CONSTITUTION OF THE GANSBAAI AMATEUR RADIO CLUB
1. NAME: The Club shall be known as the Gansbaai Amateur Radio Club and will
hereafter in this document be referred to as the Club.
2. LEGAL STATUS: The Club is a voluntary association with its own legal identity
which is separate from its individual members. The Club shall continue to exist
even if the members change. The Club may own property, operate bank an account, enter into
contracts, and sue or be sued in its own name. The Club indemnifies its office bearers and
members from personal liability arising out of any acts or omissions performed in good faith
on behalf of the Club.
3. OBJECTIVE: To facilitate and co-ordinate activities in the greater Overberg area with the aim
of furthering the interests of its members in all aspects of Amateur Radio and allied activities.
To support as much as possible the South African Radio League.
4. MEMBERSHIP: There shall be the following Classes of Membership: –
4.1 Main Members; – Licensed with valid call sign.
4.2 Spouse of Main Members; – Husband or Wife of a licensed Ham.
4.3 Ordinary Members; – All non-licensed members.
5. VISITORS: Members may invite visitors to attend meetings or members of the public may
attend meetings at the discretion of the Chairman.
6. CONDUCT: All members shall abide by the Constitution of the Club and the Amateur Code.
The Committee shall have the power to refuse to renew the membership of any person whose
conduct, in the opinion of at least 75% of the Committee, renders the member unfit to be a
member of the Club.
7. SUBSCRIPTIONS:
7.1 The annual subscriptions shall be set by the Committee.
7.2 All subscriptions shall be due and payable in advance on 1st May each year.
7.3 The financial year shall run from 1st May to 30th April of the next year.
7.4 A member shall be deemed to have resigned from the Club if he/she has not renewed
their subscription by 31st June i.e. within 61 days of due date.
8. FINANCES:
8.1 The club shall, for the time being, only operate on cash basis. All subs and donations to be
paid in cash and a receipt must be written for it. If you need to pay via eft, credit or debit
cards, can be arranged with scoops. Please add R25 for card fees and other bank charges.
8.2 Chairperson and a treasurer, will accept full responsibility and accountability for the funds. To
be kept in a private safe at the club house.
8.3 Treasurer to have the books for the flow of cash up to date and presented at every meeting
where two members will audit and sign.
8.4 Any reason for spending funds, need to be placed on agenda and discussed at the following
meeting. With the exception of funds to keep the club’s affiliation with SARL and ICASA.
9. ELECTION AND POWERS OF THE CLUB’S COMMITTEE:
The Club’s affairs shall be administered by a Committee elected by the members at the annual
General Meeting. The Committee shall consist of: –
(a) Chairman who shall preside at all the Club’s meetings.
(b) Secretary who will be responsible for:
9.1 Keeping minutes of all formal meetings of the Club;
9.2 Ensuring that all correspondence is efficiently handled;
9.3 Maintaining a register of all Club members.
(c) Treasurer who will be responsible for:
9.4 Keeping the Club Books up to date,
9.5 Preparation of an Income and Expenditure statement monthly and presenting it at the monthly
meeting.
9.6 Preparing the Accounts for Audit and presenting same at the Club AGM. These Accounts to
include a statement of Income and Expenditure, a Balance sheet showing Assets and
Liabilities and an Inventory of all equipment and furniture, etc if applicable.
(d) Administrative Committee and Activity Conveners:
9.7 The posts of Secretary, and of Treasurer, may be filled by one person.
9.8 The balance of the Committee will comprise Activity Conveners who will be elected by
members at the Annual General Meeting and who specifically undertake to manage a
particular Activity on a recurring and on-going basis. No expenses for which the Club may be
responsible may be incurred by the Activity Conveners without the permission of the
Committee. Additional Activity Conveners may be co-opted during the course of the year by
the Committee.
9.9 The Chairman, the Secretary and the Treasurer, will make up an Administrative Sub
Committee and have the authority to attend to the routine day to day running of the Club’s
affairs and settle routine accounts. If the Secretary and Treasurer posts are filled by one
person, then the third member of the Administrative Sub Committee must be elected at the
Annual General meeting by the members. The Administrative Sub Committee may however
increase the size of the Sub Committee by Co-opting additional members if this is found to be
necessary.
9.10 All other matters will be the responsibility of the Committee. The Committee will only meet
when a meeting is convened by the Secretary at the request of the Chairman, or by any two
members of the Committee. The particular item/s that will be discussed must be quoted to the
Secretary so that he may prepare a suitable Agenda in advance of the meeting.
9.11 The Committee may elect one of the Committee as Vice Chairman. The Vice Chairman will act
as Chairman whenever the Chairman is not present at a Club activity.
9.12 Decisions at Administrative Sub Committee and Committee meetings will be by simple
majority with the Chairman having an additional casting vote if the voting is equal. At both
categories of meeting an attendance of 3 will constitute a quorum.
10. ANNUAL GENERAL MEETING:
10.1 The Annual General Meeting will be held before the 30th April each year.
10.2 The quorum at an Annual General Meeting shall be 15% of the total membership eligible to
vote at a meeting. If no quorum is present the meeting must be postponed to a date agreed
upon by the Committee. At the subsequent meeting only 10% of the members will constitute a
quorum.
10.3 Notice of an Annual General Meeting must be given at least 14 days prior to the meeting and
may be posted in the form of regular correspondence or by electronic mail sent to the address
record ed in the club’s database.
10.4 The Ag end a for the Annual General Meeting must include at least the following: * Minutes
of previous year’s meeting, * Report from Administrative Sub Committee, Election of Office
Bearers and Activity Conveners (Nominations will only be valid if confirmed by the Nominee at
the meeting personally or in writing from him in his absence.)
* Other Business
(Items to be raised by members under Other Business must be conveyed to the Secretary in
writing or by electronic mail not less than 7 days before the AGM.)
11. AMENDMENTS TO THE CONSTITUTION:
The Constitution may only be amended by a two-thirds majority at either an Annual General
Meeting, or at a Special General Meeting called for that purpose.
12. AFFILIATION TO THE SOUTH AFRICAN RADIO LEAGUE:
The question of affiliation to the SARL must be discussed at an Annual General Meeting of
the Club and any decision in this regard must be made by the majority of members present at
the meeting.
13. The club would like to be registered as an exam location in the Overberg /
Overstrand area and will adhere to all rules and regulations regarding such.