| Pegasus cue sports constitution Page 2 |
| 7.2 cont. But they must let the other management committee members know the date of the proposed meeting not less than 21 days before itis due to take place. They must also tell the other members of the committee which issues will be discussed at the meeting. If however, one of the matters to be discussed is to appoint a new management committee member, then those calling the meeting must give the other committee members not less than 30 days notice. 7.3 The chairperson shall act as the chairperson of the management committee. If the chairperson does not attend a meeting, then members of the committee who are present choose which one of them will chair that meeting. This must be done before the meeting starts. 7.4 There shall be a quorum whenever such a meeting is held. 7.5 When necessary, the management committee will vote on issues. If the votes are equal on an issue, then the chairperson has either a second or a deciding vote. 7.6 Minutes of all meetings must be kept safely and always be on hand for members to consult. 7.7 If the management committee thinks it is necessary, then it can decide to set up one or more sub-committees. It may decide to do this to get some work done quickly. Or it may want a sub-committee to do an enquiry, for example. There must be at least three people on a sub-committee. The sub-committee must report back to the management committee on its activities. It should do this regularly. 8. Annual general meetings The annual general meeting must be held once a year, towards the end of the organisation's financial year. The organisation should deal with the following business, among others, at its annual general meeting:- * Agree to the items to be discussed on the agenda. * Write down who is there and who has sent apologies because they cannot attend. * Read and confirm the previous meeting's minutes with matters arising. * Chairman's report * Treasurers report * Changes to the constitution that members may want to make * Elect new office bearers * General * Close the meeting 9. Finance 9.1 An accounting officer shall be appointed at the annual general meeting. His or her duty is to audit and check on the finances of the organisation. 9.2 The treasurers job is to control the day to day finances of the organisation. The treasurer shall arrange for all funds to be put into a bank account in the name of the organisation. The treasurer must also keep proper records of all the finances. 9.3 Whenever funds are taken out of the bank account, the chairperson and at least two other members of the organisation must sign the withdrawal or cheque. 9.4 The financial year of the organisation ends on the 31st December. 9.5 The organisation's accounting records and reports must be ready and handed to the director of Nonprofit Organisations within six months after the financial year end. 9.6 If the organisation has funds that can be invested, the funds may only be invested with registered financial institutions. These institutions are listed in Section 1 of the Financial Institutions ( Investment of Funds) Act, 1984. Or the organisation can get securities that are listed on a licenced stock exchange as set out in the Stock Exchange Control Act, 1985. The organisation can go to different banks to seek advice on the best way to look after its funds. 10. Changes to the constitution 10.1 The constitution can be changed by a resolution. The resolution has to be agreed upon and passed by not less than two thirds of the members who are at the annual general meeting or special general meeting. Members must vote at this meeting to change the constitution. 10.2 Two thirds of the members shall be present at a meeting (Quorum) Before a decision to change the constitution is taken. Any annual general meeting may vote upon such a notion, if the details of the changes are set out in the notice referred to in 7.3 10.3 A written notice must go out not less than fourteen (14) days before the meeting at which the changes to the constitution are going to be proposed. The notice must indicate the proposed changes to the constitution that will be discussed at the meeting. 10.4 No ammendments may be made which would have the effect of making the organisation cease to exist. 11. Dissolution/Winding up 11.1 The organisation may close down if at least two-thirds of the members present and voting at a meeting convened for the purpose of considering such matter, are in favour of closing down. 11.2 When the organisation closes down it has to pay off all its debts. After doing this, if there is property or money left over it should not be paid or given to members of the prganisation. It should be given in some way to another non-profit organisation that has similar objectives. The organisation's general meeting can decide what organisation this should be. 12 Adoption of the constitution This constitution was approved and accepted by members of Pegasus cue sports at a special general meeting on 1st august 2002. |
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