NAGIS
Constitution
6 February 1989
CONSTITUTION OF THE NATAL/KWAZULU ASSOCIATION FOR GEOGRAPHIC INFORMATION SYSTEMS
1. NAME
The name of the association shall be the NATAL/KWAZULU ASSOCIATION FOR GEOGRAPHIC INFORMATION SYSTEMS.
2. DEFINITIONS
In this constitution, unless inconsistent with the context, the following words (or acronyms) are defined as :
2.1 NAGIS - NATAL/KWAZULU ASSOCIATION FOR GEOGRAPHIC INFORMATION SYSTEMS.
2.2 Member - a member of NAGIS.
2.3 Executive Committee - the Executive Committee of NAGIS.
2.4 Two-thirds majority - a two-thirds majority of all voting members present at a general meeting.
2.5 Voting member - a member whose membership fees are paid and whose membership has not been suspended or terminated.
2.6 GIS - Geographic Information Systems.
2.7 A quorum at any general meeting shall consist of not less than fifteen voting members.
3. AIMS
The aims of NAGIS are :
3.1 to promote the GIS community generally and particularly in Natal and KwaZulu;
3.2 to foster and encourage the free exchange of knowledge between members, and in general to promote the advancement of technical, scientific and professional knowledge;
3.3 to acquire a library suitable for the purpose of the association and from time to time to add thereto.
4. LEGAL PERSONALITY
NAGIS is a non-profit organization and juristic person with specific rights and obligations.
5. AMENDMENTS TO THE CONSTITUTION
This constitution shall be amended only with the approval of a two-thirds majority of members present at a special or annual general meeting provided that written notice of the proposed change is given to all members at least 14 days before the meeting.
6. MEMBERSHIP
The membership of the association shall consist of :
6.1 MEMBERS: Membership is available to any person with an interest in GIS and shall be entitled to vote, and receive Minutes, Reports and the Newsletter.
6.2 STUDENT MEMBERS: Student membership shall be available to bona fide students. Student Members shall be entitled to receive all Minutes, Reports and the Newsletter.
An application for membership shall be subject to the approval of the Executive Committee.
7. MEETING PROCEDURES
7.1 Annual General Meeting
7.1.1 An Annual General Meeting shall be called at least every 14 months and the members shall be given 14 days notice by the Executive Committee.
7.1.2 The majority of the voting members present shall constitute a decision.
7.1.3 Procedure at Annual General
Meetings :
(i) to read the notice convening the meetings;
(ii) to confirm the minutes of the previous annual general meeting and any special general meeting held in the interim, and to discuss matters arising therefrom;
(iii) to confirm and adopt the annual report;
(iv) to receive, confirm and adopt the treasurer’s report, income and expenditure accounts and balance sheets;
(v) to determine the amount of annual subscriptions;
(vi) to elect the Executive Committee;
(vii) to deal with other business;
(viii) to close the meeting.
7.2 Special General Meetings
7.2.1 The Executive Committee shall call a Special General Meeting giving at least 14 days notice;
(i) if the Executive Committee so decides, or,
(ii) within one month upon receipt of a written requisition signed by at least 10 percent of the members.
7.2.2 Procedures at Special General Meetings:
(i) to read the notice convening the meeting;
(ii) to discuss the special business for which the meeting was convened;
(iii) to resolve or reject item 7.2.2(ii) in its original or amended form;
(iv) to close the meeting.
7.2.3 If a quorum is not present within thirty minutes from the scheduled time of a requisitioned special general meeting, such meeting shall be dissolved and cancelled.
7.3 A quorum at a general meeting shall be fifteen members present and entitled to vote.
7.4 A general meeting (not requisitioned) at which a quorum is not present within thirty minute4s of the scheduled time, shall be deemed to be postponed for 14 days, at which meeting no quorum shall be necessary to transact the business laid down in the original agenda.
7.5 Written notice of the postponement of a general meeting shall be sent to all members.
7.6 Voting for all matters at a general meeting shall be by a show of hands.
7.7 No member whose subscription is in arrears shall be entitled to vote at any meeting of the association.
7.8 Executive Committee Meetings:
7.8.1 Executive committee meetings shall be held as deemed necessary.
7.8.2 All members of the executive committee shall have equal votes.
7.8.3 Voting shall take place by a show of hands.
7.8.4 Three members present shall constitute a quorum.
7.9 The Chairperson shall have both an ordinary and a casting vote at all meetings.
7.10 All motions (except those in terms of 5) submitted to any meeting shall be carried by a simple majority.
7.11 The rules of debate and procedure shall be applied at all meetings.
8. OFFICIALS AND THE EXECUTIVE COMMITTEE
8.1 The Executive Committee Shall consist of:
8.1.1 A Chairperson
8.1.2 A Secretary
8.1.3 A Treasurer
8.1.4 Two additional members.
8.2 Members of the Executive Committee shall be elected at an annual general meeting. All candidates must be nominated and seconded by voting members prior to the annual general meeting.
8.3 The Executive Committee shall remain in office until their successors have been elected at an annual general meeting, but not more than 14 calendar months.
8.4 The Executive Committee shall have the right to co-opt additional members with full voting rights onto the Executive Committee.
9. RESPONSIBILITIES OF THE EXECUTIVE COMMITTEE
9.1 The Executive Committee shall control the finances of NAGIS.
9.2 The Executive Committee shall have the right to establish and disband special interest groups.
9.3 The Executive Committee shall be empowered to make Rules.
10. AFFILIATION
The Executive Committee shall have the right to affiliate with other bodies on behalf of NAGIS
11. DISSOLUTION
Dissolution of NAGIS must be proposed by the Executive Committee and approved by a two-thirds majority at a special or annual general meeting called specifically for this purpose. The notice for this meeting must include the reason(s) for dissolving NAGIS. Upon dissolution, all assets must be turned over to an association with similar aims.
-----------------------------------
NAGIS RULES
* The Secretary shall be responsible for the filing of all documents.
* At least 7 days notice of Executive Committee meetings shall be given.
* The Treasurer shall be responsible for the finances of NAGIS.
* The Executive Committee shall ahve the right to authorise persons in addition to the Treasurer to carry out financial transactions on behalf of NAGIS.
1. Membership fees shall be R20-00, and student membership R10-00.