FRIENDS ALIKE SOCIAL CLUB

PO Box 59509, Karen Park, 0118 079 878 1426 friendsalikeclub@gmail.com

THE CONSTITUTION
1. Name a) The name of the club shall be Friends Alike Social Club. 2. Aims and Objectives The following will be the clubs main concentration: a) Social i. ii. iii. iv. v. Meet as often as we can to celebrate occasions like birthdays, weddings, etc together. Improve members life in all aspects. Advice and help each other on family matters. Be there for each other in difficult times likes ,death ,illness ,lost of job ,etc Advice each other on life, finance and work.

b) Funeral cover i. Run a funeral cover to help when a member or a family member passes away. c) Saving Plan i. Members will save together as a club and share according to how much they put in at the end of a year or term as agreed by members. 3. Statement of intent a) The club committee shall supply the constitution to all for approval, who shall sign it as the accepted constitution for the club. 4. Membership a) Membership is open to all people who support the aims and objectives of the club and any member of the society is eligible to request to join the club. b) All new members requests to be accepted/decided by a vote by existing members, majority rules. c) All new members shall pay a joining fee to join the club at the rate to be determined from time to time by members in General Meetings. d) New and existing members are expected to participate in all club activities listed under aims and objectives e) Membership is not a requirement for participation in club meetings or other events. f) Membership will entitle each member to be kept informed by email; SMS, newsletter or other/any form of communication of events organized by the club. g) All members will also be entitled to vote on issues considered by the club Chairperson to be central to the running of the club. h) Renewal of membership to be done beginning of each year. i) All members will remain on the membership list until they ask to be removed, procedures listed under Resignations to be followed. j) Members names and personal details (including addresses and telephone numbers) will not be disclosed to outsiders without the members permission.

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5. Joining fees a) Once accepted, all new members shall pay a joining fee to join the club at the rate to be determined from time to time by members in General Meetings. b) The joining fee will be distributed in the following; i. Pay for the new members uniform. ii. Part of the amount to go the funeral cover, rate to be determined from time to time iii. Part go to the clubs social account, rate to be determined from time to time c) The following to be issued to a new member after payment of joining fee; i. The club uniform. ii. Code of conduct and constitution. iii. Club contact and banking details iv. Committee members list. v. All members contact details. vi. Meeting dates. vii. Any other giveaways that will be available at that time of joining. 6. Membership Fees a) All members of the club shall pay a monthly fee at the rate to be determined from time to time by members in General Meetings. b) All monthly fees shall become due on the 1st of each month. c) The club members fees, funeral cover and minimum saving plan are compulsory. d) Fees to be paid each month irrespective of whether the club holds a meeting or not. e) Members who fail to attend club meetings and dont pay any fees for 3 months will be asked to leave the club. f) A member who attends the club meetings but doesnt pay fees for 3 months will be asked to rejoin the club, g) A member who doesnt attend club meetings but pays his fees for 3 months must be brought to the club committee. h) A member who attends the club meetings but only pays certain fees for 3 months must be brought to the club committee. i) Members who fail to attend a meeting to pay a fine at the rate to be determined from time to time by members in General Meetings. j) Treasurer to send out members statement on the last Monday of the month or last Monday before the meeting, whichever one comes first. 7. Membership renewal a) Renewal forms to be issued on the last/closing meeting and returned by the first meeting of the New Year. b) If the member decide not to renew the membership, the Resignations procedure below to be followed. 8. Resignations a) If any member of the club chooses to resign, the following procedure to be followed. i. Member to inform the club in writing or clearly state on the renewal forms issued annually. ii. All fees owing to the club by members to be settled before his or her resignation can be accepted. iii. Any fees that cannot be settled by the member will be deducted from his savings. iv. No refund or money will be paid to the member other than his savings or fees that are paid over. v. Member to give the club 30 days notice for payment of his savings and any other fees owed to him. vi. The uniform and any other documents issued to the member dont have to be returned. 9. Finance a) The club shall receive joining fees, monthly fees or other fees from members. b) Any form of donation is welcome by the club. c) 3 bank accounts shall be maintained in the name of the club for social, funeral cover and saving plan. d) All club funds shall be placed in the care of the treasurer and or nominated managers or signatories.

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e) All cheques, orders, withdrawing monies from the account shall be approved by 3 committee members (chairman, treasurer and secretary). f) Any money needed to fund an event to come from the club unless otherwise discussed among members. g) The club treasurer will provide the members with a detailed budget for the following year. h) Budgets for events shall be given to all for inspection and approval. i) The treasurer shall prepare and shall present at every meeting a report showing the financial position of the club. j) Treasure shall keep current accurate financial information. The Treasurer is responsible for all financial transactions of the club ensuring that only the chairman, treasurer and secretary authorize the club withdrawals or expenditures. k) Receipts will be required before any out of pocket expenditure can be reimbursed. l) All members birthdays to be celebrated by getting him/her a gift, only if the funds are available. 10. Funeral Cover a) The clubs to have a funeral plan that covers for its members and their families as per lists provided. b) The cover is compulsory to all club members. c) All members to supply the club with a list showing his/her family, quantity of family members to be included to be decided from time to time. d) A separate bank account to be maintained for the funeral cover e) A manager to be appointed to take care of the cover and give reports at meetings. f) Payouts to be at the rate to be determined from time to time by members in General Meetings. g) No cover if the members fail to pay for 3 months h) If a member is sowing and family member passes away, the club will pay as agreed minus the money owed. i) If a member is still active but owing funeral cover contributions, on passing away, the club will override debt and cover as is the members did not owe. j) A situation where 2 members got same family member on their lists the club will pay for both. 11. SAVING PLAN a) Members will save together as a club and share according to how much they put in at the end of a year or term as agreed by members. b) The saving to be compulsory. c) A separate bank account to be maintained for the saving plan. d) A manager to be appointed to take care of the saving plan and give reports at meetings. e) Deposits to be made beginning of each month to the club saving plan and members who fail to make deposits must pay cash at the meeting. f) Savings to be shared end of the year, term or as agreed by members. g) If the savings are shared end of the year, 2 dates will be set for payouts, one beginning of December holidays and one first weeks of January. h) For security reasons payouts will not be done cash, members to provide the club with their banking details before the payout dates. i) All debts owed to the club will be deducted from the savings before any payout is made. 12. The Club Committee a) The committee shall consist of the following members: i. Chairman ii. Secretary iii. Treasurer iv. Event organizer v. Transport organizer vi. Communications manager vii. Funeral Cover and Saving Plan managers viii. And all founding members who are still with the club.

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b) All committee members must be members of the club. c) Each member of the committee shall be entitled to one (1) vote, the Chairman shall, however, in addition, be entitled to exercise a deciding vote. d) Committee Members hold their positions until the conclusion of the Annual General Meeting and they are eligible for re-election. e) A Committee position to be filled as soon as possible if the Committee Member resigns from office, is absent from all Committee Meetings for an unreasonable period of time without leave of absence, or if the position is declared vacant by a resolution at a Club General Meeting. f) Committee duties and Responsibilities: i. The Committee is responsible for the management of all Club affairs. The Committee is to operate in accordance with the club constitution and code of conduct. ii. Provide guidance, support and direction to Club Members. iii. To create a positive club image that is attractive to prospective and current members alike. iv. Improving the Club and the way it operates. v. Working effectively as a team and in the spirit of goodwill. vi. Being unbiased and impartial on all issues. vii. Ensuring that any sub-committees or officials of the club carry out their functions as instructed. viii. Actively encouraging club members involvement as Club Officials, on subcommittees or providing assistance as needed. ix. Ensuring that the club is efficiently organized to carry out the aims of its constitution, and to carry out the instructions given to it by members in general meetings. x. Giving the members adequate information about the committees actions so that these actions can be understood. xi. The committee shall be responsible for ensuring that all members are informed of the club rules, disciplinary policy and the consequences of transgressions of the policy. xii. Develop committee goals to achieve club membership goals for the coming year. xiii. Conduct club assessments to determine strengths and weaknesses. xiv. Develop programs to educate and train new and current club members. xv. The committee shall, at its discretion, be entitled to confer the status of Honorary Life Membership to any member or parents of members rendering outstanding service to the club. Such a member shall be exempt from subscriptions. xvi. The Clubs elected committee shall meet as scheduled or as the need arise, to discuss Club issues. xvii. Handing over appropriate written records and written or oral reports to new committee members so that proper continuity is maintained. i. ii. iii. iv. v. vi. vii. viii. ix. Sample Committee Agenda Welcome Apologies Minutes of previous meeting Matters arising (not covered elsewhere in the agenda) Correspondence Committee Members Reports Future Events/Special Items Other matters Date, time and venue of next meeting

xviii.

13. Duties of officers a) Chairperson Duties of a club chairperson

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i. ii. iii. iv.

v. vi. vii. viii. ix. x. xi. xii. xiii. xiv.

The chairperson is the leader of the Club and is there to ensure the Club is run efficiently administratively, financially and socially to support the efforts of the Club. Ensure the Club as a whole makes and sticks to priorities and policies, Serves as a spokesperson for the Club. Planning and running meetings, being sure everything is covered and decisions are made when required, keeping order, helping the group deal with differences of opinion and conflicts, being sure that everyone who wants to has a chance to speak. Ensuring the Club meets its responsibilities and achieves its objectives. Managing all club activities with the support of the Committee. Being well informed about all club activities including the financial position. To liaise with the Treasurer about the financial state of the Club Chair the Committee, General and the Annual General Meetings. Be well aware of all current and future Club activities, to liaise closely with the Secretary about dates, arrangements, agendas, correspondence for committee meetings, and content of minutes To be familiar with all the Clubs rules and regulations contained in the constitution and other club documents. Ensure Managers and Committee Members fulfill their responsibilities to the Club. Chairperson must know all committee members, their duties and be able to recognize their strengths and weaknesses. Presents the Annual Report at the Annual General Meeting. It should be a comprehensive summary of the previous years activity, detailing programs conducted, membership changes, physical developments and outstanding achievements. It includes a review of the financial situation and a look at plans and aspirations for the future.

DUTIES AND RESPONSIBILITIES AT MEETINGS i. It helps if the chairperson arrives early for the meeting as members may wish to speak to him or her prior to the meeting ii. Chairperson must be well prepared before each meeting and be forewarned of possible controversial or delicate items on the agenda. iii. He should ensure that meeting starts and finishes on time. iv. Get together with the Secretary to go over the minutes of the last meeting, plan the agenda, and agree which decisions need to be made at the meeting v. Ensure that all information, documents, and papers are at hand for the meeting vi. Welcome members, visitors and special guests Introduce demonstrator, speaker or guest vii. Arrange for a vote of thanks to be given. viii. Know and follow the agenda strictly, unless directed otherwise by the meeting ix. The chairman should make efforts to preserve order during the meeting. x. He should see that the rules of standing orders are followed by the speaker and ensure that all speeches are addressed to the chair and receive a fair hearing. xi. Hes responsible to put at ease new members at their first meeting. xii. Ensures there is fair discussion on each issue and that all points are expressed before a decision is reached xiii. Keeps the meeting moving in the desired direction. Be firm, but tactful, with members deviating from the point under discussion xiv. After adequate discussion on an issue impartially summarizes the points of view expressed, both for and against, to make sure members know clearly what they will be voting or agreeing to xv. If a vote has to be taken ask for a formal proposal and clarify the procedure. In the event of a tie the Chairperson may have the casting vote xvi. He should be impartial in the meeting and should see that the minority is not stifled or oppressed in any way. xvii. Runs the meeting so that a balance is struck between speed and efficiency on the one hand, and keeping the meeting enjoyable on the other hand.

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xviii. xix. xx. xxi. xxii.

If necessary set a time limit for any items which are likely to continue for a lengthy period, always remember to allow sufficient time for each person to have their say. Facilitate discussion during the meeting and encourage all members to participate To expel a member from the meeting if he seriously interferes with the conduct of the meeting after warning the member. It is his duty to ensure that the sense of the meeting is accurately ascertained and recorded. At the close of a meeting make arrangements for the next meeting and liaise with the Secretary on actions resulting from the meeting, e.g. press release or letters

b) Vice chairperson The Vice-chairperson is responsible for: i. Directly assisting the chairperson in the management of the Club. ii. Performing the role of the chairperson in the chairpersons absence c) SECRETARY Duties and Responsibilities i. To ensure that appropriate administrative support is provided to the chairman and committee of your club. The secretary is the primary administration officer of the committee and provides the link between the committee and members. ii. Write, receive and respond to all club correspondence as required. iii. Monitor the clubs email address. iv. Maintaining copies of all inward and outward correspondence (including relevant emails) v. Distributing correspondence received to the club committee vi. Act as second signatory for club bank accounts, liaise regularly with the treasurer. vii. Maintain a small petty cash flow to cover administration expenses. viii. Holding all current and historical club records, maintain the club database. ix. Maintaining and advising the club committee and club officials contact lists. x. Send out notice about the next meeting to all members. xi. Attend all meetings and take minutes. xii. Establish a meeting schedule for general and executive committees for the current year. xiii. It is normally the duty of the secretary, in consultation with the chairman, to draw up the agenda. The chairman has the final say about the order in which items appear. xiv. Prepare minutes of all committee meetings of your club and distribute in accordance with the rules of your club xv. Prepare a comprehensive report of all activities of your club for presentation to the membership at the annual general meeting. xvi. The secretary should be prepared to present a secretarys report during committee meetings, as well as present the monthly report for approval by the committee. The club secretary is a voting committee member and should vote on all issues presented by the committee. xvii. In conjunction with the treasurer maintain accurate record of members. xviii. Provide administrative support to the committee in ensuring all association responsibilities are dealt with appropriately xix. Be familiar with the rules of your club, to give advice to the chairman and committee as required xx. The secretary should find much of relevance in the constitution, e.g. the frequency of meetings, when the AGM is due, who receives notices of meetings, and the length of notice to be given. xxi. It is a good idea to keep a master copy of the constitution and other documents safely in a file but to have a spare copy at every meeting. xxii. All new members should receive a "welcome pack", consisting of a uniform, the constitution, code of conduct, the latest annual report and accounts, copies of minutes of the most recent meetings and any leaflets produced by the club.

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The secretary to keep club record file of the following: i. Club constitution ii. Club code of conduct iii. Minutes of all club monthly meetings and committee meetings iv. List of committee chairs and members v. Clubs past achievement reports vi. Clubs past monthly reports vii. Club roster having the following information for each member: o Members full name, home address, and e-mail address o Telephone number o Date of birth o Date of joining the club o Committee assignments and offices held in the club o Names and addresses of present club officers viii. Copies of current and past publications Duties and responsibilities at club meetings i. The secretary is responsible for assisting the club chairman in developing meeting agendas. The secretary, with the chairman, should identify topics that need to be addressed during each meeting. ii. Take minutes of all meetings. The secretary should record the following about each club meeting: o Date, time and venue of next meeting o If it was a general, AGM or committee meeting. o Who acted as chairman, who took minutes o Number of members present o Names of those absent o List of guests attending o Corrections, if any, to the previous minutes o Who proposed and seconded the adoption of the previous minutes o Matters arising from the previous minutes. This should consist of very brief update remarks and should not involve going over every item from the last meeting o Presiding officer o Speaker and subject o Dues collected from whom (if applicable) o Committee reports-written and oral o Announcements o Any motions or decisions acted upon by the membership o A separate record of all other items discussed at the meeting After the meeting i. Minutes should be written up as soon as possible after the meeting when recollections are still fresh in the memory. ii. It is the chairman who has to approve the minutes before they are released or circulated. Committee members have the opportunity to amend the minutes at the next meeting. iii. Following up progress with meeting action items. iv. Check club meeting dates for that year. Some may have to be altered for seasonal reasons e.g. Easter. Outgoing secretaries i. Assist the secretary-elect in becoming acquainted with his/her duties.

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d) CLUB TREASURER Duties and responsibilities i. To ensure that Club funds are used according to Club Rules, and always in the best interests of the members. ii. By managing Club funds, ensure that finances are available as a first priority to meet essential club expenditures such as hosting, etc iii. To keep accurate records of all collection, use and disposal of Club funds and assets to a standard deemed acceptable by the club committee. iv. To ensure that a financial management system and reporting system is put in place and operable so the Club committee has an accurate understanding of the financial status of the Club at all times. v. To keep a general journal/cash book containing three columns: income, expenses, and balance, date to be clearly specified on each transaction, it is recommended that the club purchase a general ledger for the club treasurer for proper recording. vi. It should be noted that the treasurers records always should be open to inspection by the clubs committee. vii. Attend club monthly, committee and any meeting that will involve a financial decision. viii. To Serve as a signatory for bank accounts ix. Inform the club of its financial strengths and weaknesses. Records and bookkeeping i. Collect all monies from members at meetings ii. Remind members of unpaid fees, iii. Disburse funds and pay bills promptly as approved by the committee. iv. Oversee and seek reports of all other accounts held by other sections of the Club. v. The treasurer must maintain members subscription records, must maintain database of all members which includes contact details, membership type and date membership fees paid. vi. The Treasurer must maintain Cash receipts are a summary listing of all money received vii. The Treasurer must maintain Cash payments are a summary of all cheque book and cash payments made. viii. Keep register of assets, this includes both current and fixed assets. ix. When paying, always obtain a receipt as evidence. x. When reimbursing a club member for expenses, must always require slip from them as proof. xi. When receiving money, always issue a receipt, especially when you receive cash (i.e. dues and fundraiser money). Ideally, he should purchase a duplicate cash receipts book so the club can maintain copies of the receipts. xii. Set up appropriate petty cash book-keeping/system. Banking i. Periodically, draw bank statements. ii. To reconcile bank statements and investigate any discrepancies, reporting to the committee and members. iii. To cash up at the end of meetings and events, ensuring records are updated and cash prepared for banking. iv. To take cash to the bank and deposit it in the club bank accounts. v. All monies received to be handed to the treasurer where a receipt will be issued and, as soon as possible, money to be deposited into club bank account. vi. Treasurer must never hold cash personally for any length of time. Hes responsible for the finances of the club, by depositing cash soon after receipt, hes guarantees the members money is secure. Reports i. For each meeting prepare a list of unpaid fees for review. ii. Present all accounts for payment for approval to club committee. iii. Prepare a budget/statement to reflect income and expenditure of the club for presentation at each meeting. iv. Present a monthly report at club committee meetings. v. The treasurer must prepare 12 month projection of income and expenses. vi. To assess the clubs financial health and make a report to the members at the AGM.

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vii.

At the end of each financial year, the treasurer should prepare a financial report for the club's committee and members showing the state of the club's finances and showing expenditures and income from the previous year.

Outgoing Treasurer. i. Out-going treasurers to organize all financial records to give to the treasurer-elect at the AGM. e) EVENT ORGANISER Duties and Responsibilities i. Be available at all club meetings. ii. Has a vote on all Club decisions when put to the ballot. iii. To coordinate the clubs event calendar. iv. To source appropriate venues for events and make bookings v. Act as the main contact for events. vi. Promote and organise suitable arrangements for all events which the club is Involved in. vii. Ensure all members are informed of dates and venues of forthcoming events which the club is involved with. viii. Work closely with other committee members and host to ensure smooth organization of event. ix. Get maps printed for direction to the next meeting/event. x. Ensure the club committee is informed of any planned events. xi. Reaches agreement with show/event organizers and commits on behalf of the club (for financial commitment it will require the treasurers authorization). xii. maintains a file with all major shows/events, containing show/event name, dates, host organizers contact details, staffing, budget requirements, actual cost, any income. xiii. Ensures prior approval from club treasurer before any financial commitments are made. Duties at the meeting/events i. Collect any keys required for gates or arrange access to a venue. ii. Arrive early at the events. iii. Be there to open the building/room (at least 30 minutes prior to Meeting). iv. Arrange chairs for members (possibly in a circle). v. Arrange a table for chairperson/secretary/treasurer. vi. Check catering arrangements. vii. Be available to deal with issues. viii. To create a stand at shows and events that communicates the brand/image and objectives of the club, this is also attractive to the general public. ix. Makes final decisions on stand setup, location, ticket allocations, and overall management of show/event on the day. x. Dismantle all kit, notices after the event/meeting. xi. Ensure the assembly and parking areas are tidy and free of litter after the meeting. xii. Return hired equipment after the meeting. f) TRANSPORT MANAGER Duties and responsibilities i. A transport manager is responsible for researching, arranging and coordinating travel, transportation of members. ii. To visit certain destinations either before or during scheduled trips to prevent or troubleshoot travel issues that can arise. iii. A transport manager may also need to be 'on-call' beyond normal business hours in order to address any needs members may have during travelling. iv. A transport manager to provide travelling members with directions and destination information.

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v. vi. vii.

The transport manager needs to be certain that all regulations are met that ensure passenger safety. Reaches agreement with transport hire companies and commits on behalf of the club (for financial commitment it will require the treasurers authorization). Inspect all vehicles before trips.

g) COMMUNICATIONS MANAGER Duties and responsibilities i. To provide support to the Clubs Committee to ensure efficient communication of the Clubs activities; ii. To maximize communication to Club stakeholders; iii. Define communications objectives. iv. Monitor and manage all communications. v. Organize crisis communications if/when necessary. vi. Organize members training on latest communications systems. vii. To promote the Club through regular publications including the website and newsletter; social networks,etc viii. To promote the activities of the Club in the local media and other mediums where appropriate. ix. Prepare a Communications and promotional strategy for approval by the Committee prior to the commencement of the new term. x. Prepare and submit a budget if needed to the Treasurer for the season; xi. Ensure that relevant media personnel are invited to relevant Club functions; xii. Liaise with all officers to obtain information relevant for publicity purposes; xiii. Manage any public comment concerning any situation or incident that may reflect on the public well being of the Club. xiv. See to it that news items concerning your club are sent to the editors of the district publication and magazine. xv. Serve as the primary liaison with local print, television and radio broadcast and on-line media outlets. xvi. Serve as the primary developer/copywriter of the club Newsletter, information briefs and select strategic correspondence that is approved by the committee, xvii. Be responsible for the development of collateral materials that include brochures, electronic publications, fact sheets, oral and written presentations and, key talking points when appropriate. xviii. Make changes structurally or in design to keep pace with the every changing Internet environment. h) FUNERAL COVER MANAGER i. i) i. For the managers duties and responsibilities see Funeral Cover supporting documents and Funeral Cover section on the constitution.

SAVING PLAN MANAGER For the managers duties and responsibilities see SAVING PLAN supporting documents and Saving section on the constitution.

14. General Meetings a) A general meeting to be held monthly. b) Host for the next meeting to be notified and must confirm at least a month before. c) The club will give host money to buy food/drinks for the meeting. d) Only full members of the club may vote at General Meetings. e) Decisions shall be reached by a simple majority of the voting members present. f) It is the responsibility of the chairman to call intermediate, emergency or unscheduled meetings. g) All meetings will be conducted orderly but informally. 15. General Meeting hosting procedure and requirements a) Event organizer to assist the host as much as possible.

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b) The host to provide the following; i. Venue ii. Directions to the venue at least a month before the meeting. iii. Table iv. Chairs v. Music plus any other acceptable entertainment is welcomed vi. Venue decorations to be according to the host and event organizer. c) Food and refreshments i. The club will give host money to buy food/drinks for the meeting. ii. The host to pay the difference if they go over the money given. iii. Snacks, drinks and main meal (not is a particular order) is regarded as standard menu. iv. Host and members can provide a braai, deserts, liquor, etc at their own cost. 16. The Annual General Meeting a) Purpose of the Annual General Meeting i. To provide annual record/reports of everything that has been done in the last year. ii. New Committee members are appointed or elected. iii. To highlight the progress and achievements of the club over the past 12 months. iv. To amend the constitution and other documents were necessary. v. The AGM shall be held during the month of February each year, the following to be part of the agenda. vi. The presentation of the Officers Reports for the past year. b) AGM Preparation i. Notice of the Annual General Meeting must be given 15 days in advance. The secretary is responsible for giving notice of the AGM. ii. Notices should include: o The date, time and place of the meeting o The agenda of the meeting o Nominations procedure. o Elections procedure. o Constitution and other documents amendments or information. c) Roles and responsibilities i. The meeting is somewhat formal, with the Chair and the Secretary inviting members to submit any items to include on the agenda. ii. The Chairperson facilitates the AGM. iii. At the beginning of the meeting, the Chairperson is to explain who is eligible to vote, and that Members must register to receive a vote. The Chairperson is also to explain how voting is to be carried out and give a brief description of the structure of the committee. iv. The Secretary ensures that the agenda for the AGM and previous minutes are available for Members. v. They also ensure that other documents are available for reference, including the Constitution, constitutional amendments, the year-end statement and preliminary budget. vi. The Secretary takes the official minutes of the AGM, d) The Annual General Meeting Format i. Members are to sign a registration form as they come into the meeting. ii. Sample agenda for the AGM o Apologies o Minutes of the previous AGM o Matters Arising

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o o o o

Officers Report Election of Officers Date of next meeting (if known) Guest Speaker (optional)

e) Minutes i. As with any ordinary committee meeting, minutes should be taken at the AGM. ii. Minutes to show a list of those who have undertaken to do things f) Chairpersons Report: i. This person is in charge of deciding who talks or does not talk at the meeting. This is usually unnecessary, but the chair can sometimes be required to ensure meeting functions cohesively. ii. At the end of the day the buck stops with the chairman. Hes usually responsible for calling meetings, preparing agendas, acting as a chair and dealing with all outside contacts such as venue managers and sponsors. It is up to the chairman to motivate your committee so that your club can be successful. The type of chairman you have will play contributes significantly to the way in which your club is run. iii. He must give a report on activities throughout the year. There is no need to go into a lot of detail. iv. The Chairperson should include any specific thanks that should be made. v. The Chairpersons report is essentially the annual report and members should be invited to approve it as an accurate record of the years events.

g) Treasurers Report: i. The treasurer should have the club bank statements and petty cash box, as well as a record of ALL cash transactions for the year and all receipts. ii. The Treasurers report is more formal and is really the presentation of the audited accounts. The treasurer should explain the income and expenditure and any balance remaining. iii. At the end of his/her presentation, the Treasurer should ask for the accounts to be formally accepted and approved. h) Secretarys Report i. i) See secretarys duties and responsibilities

Nominations i. If you would like to nominate a person for a position of office please be certain they are willing to accept the post. ii. All current/outgoing officers are eligible for re-election/nominations iii. Nominations for election of officers may be delivered to the Secretary from the date of distribution of the annual general meeting agenda until the annual general meeting or before the cutoff date. iv. Nominations for club officers must be posted at least 2 days in advance of the AGM and closed before the meeting. v. In the event of there being no nomination for a post within the stipulated time then nominations may be accepted at the AGM. Appointment of officers i. New officers are either elected at this point, ii. Decisions are determined by a majority vote. The Chair has a final vote in the case of a tie. iii. Voting for the officers is always done by paper ballot. iv. The results will be counted and the total number should be compared with the total number of those registered. v. Members must elect a Chairperson, Treasurer, secretary, event organizer, transport organizer, communications manager and whichever roles are indicated in the Constitution or decided by members or committee.

j)

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vi.

Vice persons of the above officers can be elected if members see a need.

k) Amending of the constitution and other club documents i. Members to study documents they propose for amendment and present a list/points at the meeting. ii. Points to be discussed and voted in/out or amended as proposed. iii. Voting to be done by rising of a hand, majority rules. iv. All Members shall be entitled to one vote. v. Voting shall be conducted by casting of ballot vi. Proxies or absentee votes will not be accepted. vii. All club decisions requiring a vote (including elections, changes in club meeting times and other issues) are decided by a simple majority vote of all members present at the meeting. viii. Constitution or code of conduct shall only be altered by consent of two-thirds majority of the full members present at a general meeting. ix. In the case of an emergency, the committee shall together have full powers to act. x. The amended documents to be prepared for signing by the next club committee meeting. l) The Handover Outgoing officers make sure they do a good handover process. Old office bearers need to pass on all relevant information such as: i. All relevant club documents ii. All club property (including keys) iii. Information (where your club mailbox is etc) iv. Club bank books and other relevant details about club banking v. Changing of bank signatories to be done ASAP. vi. How the club filing system works (especially where your club puts its archives) vii. Social events your club has held in the past and ideas for the future viii. A copy of your clubs current constitution ix. Past sponsorship deals and current obligations It is recommended that we dedicate a meeting for handing over to ensure everything runs smoothly. An informal get together may also be a good way to get to know each other and share ideas for the future of your club.

17. Health and Safety a) The club acknowledges its duty of care to its members and will abide by to any Health and Safety policy. 18. Dissolution a) Friends Alike may be dissolved provided that all members have been informed of the decision in writing not less than thirty days prior to dissolution. b) Procedure to be followed in the events of dissolution i. Firstly used to pay any outstanding debts which may exist at the time of dissolution. ii. Club equipment to be sold and money used to pay debts and the remainder shared equal among members. iii. Debts to be paid using the funds from the club general account & cash from assets sold, the funeral cover funds to be only if the general funds were not enough to pay all the debts. iv. Remaining funds to be shared equal among members. v. Remaining funeral cover funds to be shared equal among the members kids of a system of 1 child per member. vi. Savings to be paid back to members who invested it.

19. Amendment of the Constitution. a) The Constitution shall only be altered by consent of two-thirds majority of the full members present at a general meeting.

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b) The Constitution shall be binding on the club officers and members from the date it is approved. 20. This constitution has been approved and accepted as the constitution for the club, Signed, Name Signature Name Signature

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