SAIF

Southern Africa Institute of Fundraising
Constitution: Sections 7-14

7. AFFILIATES

7.1 The Council may in its sole discretion and subject to such conditions as are prescribed from time to time by the Council recognise persons, whether voluntary fundraisers or otherwise, as Affiliates of the Institute. Each of such persons shall be recommended by a Regular Member in good standing for recognition as an Affiliate and will be required to furnish such personal information as may be prescribed by the Council and shall give an undertaking willing to accept the obligation to observe and abide by the Code of Professional Ethics and the Constitution and Rules of the Institute.

7.2 Recognition of a person as an Affiliate shall be conditional upon payment by him of an annual subscription to the Institute in an amount determined from time to time by the Council such subscription to be additional to any subscription payable by him to a Branch of the Institute because of recognition by the Branch of his being an Affiliate of it.

7.3 An Affiliate shall have no voting rights under the Constitution and Rules of the Institute nor shall an Affiliate be entitled to print on his stationery or advertising material the insignia or name of the Institute, nor anything to indicate his being an Affiliate of the Institute.

7.4 An Affiliate shall automatically cease to be an Affiliate at the point of time when he become eligible to apply for Associate Membership of the Institute and recognition of an Affiliate as such may be terminated at any time by the Council who shall not be required to give reasons for such termination.

7.5 Affiliates may attend the Annual Meeting and Ordinary Meetings of the Institute and such other meetings as the Council may determine and shall be entitled to such advantages available to members of the Institute as the Council shall determine subject to the foregoing limitations specified in this Rule.

8. THE COUNCIL

8.1 The business and affairs of the Institute shall be managed by a Council comprising of the branch chairpersons, one representative from each branch selected by the branch in addition to members at large. The Council will not be less than 12 and not exceed 15 members.

8.2 Only regular members of the Institute whose dues are paid up shall be entitled to be elected to membership of the Council and no person in receipt of any honorarium or other remuneration from the Institute shall be eligible for such membership.

8.3 Members-at-Large shall be elected to the Council by the members of the Institute. In the first annual election one-half of the members-at-large or if their number be not a multiple of two, then the number nearest to but not exceeding one-half, shall be elected to serve a term of two years. The remainder shall be elected to serve a term of one year. In each election thereafter vacancies in respect of members-at-large whose terms have expired shall be filled by election for a term of two years.

8.4 Nominations for election to the Council as Members-at-Large shall be in writing signed by one or more members of the Institute and shall be accompanied by the consent in writing of the nominee to serve on the Council if elected. Such nominations shall be delivered to the Secretary of the Institute not less than twenty eight days prior to the Annual Meeting.

8.5 Upon the formation of a new branch the branch chairperson and one other elected representative shall be co-opted on the Council until the next Annual Meeting of the Institute

8.6 Notice in writing from each Branch of the names of the representatives it has elected to represent it on the Council shall be delivered to the Secretary of the Institute within seven days following the Annual Meeting of the Branch and such notice shall be accompanied by the consents to act of those elected to represent the Branch on the Council.

8.7 If sufficient candidates are not nominated to fill the vacancies the Council shall be entitled to fill the remaining vacancies or any of them as though they were casual vacancies. If more candidates are nominated than there are vacancies to be filled, then the election shall be by secret ballot in the following manner:

8.7.1 To conduct the poll the Council shall appoint a returning officer and two scrutineers none of whom shall be a candidate in the ballot.

8.7.2 The returning officer shall be given a list of members eligible to vote such lists to be certified by the Treasurer or the Auditor as containing the names of all members financial up to the time of the Annual Meeting pending.

8.7.3 The returning officer shall be provided with sufficient ballot papers for the conduct of the poll. Before issuing the ballot papers to the members he shall place his initials on the back of each ballot paper to be issued and prior to the declaration of the poll shall satisfy himself that only those papers bearing his initials are used for the poll.

8.7.4 The period for which the poll shall remain open shall be not less than seven days ending thirty minutes after the scheduled time for the commencement of the Annual Meeting.

8.7.5 Before any poll is taken the returning officer shall be satisfied that the ballot box is empty and then locked. He will personally retain the key during the period of the poll.

8.7.6 Every member of the Institute entitled to vote shall have a ballot paper together with all appropriate instructions either delivered to him personally not less than twenty one days prior to the close of the ballot or then posted to him at his registered address.

8.7.7 The member shall vote by striking out the name or names of those candidates for whom he does not wish to vote and marking the ballot paper that the member leaves uncancelled the name of candidates equal in number to the vacancies to be filled. After marking the ballot paper the member so voting may deposit his paper in the ballot box or may post it to the returning officer in the addressed envelop supplied so that it reaches him prior to the closing of the poll.

8.7.8 Immediately on the closing of the poll at the Annual Meeting the returning officer and scrutineers shall retire and count the votes. The require number of candidates receiving the greatest number of votes shall be elected and the result of the poll shall be declared by the returning officer. In the event of a tie the issue shall be decided by the vote of those members present at the meeting in person or by proxy.

8.7.9 The ballot papers shall remain sealed in the custody of the returning officer for sixty days after the declaration of the poll and shall be available to the Council in the event of a dispute arising in respect of or out of the poll. After sixty days the ballot papers shall be destroyed.

8.8 Members of the Council, if eligible, may be re-elected.

8.9 Vacancies in respect of members of Council elected as members-at-large whose terms are unexpired may be filled by the Council.

8.10 Vacancies in respect of members of Council elected as branch representatives whose terms are unexpired may be filled in accordance with its Constitution and Rules by the branch they represent.

9. MEETING OF COUNCIL

9.1 The Council shall meet, conduct its business, adjourn and otherwise regulate its meetings as its members shall determine provided that it shall meet not less than four times each year. The President and the Secretary on the requisition of any three members of the Council shall summon a meeting of the Council to be held within thirty days of such requisition.

9.2 A resolution in writing signed by all members of the Council shall be as valid and effectual as if it had been passed at a meeting of the Council duly convened and held. Such a resolution may consist of several documents in like form each signed by one or more members of the Council.

9.3 Any member of the Council who is absent from two consecutive meetings of the Council shall forfeit his seat unless he has obtained leave of absence from the Council.

9.4 A member of the Council may appoint in writing a member of the Institute to represent him at any meeting of the Council which he is unable to attend. Any instrument appointing such alternative member shall be delivered to the President or Secretary not less than 48 hours before the meeting in respect of which it is given.

9.5 The Institute may by a resolution passed by a majority of not less than three-fourths of members voting in person or by proxy at a Special Meeting of which not less than thirty days notice specifying the intention to propose the resolution shall have been given remove any member of the Council before the expiration of his period of office and may by resolution passed by a majority of members voting in person or by proxy appoint another person in his place to hold office until the next annual election.

9.6 The continuing members of the Council may act notwithstanding any vacancy in the Council but if there number is reduced below the necessary quorum they may act only for the purpose of increasing their number to that number or of summoning a Special Meeting of the Institute but for no other purpose.

9.7 One-third of the members shall constitute a quorum at a Council Meeting.

10. MEETINGS OF MEMBERS

10.1 An Annual Meeting of members hall be held each year in the period 1st June to 30th October, both dates inclusive except that no such meeting need be held within a period of one year from the date on which the Institute was founded.

10.2 In default of an Annual Meeting being so held such a meeting shall be held before 30 November and may be convened by any two members in the same manner as nearly as possible as that in which meetings are to be convened by the Council.

10.3 Ordinary Meetings of members shall be held at the discretion of the Council and at such time and place and subject to such notice as the Council shall determine.

10.4 Special Meetings of members may be called by the Council or by the President at any time and shall be called by the President and Secretary for such purposes as these Rules provide upon the written request of not less than one fifth of members of the Institute and business transacted at Special Meetings shall be deemed to be special business.

11. PROCEEDINGS AT ANNUAL MEETINGS

The business of the Annual Meeting shall be the following:

11.1 to confirm the minutes of the last preceding Annual Meeting, no discussion being permitted thereon except as to their accuracy as a record of proceedings of that meeting;

11.2 to receive the President's Report and the Financial Statements of the Institute for the last preceding year;

11.3 to declare elected members-at-large elected to the Council;

11.4 to appoint an Auditor;

11.5 to transact such business as may be transacted at an Annual Meeting pursuant to this Constitution;

11.6 to transact special business of which not less than thirty days notice shall have been given to the Secretary;

11.7 to transact any other business which the meeting may think fit to be transacted as ordinary business.

12. NOTICES OF MEETINGS

12.1 Unless specially otherwise provided not less than fourteen days notice shall be given of a meeting of the Council and not less than thirty days notice of any Special Meeting of members and in the case of special business not less than twenty-one days notice of the general nature of that business shall be given in the manner hereinafter mentioned or in such other manner if any as may be prescribed by the Institute at the Annual Meeting or at a Special Meeting to the persons entitled to receive such notice.

12.2 Notwithstanding the foregoing with the consent of all the members entitled to receive notice of some particular meeting that meetings may be convened by such shorter notice and in such manner as those members may think fit.

12.3 A notice may be served by the Institute upon any member either personally or by sending it through the post in a prepaid letter addressed to such member at his address as entered in the records of the Institute. Any notice so posted shall be deemed to have been served at the expiration of seventy two hours after posting.

12.4 The accidental omission to give or the non-receipt of any notice of meeting to any members shall not invalidate any business transacted at any meeting.

13. VOTING

At any properly convened meeting of members and unless otherwise provided -

13.1 All questions for determination shall be decided by a majority of the votes of those present.

13.2 Only those members whose dues are paid up shall be eligible to vote.

13.3 Every member shall have one vote.

13.4 The President or any member deputed in his stead shall have a deliberate vote only and in the case of an equality of votes the motion shall be deemed to be rejected.

13.5 Members may be represented by proxy provided that their proxy forms in such terms as the Council may from time to time determine are lodged with the Secretary at least 48 hours before the time for the meeting.

13.6 At an Annual Meeting or Special Meeting a resolution put to the vote of the meeting shall be declared on a show of hands unless a poll is (before or on the declaration of the result of the show of hands) demanded by the Chairman of the meeting or by at least three members present in person or by proxy.

13.7 If a poll is duly demanded it shall be taken in such manner as the Chairman directs and unless the meeting is adjourned the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded.

13.8 Unless a poll is demanded a declaration by the Chairman that a resolution has on a show of hands been carried or carried unanimously by a particular majority or lost and an entry to that effect in the minutes of the proceedings of the Institute shall be conclusive evident of the fact without proof of the number or proportion of the votes recorded in favour of or against the resolution.

13.9 A demand for a poll may be withdrawn.

13.10 Ten percent of the total number of members shall constitute a quorum at any meeting of members.

14. OFFICERS

14.1 At the first meeting of the Council which shall be held within thirty days after the founding of the Institute and thereafter at meeting of the Council within thirty days after each Annual Meeting the Council shall elect from its members the following officers each to serve for a term of one year President, Vice-President, Honorary Secretary and Honorary Treasurer, provided that the first office bearers of the organisation shall serve for a term of three years.

14.2 Should a casual vacancy occur in any of the foregoing offices the members of the Council may appoint another member of the Council to the office so vacated.

14.3 No President shall hold office for more than two consecutive years.

14.4 The President and the Secretary or their nominees shall be ex-officio members of all Standing Committees and Sub-Committees of the Institute including the Executive Committee and other Committees of Branches with the right to be taken into account for quorums in respect of such Committees.

14.5 The Council may appoint an Executive Committee of the President, Vice President, Hon. Secretary, Hon Treasurer and one branch chairperson of branches not already represented in the membership of this Executive Committee. The Executive Committee is responsible for matters needing urgent attention between Council meetings.

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7.1	The Council may in its sole discretion and subject to such conditions as are prescribed from time to time by the Council recognise persons, whether voluntary fundraisers or otherwise, as Affiliates of the Institute. Each of such persons shall be recommended by a Regular Member in good standing for recognition as an Affiliate and will be required to furnish such personal information as may be prescribed by the Council and shall give an undertaking willing to accept the obligation to observe and abide by the Code of Professional Ethics and the Constitution and Rules of the Institute.
7.2	Recognition of a person as an Affiliate shall be conditional upon payment by him of an annual subscription to the Institute in an amount determined from time to time by the Council such subscription to be additional to any subscription payable by him to a Branch of the Institute because of recognition by the Branch of his being an Affiliate of it.
7.3	An Affiliate shall have no voting rights under the Constitution and Rules of the Institute nor shall an Affiliate be entitled to print on his stationery or advertising material the insignia or name of the Institute, nor anything to indicate his being an Affiliate of the Institute.
7.4	An Affiliate shall automatically cease to be an Affiliate at the point of time when he become eligible to apply for Associate Membership of the Institute and recognition of an Affiliate as such may be terminated at any time by the Council who shall not be required to give reasons for such termination.
7.5	Affiliates may attend the Annual Meeting and Ordinary Meetings of the Institute and such other meetings as the Council may determine and shall be entitled to such advantages available to members of the Institute as the Council shall determine subject to the foregoing limitations specified in this Rule.

8.1	The business and affairs of the Institute shall be managed by a Council comprising of the branch chairpersons, one representative from each branch selected by the branch in addition to members at large. The Council will not be less than 12 and not exceed 15 members.
8.2	Only regular members of the Institute whose dues are paid up shall be entitled to be elected to membership of the Council and no person in receipt of any honorarium or other remuneration from the Institute shall be eligible for such membership.
8.3	Members-at-Large shall be elected to the Council by the members of the Institute. In the first annual election one-half of the members-at-large or if their number be not a multiple of two, then the number nearest to but not exceeding one-half, shall be elected to serve a term of two years. The remainder shall be elected to serve a term of one year. In each election thereafter vacancies in respect of members-at-large whose terms have expired shall be filled by election for a term of two years.
8.4	Nominations for election to the Council as Members-at-Large shall be in writing signed by one or more members of the Institute and shall be accompanied by the consent in writing of the nominee to serve on the Council if elected. Such nominations shall be delivered to the Secretary of the Institute not less than twenty eight days prior to the Annual Meeting.
8.5	Upon the formation of a new branch the branch chairperson and one other elected representative shall be co-opted on the Council until the next Annual Meeting of the Institute
8.6	Notice in writing from each Branch of the names of the representatives it has elected to represent it on the Council shall be delivered to the Secretary of the Institute within seven days following the Annual Meeting of the Branch and such notice shall be accompanied by the consents to act of those elected to represent the Branch on the Council.
8.7	If sufficient candidates are not nominated to fill the vacancies the Council shall be entitled to fill the remaining vacancies or any of them as though they were casual vacancies. If more candidates are nominated than there are vacancies to be filled, then the election shall be by secret ballot in the following manner:

8.7.1		To conduct the poll the Council shall appoint a returning officer and two scrutineers none of whom shall be a candidate in the ballot.
8.7.2		The returning officer shall be given a list of members eligible to vote such lists to be certified by the Treasurer or the Auditor as containing the names of all members financial up to the time of the Annual Meeting pending.
8.7.3		The returning officer shall be provided with sufficient ballot papers for the conduct of the poll. Before issuing the ballot papers to the members he shall place his initials on the back of each ballot paper to be issued and prior to the declaration of the poll shall satisfy himself that only those papers bearing his initials are used for the poll.
8.7.4		The period for which the poll shall remain open shall be not less than seven days ending thirty minutes after the scheduled time for the commencement of the Annual Meeting.
8.7.5		Before any poll is taken the returning officer shall be satisfied that the ballot box is empty and then locked. He will personally retain the key during the period of the poll.
8.7.6		Every member of the Institute entitled to vote shall have a ballot paper together with all appropriate instructions either delivered to him personally not less than twenty one days prior to the close of the ballot or then posted to him at his registered address.
8.7.7		The member shall vote by striking out the name or names of those candidates for whom he does not wish to vote and marking the ballot paper that the member leaves uncancelled the name of candidates equal in number to the vacancies to be filled. After marking the ballot paper the member so voting may deposit his paper in the ballot box or may post it to the returning officer in the addressed envelop supplied so that it reaches him prior to the closing of the poll.
8.7.8		Immediately on the closing of the poll at the Annual Meeting the returning officer and scrutineers shall retire and count the votes. The require number of candidates receiving the greatest number of votes shall be elected and the result of the poll shall be declared by the returning officer. In the event of a tie the issue shall be decided by the vote of those members present at the meeting in person or by proxy.
8.7.9		The ballot papers shall remain sealed in the custody of the returning officer for sixty days after the declaration of the poll and shall be available to the Council in the event of a dispute arising in respect of or out of the poll. After sixty days the ballot papers shall be destroyed.

8.8	Members of the Council, if eligible, may be re-elected.
8.9	Vacancies in respect of members of Council elected as members-at-large whose terms are unexpired may be filled by the Council.
8.10	Vacancies in respect of members of Council elected as branch representatives whose terms are unexpired may be filled in accordance with its Constitution and Rules by the branch they represent.

9.1	The Council shall meet, conduct its business, adjourn and otherwise regulate its meetings as its members shall determine provided that it shall meet not less than four times each year. The President and the Secretary on the requisition of any three members of the Council shall summon a meeting of the Council to be held within thirty days of such requisition.
9.2	A resolution in writing signed by all members of the Council shall be as valid and effectual as if it had been passed at a meeting of the Council duly convened and held. Such a resolution may consist of several documents in like form each signed by one or more members of the Council.
9.3	Any member of the Council who is absent from two consecutive meetings of the Council shall forfeit his seat unless he has obtained leave of absence from the Council.
9.4	A member of the Council may appoint in writing a member of the Institute to represent him at any meeting of the Council which he is unable to attend. Any instrument appointing such alternative member shall be delivered to the President or Secretary not less than 48 hours before the meeting in respect of which it is given.
9.5	The Institute may by a resolution passed by a majority of not less than three-fourths of members voting in person or by proxy at a Special Meeting of which not less than thirty days notice specifying the intention to propose the resolution shall have been given remove any member of the Council before the expiration of his period of office and may by resolution passed by a majority of members voting in person or by proxy appoint another person in his place to hold office until the next annual election.
9.6	The continuing members of the Council may act notwithstanding any vacancy in the Council but if there number is reduced below the necessary quorum they may act only for the purpose of increasing their number to that number or of summoning a Special Meeting of the Institute but for no other purpose.
9.7	One-third of the members shall constitute a quorum at a Council Meeting.

10.1	An Annual Meeting of members hall be held each year in the period 1st June to 30th October, both dates inclusive except that no such meeting need be held within a period of one year from the date on which the Institute was founded.
10.2	In default of an Annual Meeting being so held such a meeting shall be held before 30 November and may be convened by any two members in the same manner as nearly as possible as that in which meetings are to be convened by the Council.
10.3	Ordinary Meetings of members shall be held at the discretion of the Council and at such time and place and subject to such notice as the Council shall determine.
10.4	Special Meetings of members may be called by the Council or by the President at any time and shall be called by the President and Secretary for such purposes as these Rules provide upon the written request of not less than one fifth of members of the Institute and business transacted at Special Meetings shall be deemed to be special business.

11.1	to confirm the minutes of the last preceding Annual Meeting, no discussion being permitted thereon except as to their accuracy as a record of proceedings of that meeting;
11.2	to receive the President's Report and the Financial Statements of the Institute for the last preceding year;
11.3	to declare elected members-at-large elected to the Council;
11.4	to appoint an Auditor;
11.5	to transact such business as may be transacted at an Annual Meeting pursuant to this Constitution;
11.6	to transact special business of which not less than thirty days notice shall have been given to the Secretary;
11.7	to transact any other business which the meeting may think fit to be transacted as ordinary business.

12.1	Unless specially otherwise provided not less than fourteen days notice shall be given of a meeting of the Council and not less than thirty days notice of any Special Meeting of members and in the case of special business not less than twenty-one days notice of the general nature of that business shall be given in the manner hereinafter mentioned or in such other manner if any as may be prescribed by the Institute at the Annual Meeting or at a Special Meeting to the persons entitled to receive such notice.
12.2	Notwithstanding the foregoing with the consent of all the members entitled to receive notice of some particular meeting that meetings may be convened by such shorter notice and in such manner as those members may think fit.
12.3	A notice may be served by the Institute upon any member either personally or by sending it through the post in a prepaid letter addressed to such member at his address as entered in the records of the Institute. Any notice so posted shall be deemed to have been served at the expiration of seventy two hours after posting.
12.4	The accidental omission to give or the non-receipt of any notice of meeting to any members shall not invalidate any business transacted at any meeting.

13.1	All questions for determination shall be decided by a majority of the votes of those present.
13.2	Only those members whose dues are paid up shall be eligible to vote.
13.3	Every member shall have one vote.
13.4	The President or any member deputed in his stead shall have a deliberate vote only and in the case of an equality of votes the motion shall be deemed to be rejected.
13.5	Members may be represented by proxy provided that their proxy forms in such terms as the Council may from time to time determine are lodged with the Secretary at least 48 hours before the time for the meeting.
13.6	At an Annual Meeting or Special Meeting a resolution put to the vote of the meeting shall be declared on a show of hands unless a poll is (before or on the declaration of the result of the show of hands) demanded by the Chairman of the meeting or by at least three members present in person or by proxy.
13.7	If a poll is duly demanded it shall be taken in such manner as the Chairman directs and unless the meeting is adjourned the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded.
13.8	Unless a poll is demanded a declaration by the Chairman that a resolution has on a show of hands been carried or carried unanimously by a particular majority or lost and an entry to that effect in the minutes of the proceedings of the Institute shall be conclusive evident of the fact without proof of the number or proportion of the votes recorded in favour of or against the resolution.
13.9	A demand for a poll may be withdrawn.
13.10	Ten percent of the total number of members shall constitute a quorum at any meeting of members.

14.1	At the first meeting of the Council which shall be held within thirty days after the founding of the Institute and thereafter at meeting of the Council within thirty days after each Annual Meeting the Council shall elect from its members the following officers each to serve for a term of one year President, Vice-President, Honorary Secretary and Honorary Treasurer, provided that the first office bearers of the organisation shall serve for a term of three years.
14.2	Should a casual vacancy occur in any of the foregoing offices the members of the Council may appoint another member of the Council to the office so vacated.
14.3	No President shall hold office for more than two consecutive years.
14.4	The President and the Secretary or their nominees shall be ex-officio members of all Standing Committees and Sub-Committees of the Institute including the Executive Committee and other Committees of Branches with the right to be taken into account for quorums in respect of such Committees.
14.5	The Council may appoint an Executive Committee of the President, Vice President, Hon. Secretary, Hon Treasurer and one branch chairperson of branches not already represented in the membership of this Executive Committee. The Executive Committee is responsible for matters needing urgent attention between Council meetings.

SAIF

Southern Africa Institute of Fundraising Constitution: Sections 7-14

Southern Africa Institute of Fundraising
Constitution: Sections 7-14