Constitution Name The name of the club shall be AV Makers South Africa (the Club). Purpose This Club has been in existence as an informal group with the same name since the 29 th May 2010, when the first meeting was held. It is now being formalized into a structured club. The name was changed in 2014 from Pretoria AV Club to the present one. The purpose of the Club shall be to promote the making of digital audio-visual shows amongst its members and the wider public by means of lectures, demonstrations, shows, competitions and other appropriate means. It is expected that members will be active in the production of digital audiovisuals. Geographic catchment area Members are welcome from anywhere in South Africa or abroad with an interest in audio-visuals. Even though members living far from Pretoria may not be able to attend meetings they will still benefit from other activities like competitions and web-based discussions organized by the Club. Language of the Club and correspondence The language of the Club shall be English. Correspondence within the Club shall be by email and via the Club s website. The email address will be pretoria.av.club@gmail.com and the website will be at http://pretoria-av-club.wikispaces.com/. Membership Any person who agrees to the constitution and rules of the Club is invited to apply for membership. There shall be only one kind of membership, namely, Ordinary member. Application for membership must be made on the prescribed form. Management shall consider applications at the following management meeting and shall have the right to accept or reject the application. No reason need be given for rejection of an application. The secretary shall inform the applicant as soon as possible after the decision has been made. Version: 3.0 Page 1
Membership shall terminate when: a member tenders a resignation in writing to the Secretary a member s subscriptions are more than three months in arrears if the management decides that the member s behaviour is not in keeping with the constitution and rules. Finances The annual subscription fee shall be decided by management from time to time. The financial year shall run from 1 st July to 30 th June. The treasurer shall keep book of all financial transactions and prepare annual financial statements prior to the AGM. Management shall be responsible towards members for the proper management of the Club s financial matters and shall report to members at the AGM. Management shall decide where bank transactions will be handled for the most practical arrangements in the best interests of the Club and its members. Signing rights shall be determined by the Committee. Management committee A committee consisting of not more than seven members that are chosen at the AGM shall manage the Club in terms of this constitution and rules, as amended from time to time. The Chair and Treasurer shall be identified at the meeting while other roles and responsibilities shall be left for the committee to arrange amongst themselves. Committee members for certain portfolios need not be resident in the Pretoria area. Management retires annually but may stand for re-election. Management shall have the right to co-opt a member, or members, when vacancies come about or when the interests of the Club require it. Co-opted members shall have the same rights as other committee members. A quorum shall be three members of the elected committee at a committee meeting. In a management meeting the chair shall have one additional vote in addition to his/her ordinary vote in the case of deadlock. Version: 3.0 Page 2
Management may prepare and publish rules from time to time as the need arises. Rules may contain guidelines for: Membership requirements Special awards Competition set subjects and rules Star gradings and definitions Membership fees. Management shall arrange competitions, salons, and other events in keeping with the constitution and rules. Information about forthcoming events and newsworthy items shall be published on the Club s website and a Newsletter may be produced. Meetings Management shall arrange at least four member meetings annually, in the form of demonstrations, competitions, shows, workshops or other appropriate events. The first event after the start of the financial year shall be identified as the AGM. This shall be held within the first three months of the financial year. At this meeting the following shall be handled: Approval of financial statements Approval of chairman s report Election of new committee Any other appropriate business. At the AGM, 20% of paid-up members shall constitute a quorum. If a quorum is not present, the meeting shall be adjourned for 5 minutes, hereafter the members present shall constitute a quorum. The election of office-bearers shall be by voting papers unless the meeting formally decides otherwise. Nominations may be made in writing before the AGM or during proceedings. All nominations shall be in writing and require a proposer and the acceptance of the nominee to stand for office. Special General Meeting (SGM) On the written request of at least four committee members or 50% of the paidup members, a SGM shall be called. The requirements are: the application must clearly state the reason for the need for the SGM members shall receive at least 10 days written notice of the date, place and time of the meeting as well as a copy of the agenda the same conditions in respect of a quorum apply as for the AGM. Version: 3.0 Page 3
Affiliation The Club shall apply for affiliation to the Photographic Society of South Africa (PSSA). If accepted, the Club shall abide by all the regulations of the Society. Particularly to reduce costs, all members shall be encouraged to join PSSA. Legal capacity The Club shall have separate legal capacity from its members and may sue or be sued in its own right. Ownership and copyright Ownership of all material submitted to the Club by members shall remain with the author(s). In accordance with the established music and image copyright regulations, sequences submitted should be free of all rights of ownership, artistic or otherwise, which others may hold. By participating in the Club activities authors of audio-visual sequences indemnify the Club representatives against all and any other action, which may be taken against them by owners of copyrights. The Club shall accept no responsibility in the case of dispute or litigation. Submission of material implies permission to project it in public for Clubrelated purposes and to circulate it amongst members. All care will be taken in the handling of material, but the organisers cannot accept responsibility for loss, theft or damage. Audio-visuals shall be used exclusively for non-commercial, amateur purposes. It is understood that events under the umbrella of PSSA are covered for music copyright purposes provided that no entry fee is charged (charges for refreshments, parking, etc are allowed). Change of constitution The constitution shall only be changed by a motion at a properly constituted AGM or SGM. Members shall receive notice of the motion with its details at least ten days prior to the date of the meeting. Version: 3.0 Page 4
Dissolution On the dissolution of the Club all unapplied funds and assets shall be used to settle any outstanding debts that there may be. Any remaining funds and assets shall be donated to the Photographic Society of South Africa or another club with photographic objectives, as decided by the outgoing committee. Approval and acceptance of constitution This constitution was approved and adopted by the members present at the inaugural meeting of the Club at Irene Homes Hall, Pretoria, on 13 th August 2011. The name of the Club was changed at a Special General Meeting held on 2013-11-16. This Constitution was accepted at the AGM held on 2015-09-26. Refer to the attendance register in the minutes of the AGM for signatures... Chair. Secretary/Treasurer Date. Date Version: 3.0 Page 5