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OFFICIAL CONSTITUTION -SANCTA
1.0 NAME
The South African National Community Theatre Association (SANCTA) -(formerly known as Sanata- constituted 7th October 2000)-The Official South African National Representative of AITA/IATA (the International Amateur Theatre Association) since 27TH July 2001
1.1 The Association is a non profit association existing for the benefit of its' members.
1.2 The Association has a website http://www.sanata.org.za.
1.3 The address of the Association shall be c/o N McDonald, P O Box 659, Allensnek, 1737.
MISSION STATEMENT
To set up a National body to represent all non professional persons connected to the theatrical arts in terms of our mandate from IATA and to practice the Arts in the true National and International spirit as indicated by IATA and its' members.
AIMS AND GOALS
1. To maintain an infrastructure which will provide a platform and forum to cater for all non-professional persons practising theatrical arts in any aspect.
2. To obtain national representation by whatever means deemed expedient as speedily as possible and build up a national membership to obtain credibility and demonstrate the fact that we are the national representative body, recognised as such.
3. By providing a platform and forum and become the National spokesperson in all matters pertaining to National Arts regarding our status with Government, NGO's, professional theatre managements, with particular emphasis on funding and providing members with information on how to obtain possible funding.
4. Endeavour to obtain a permanent theatrical home with office and theatrical storage facilities at minimal costs.
5. Maintain close ties with IATA and other International members,as well as any local organisations to further our aims
6. Upgrade and maintain our website to a fully automated National and International Website.
7. To ultimately allow the setting up of National sub-bodies to which it will not dictate so long as such bodies follow the Rules and Spirit of SANATA and IATA.
8. To raise funds for any of the above purposes.
9. To set up a newsletter communication by whatever means most practical, but ensuring all members receive regular communication.
2.0 MEMBERSHIP
SANATA is a completely multi-national body and will not discriminate in any way by sexual orientation, gender or race. It will also not interfere or dictate to such members, regarding the running of their affairs, types of production etc., as long as they follow the Rules and Spirit of SANATA and IATA.
2.1 TYPES
All new membership applications and membership renewals must be submitted in writing ,together with a copy of their Constitution in the case of A group membership, and seconded by an exsisting member, together with their membership fees, to the Sancta Exco and they will be admitted as members in terms of the Constitution rules, taking into acount any other known factors about such group/ individual as known by exco, at the discretion of Exco.
2.1.1 Honorary Patronage
2.1.2 A-Group - must have a minimum of five members and a basic Constitution. B-Any educational Body C-Any youth groups
2.1.3 Individual belonging to a Group that is a member
2.1.4 Private Individual
2.1.5 Honorary
2.1.6 Special - for a limited period of six months and at the discretion of the Executive and Rules pertaining to each particular case.
2.1.7 Membership will cease if the fees are in arrears at an AGM or a person resigns in writing or dies, or, if it is felt that a member is not upholding the Rules and Spirit of SANATA and IATA.
2.2 MEMBERSHIP FEES
2.2.1 Nil
2.2.2 R150 per Group per annum
2.2.3 R100 per annum
2.2.4 R150 per annum
2.2.5 Nil
2.2.6 Nil, thereafter pro rata basis within six months.
Membership fees can be changed at the discretion of the Executive and ratified by a simple majority at an Annual General Meeting. For the first year membership fees shall cover the period 16 June 2000 to 30 September 2001.
2.3 VOTING RIGHTS
2.3.1 At any meetings, other than committee meetings, only fully paid up members as at the date of the of the meeting are eligible to vote.
2.3.2 A Group member can have two votes and nominated representatives must be present, or by proxy; and, individual members, one vote.
2.3.3 The Honorary Patrons may have one vote
2.3.4 The Chairperson has a deliberative and casting vote at any meeting.
2.3.5 Committee members have one vote each at committee meetings.
2.4 COMMITTEE
2.4.1 In order to be a committee member individuals must be paid up members or provide proof that they are a paid up members of a Group member.
2.4.2 The committee will be divided up into four sections :-
(i) National Executive
(a) Honorary Patrons
(b) National Chairperson
(c) National Treasurer
(d) National Secretary
(e) National Public Relations Officer
(f) National Fundraiser
(g) National Vice Chairperson
(h) National Provincial Representatives (see below)
(i) National Festival Organiser
(ii) Provincial Representatives and Affiliate Committee Representatives
(a) Each province will have its own provincial committee with its own Chairperson, Secretary, Treasurer, etc., and will nominate a representative to the National Executive.
(b) Any province may affiliate a sub-group from within the province with their own committee.
(III) GENERAL SUB COMMITTEES
(a) Festival Committees
(b) Constitutional Committee
(c) IATA Committee
(iv) CO-OPTED MEMBERS
(a) Person co-opted for a specific time for a specific project under any section (I - iii) as required..
(v) No person can be on the Executive or in an elected position for longer than three years, unless specifically voted in for one more year only at an Annual General Meeting.
(vi) All members of any committee perform on a non paid voluntary basis.
No more than two persons can be nominated by a Group member from that Group to stand on the committee, one for the executive and one on a sub- committee. In the event of a vacancy occurring after election, no more than 40% of any committee can be comprised from one Group, unless the current members were appointed in their individual capacities.
All committee members must be nominated, seconded and provide a short résumé on themselves. They must be received within the specified notice period for the meeting at which they seek election.
In the event of there being too many applications in total for an Executive position or a particular post, a vote will be taken and the Chairperson will have the casting vote.
The National Executive and provincial representatives must be nominated for and elected into position at the respective Annual General Meeting. All other posts and sub committees are to be nominated for and elected as and when required.
3.0 FINANCES
The financial year shall end on 30th September annually and audited financial statements shall be prepared for approval at the Annual General Meeting
The books of the Association must be regularly maintained and available for inspection upon a written request to the Executive. A Bank account must be continued and all withdrawals must be sanctioned at committee meetings. The Chairperson, Treasurer and one Executive Member shall have signing powers and all withdrawals must have two signatures.
The assets of the Association may not be encumbered and no loans, guarantees, sureties may be sanctioned by the Executive.
4.0 MEETINGS
4.1 Annual General Meeting
This must be held within fifteen months after the inaugural meeting of 7 October 2000 by the Executive. Thereafter annually, but, there shall not be a period of more than fifteen months between Annual General Meetings.
A notice period of one month must be given, giving formal notice of the meeting, date, place and time, a provisional agenda and proxy arrangements. Should persons wish to have items placed on the agenda, said request or motion should be returned to the Chairperson no less than two weeks prior to the meeting, thereafter a final agenda will be circulated.
A quorum shall represent 60% of the members present or by proxy. If there is not a quorum at a meeting after half an hour from the scheduled start, it will be adjourned for two weeks and if there is then no quorum, the meeting will proceed as normal.
A proxy must be signed and witnessed.
Reports by all members of the Executive must be tabled and a full set of financial accounts presented at an Annual General Meeting.
4.2 Special General Meeting
This can be called by the Executive themselves or if so desired on request of at least 60% of the paid-up members to the Executive.
A notice period of three weeks must be given and a formal notice of the meeting, including date, place, time, subject matter and proxy arrangements must be given. The meeting must be called for a specific purpose and only that matter can be discussed at the meeting.
A quorum of 60% of the members present or by proxy. A proxy must be signed and witnessed.
4.3 National Executive Committee Meeting
National Executive Committee meetings must be held initially on a monthly basis and thereafter at the discretion of the Executive. No less than four meetings must be held each year. A quorum shall be 60% and all meetings will chaired by the National Chairperson, or in his absence, the Vice Chairman, or, in his absence, the members present shall elect a Chairperson for the meeting. A report from each section of the Executive must be tabled at each meeting. Where necessary heads of sub-committees shall attend to give reports. All committee members have equal votes, except the Chairperson who has a casting vote.
The Honorary Patron is not required to attend meetings, but may do so and exercise a vote. Any committee member that misses three meetings without advice of absence and for what is deemed as a valid reason by the rest of the committee, will have their membership terminated and the post can be re-advertised.
4.4 National Convention
This will be held within fifteen months of the inaugural meeting of the Association, so effectively the first Annual General Meeting and National Convention will coincide. Thereafter, each province must have an Annual General Meeting at least three months prior to the National Convention which must be attended by the Executive and Provincial representatives. Anyone individually choosing to change the constitution must submit such changes three months before the Annual General Meeting, to the Executive.
5.0 AMENDMENT OF THE CONSTITUTION
The Constitution may only be amended with the approval of 75% of paid up members at the next Annual General Meeting or a Special General Meeting convened specifically for that purpose and proper notice must have been given of the proposed changes.
6.0 LEGAL LIABILITY
No member of the Executive committee, or of any other committee shall be legally liable towards any person or body by reason of any act of the committee, or of the Executive Committee unless such act was performed ultra vires the powers of the committee or the authority given to members of the Executive Committee.
7.0 DISSOLUTION AND ASSETS
The dissolution of this body can only be done by a special general meeting called specifically for that purpose at which 80% of the membership shall be present.
A quorum shall represent 80% of the members present or by proxy. If there is not a quorum at a meeting after half an hour from the scheduled start, it will be adjourned for two weeks and if there is then no quorum, the meeting will proceed.
It must be ensured that the financial accounts are up to date, all assets are accounted for and any liabilities settled.
Thereafter, the assets will be dissolved and any remaining cash and assets are to be given to a like minded body as decided upon by the members present.
8. This constitution was originally drawn up effective 7th October 2000 . At the Annual general meeting on 17th November 2001, it was amended, ratified and adopted as the official constitution of SANCTA.
CONSTITUTION CHANGES-
CLAUSE 1.1. AMENDED-TO ACCOMMODATE CLAUSE C
"The association is a non profit association existing for the benefit of its members. The organisation may not give any of its money or property to its members or office bearers. The only time it can do this is when it pays for work that a member or office bearer has done for its organisation. The payment must be a resaonable amount for the work that has been done.
2.0 MEMBERSHIP AMENDED- TO ACCOMMODATE CLAUSE E
2.1 Exsisting clause
2.2 Irrespective of changes in membership or office bearers, the organisation shall continue to exist
CLAUSE 6. AMENDED.- TO ACCOMMODATE CLAUSE D AND CLAUSE F
6.1 OLD CLAUSE
6.2 THE ORGANISATION MUST BE A BODY CORPORATE AND AND HAVE AN IDENTITY AND EXSISTANCE DISTINCT FROM ITS MEMBERS
6.2.1 The organisation shall exsist in its own right, seperately from members
6.2.2. The organisation shall be able to own property and other possessions
6.2.3 The organisation may be able to sue or be sued in its own name.
6.2.4 Members or office bearers of the organisation do not have rights over things that belong to the organisation ,by virtue of their being members or office bearers.
This constitution has been changed ito legal requirements and ratified at the Committee meeting on 8th November 2003.
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