7. STRUCTURES: 7.1 National Executive Committee = NEC 7.2 National Working Committee = NWC 7.3 Provincial Executive Committee = PEC 7.4 National General Council = NGC 7.5 National Congress = NC 7.6 Provincial Congress = PC 7.1 NATIONAL EXECUTIVE COMMMITTEE The NEC shall comprise of the following: 1. President 2. Deputy President 3. Secretary General 4. Deputy Secretary General 5. Treasurer General 6. Choral Development Officer 7. Projects and Development Officer 8. Marketing and Communications a) The composition of the NEC shall be made up of 4 administrators or officials in the employ of a member institution and 4 bona fide students. b) The NEC shall be elected biennially at a National Congress. We sing for the Nation Page 6

7 SECTION B POWERS OF THE NEC To control the use of the name SATICA and to take appropriate action where it is abused or used without permission, To appoint standing committees and its membership for any purpose deemed necessary and to delegate to such standing committee any of the functions that are required to achieve any objective and to dissolve such a committee To enter into relevant contracts on behalf of SATICA To institute legal proceedings and defend any legal action brought against SATICA or its office bearers To employ any staff member deemed necessary to assist the NEC in fulfilling its duties and functions To investigate and act upon any complaint concerning the behaviour of a member choir or office bearer, To take disciplinary actions against its office bearers and member choirs if needed and in line with the correlated policies of SATICA, To invite non SATICA members to attend its events where appropriate, To acquire any assets deemed necessary to fulfil its functions in accordance with the financial policy of the association To open and operate a bank account on behalf of SATICA To interpret the constitution or correlated policy should there be ambiguity as to the meaning thereof and such interpretation shall be final and binding To suspend or expel a choir from the Association subject to rectification or confirmation of such decision by the National Congress. 8. NATIONAL STRUCTURES 8.1 The supreme governing body of SATICA shall be the National Congress which shall consist of all the office bearers of SATICA, choir conductors, and four (4) representatives of each affiliated member choir in good standing including Student Development Practitioners. 8.2 The NC shall meet once every two (2) years and shall be convened by the NEC. 8.3 The NC shall adopt policies by means of resolutions in furtherance of the aims and objectives of the association, consider amendments to the constitution, correlated policies, reports from the NGC, NEC, financial report, nomination and election of NEC 8.4 The NC shall deal with any other matter entrusted to it under this constitution and/or its correlated policies or in the interest of SATICA. 8.5 The NC shall constitute a quorum or 50% The NWC shall consist of the NEC and one provincial representative elected by the province to assume this task. 8.7 NWC shall execute the policies of the association and programs as decided by the NEC and or NC. 8.8 NWC shall meet twice a year and provincial representatives shall have the authority to represent and discuss matters of interest to their provinces. 8.9 The majority of required members shall form a quorum in the NWC The NGC shall consist of SATICA office bearers, choir representatives not exceeding three (3) representatives or to be determined by the NEC taking into account matters for discussion in the Council meeting The NGC may take a form of a conference or a strategic planning meeting where only policies and or programs will be adopted in between the NC. We sing for the Nation Page 7

8 8.12 The NEC shall meet at least three (3) times per year and a summary of the decisions taken shall be circulated to provinces immediately after the provinces The NEC shall have the authority to co-ordinate other National/International events if such events are in the interest of SATICA member choirs and conform to the aims and objectives of the association. 9. PROVINCIAL STRUCTURES 9.1 A province may be established in an area demarcated by the NEC. 8.1 The PC shall consist of the NEC representative, PEC and five (5) representatives of each member choir. 8.2 The PC shall meet once every two years and shall be convened by the PEC or NEC where administration of provinces is in the hands of the NEC. 8.3 The PC shall have such powers and duties and may be assigned to it by the NEC and shall include the election of the PEC, supervision and coordination of the province, the ratification and/or amendment of any decision of the PEC, and Provincial Council. 8.4 PC shall ensure the implementation and compliance with decisions made by any National Structure. 8.5 The provincial chairperson shall be a member of the NWC. 8.6 The majority of members present shall form a quorum 8.7 The primary function of the PEC shall be the implementation of SATICA programs in the province. SECTION C 10. DUTIES OF THE NATIONAL EXECUTIVE COMMITTEE 10.1 PRESIDENT Shall chair at the NC, NGC, NWC and NEC meetings To have authority to enforce observance of the constitution and correlated policies, sign minutes once approved and perform such other duties imposed by decision of SATICA Delegates task to National office bearers relevant to their portfolios and represent the association in dealing with the public and other organisations and agencies provided that where appropriate he/she may nominate another National Office bearer to stand for SATICA To take appropriate action at his/her own accord to any matter that may arise, which in his/her opinion falls within the scope of SATICA as defined in the constitution and correlated policies and in respect of which it is not possible for the NEC to meet To ensure that the National Office bearers act with professionalism, discipline, control and team work at all times To oversee all planning arrangements of National and International activities of SATICA including those held under the auspices of SATICA by other agencies DEPUTY PRESIDENT To deputise for the President To assist the President in his/her constitutional duties and assist and advise other SATICA office bearers To promote good relations amongst member choirs, and office bearers of the association To work closely with the Local Eisteddfod Coordinating Standing Committee towards a successful event. We sing for the Nation Page 8

9 10.3 SECRETARY GENERAL To be responsible for minute taking at all National meetings, and shall with the President issue notices convening a meeting of the NEC, NWC, NGC, and NC To compile a national report and present it where it may be required by SATICA and keep a record of all property owned by SATICA To deputise for the President in the absence of the Deputy President To build and strengthen the structure of SATICA with the President To keep all records of policy documents and other SATICA documents and be the liaison person with regards to them Institute an electronic media mail for communication and information with the choral music fraternity To be jointly responsible together with Marketing and Communications Officer for the release of any press and/or electronic media statements To receive submission of constitutional amendments and other items for discussion in the National Congress a month before the convening of such meeting TREASURER GENERAL Shall be responsible for the finances of SATICA Shall be the signatory together with the President and or Secretary General To submit quarterly reports to the NEC To be an obligatory member of the finance committee and chair its meetings, and ensure that all provinces abide by the finance policy of SATICA To receive no later than 30 th November of every year from Accounting Officers of PEC s a comprehensive budget for the year, which shall include a statement of probable income and expenditure including details of each item budgeted for Shall insist in fundraising both at National and Provincial level and shall authorise the communication with any potential donor/sponsor of a National and/or Provincial event in order to eliminate duplication by different National and/or Provincial committees of SATICA To administer monetary grants made by SATICA to provincial structures or funding made available for use in a province or national by external agencies/donors To have the power to freeze financial allocation of a province and/or standing committee until such matter is resolved in terms of relevant correlated policy To submit an audited financial year end report to the National Congress and in between National Congress where it may be required by SATICA MARKETING AND COMMUNICATIONS OFFICER Shall be responsible for Marketing and Communication of SATICA Have joint responsibility with the Secretary General to co-ordinate and release press statements Shall be the person behind SATICA newsletter and be responsible for the updates of our website once it has been set up the Secretary General of the association Shall institute a media committee in order to fulfil SATICA objectives in relation to a specific project/event CHORAL DEVELOPMENT OFFICER 10.7 PROJECTS AND DEVELOPMENT We sing for the Nation Page 9

10 11. DUTIES OF PEC 11.1 PROVINCIAL CHAIRPERSON Shall chair at all meetings of the province and enforce observance of the constitution and correlated policies including resolutions of the NEC To delegate tasks To ensure that all provincial structures acts with professionalism, discipline, control and teamwork during their term of office To ensure SATICA policy implementation and the development of portfolio tasks To oversee all planning arrangements of Provincial events To have the power to take executive decisions in line with the constitution and correlated policies of SATICA and report such action to the PEC at the first available opportunity DEPUTY PROVINCIAL CHAIRPERSON To deputise for the provincial chairperson To assist the provincial chairperson in any constitutional task and advise regional structures where they are functioning To promote good relations and communication amongst PEC, member choirs, and National Office bearers To perform such duties as may be required of him /her by the NEC PROVINCIAL SECRETARY To be responsible for minute taking at all provincial meetings where required To issue notices conveying meetings and be responsible for provincial correspondence and table correspondence received in the PEC meetings or where required To compile a provincial report and present it at a Provincial congress and submit a copy to the Secretary General of SATICA To deputise for the provincial chairperson in the absence of the Deputy Chairperson and to co-ordinate all administrative aspects of SATICA in the province To build and strengthen the structure of SATICA with the Provincial Chairperson DEPUTY PROVINCIAL SECRETARY Shall assist the provincial secretary in the execution of his/her duties and as the PEC may require To assist all portfolio holders in the PEC with the management and execution of all provincial projects To assist choirs in running events that promote the aims and objectives of SATICA 11.5 ACCOUNTING OFFICER Shall be responsible for the administering of the provincial account and auditing in line with the constitution and relevant correlated policies To make financial requisitions to the national office on behalf of the province To submit Income and Expenditure Statement to the Finance Officer quarterly or when requested To perform such other duties as shall be delegated to him/her by the decision to the PEC or authorised committee of SATICA. We sing for the Nation Page 10

11 12. FINANCES OF THE ASSOCIATION The TG, as authorised by the Congress, shall open and operate a banking account with a registered banking institution in South Africa in accordance with the financial regulations approved by Council There shall be two (2) signatories to every cheque or instrument/transaction drawn on the banking account, one of whom shall be the Treasurer General, President and or Secretary General The TG shall submit an annual auditor's report as well as an audited financial statement to the National Congress The financial year of SATICA shall commence on the first day of January and end on the last day of December of each calendar year Affiliation and subscription fees shall be payable by the 31 st March of each year No member shall be allowed to use the funds of the association for his or her benefit All funds of the association shall be accounted for on a yearly basis Members shall be reimbursed for personal expenditure incurred whilst working for the association subject to them providing proof of such With reference to PFMA, the association shall have the right to procure goods and services The TG must keep all records of expenditure including bank statements and invoices All finances and resources unaccountable for will be liable to a particular/responsible official and criminal charges must be incepted by the NEC, or any member choir/individual that suspects unaccountable The NEC shall appoint qualified and registered internal auditors to audit the finances of the association on yearly basis The transactions of the association shall be made both electronically and by cash The funds of the association shall be administered by the TG SATICA shall be a non-profit organization that accumulates its funds from the affiliation/subscription and registration of institutions and member choirs. 13 TERM OF OFFICE 13.1 Elected members of the NEC, NWC, PEC, shall not hold office for more than two (2) consecutive terms Office bearers may stand for election in their portfolios or other portfolios when their term of office comes to an end 13.3 NEC members shall cease to perform/sing in their respective choirs or conduct once they take office of serving the association at National level. We sing for the Nation Page 11

12 SECTION D 14 QUORUM For all meetings the quorum shall be fifty percent plus one (50% + 1) of all possible votes, 15 DISCIPLINE and ABSENCE FROM COMMITTEE MEETINGS 15.1 Any member or individual who, contravenes any of the terms or provisions of this Constitution, or fails or refuses to implement any lawful decision of the Council, the NEC, or any standing committee of SATICA, shall be charged with misconduct as provided for in the rules and regulations of the Council If any member absents himself/herself from two consecutive meetings without an apology, that portfolio shall be declared vacant and the committee shall have authority to take appropriate action including declaring the seat vacant and co-opting another person to the committee. 16 AMENDMENT OF THE CONSTITUTION: 16.1 This Constitution may be amended at the NGC or at an SGC of SATICA called specifically for that purpose upon written request of at least fifty percent (50%) of the members of SATICA or member choirs The said amendment shall be passed by a majority of two thirds (⅔) of those present and entitled to vote at such meeting. 17. ELECTION AND VOTING a. Only members in good standing with SATICA may participate in the voting process b. A delegate nominated for election shall be seconded by a delegate of a choir member different from the one proposed his/her nomination. The nominee shall be given an opportunity to accept or refuse his/her nomination. c. No member shall be elected in his/her absence from the forum conducting elections and no person may be forced to serve SATICA in any structure without his/her will. d. Election for NEC shall be conducted by an independent body without any influence from SATICA members. Elections of Provincial Committees shall be presided by the NEC or its appointee. e. Voting at all SATICA meetings may employ one of the following methods as approved by the meeting: - by a show of hands; or - by secret ballot. We sing for the Nation Page 12

13 SECTION E 18. DISSOLUTION: 18.1 SATICA shall be dissolved upon a resolution passed by a majority of two thirds of the member choirs in good standing at a Special General Council called specifically for that purpose Upon dissolution and after the satisfaction of all its debts and liabilities, any property whatsoever in the possession of SATICA shall by a resolution of the General Council of members, be given or transferred to another non-profit organisation that has similar objectives. 19. ENFORCEMENT 19.1 The constitution and its amendments become enforceable once the constitution has been signed by the President of SATICA on each page to avoid irregular amendment of the document. This constitution was amended and adopted by the members on the 29 June 2014 at an Annual General Meeting of SATICA held at the University of Fort Hare and has been signed on their behalf. We sing for the Nation Page 13