THE SWAZILAND ANGLING ASSOCIATION
CONSTITUTION
NAME: The name of the Association shall be THE SWAZILAND ANGLING ASSOCIATION (hereinafter referred to as “The Association).” The Association shall be based at FLY FISHERS, Stoxco Building, Coventry Crescent, Industrial Sites, Mbabane.
DEFINITIONS:
· The Association means The Swaziland Angling Association
· Financial year means the period commencing 1 April and ending 31 March the following year
· Member Club means any angling club which has affiliated with the Association in accordance with section 4.
1. AIMS AND PHILOSOPHY OF THE ASSOCIATION
1.1 The Association shall be based on the philosophy and belief that game fish species, related fodder fish and their habitat are economic, social, recreational and aesthetic assets which must be maintained, wisely used and perpetuated, and that the public should be educated and encouraged to pursue this sport in a manner that is consistent with sound conservation and sporting practices.
1.2 The Association shall act as the umbrella organization for angling clubs in the Kingdom of Swaziland, co-ordinating their activities. The Association shall be administered by a Committee, hereinafter referred to as “The Committee,” which shall meet at regular intervals, and whose duty it shall be to ensure that the provisions of this Constitution are carried out.
2. OBJECTIVES OF THE ASSOCIATION
The objectives of The Association shall be:
2.1 To encourage the further study of game fish angling, their related species, and the habitat requirements of all such species.
2.2 To work in conjunction with all levels of Government, Commerce and Industry for the preservation of all angling species and the protection of their habitat.
2.3 To compile and distribute game fish angling information to all member Clubs, the general public, scientific institutions and the legislative Government for the wise use of this asset and its conservation.
2.4 To ensure that the recreational angler is adequately represented through organized angling, and that the future of the resource is assured.
2.5 To organize, assist and participate in domestic, regional and international game fish angling symposiums where expertise and data can be made available for the furtherance of the sport.
2.6 To develop and support programmes and data collection efforts, and to aid scientific and educational institutions which provide instruction and research in ichthyology, the fishery sciences and related studies.
2.7 To maintain and promote fair, uniform and ethical angling regulations and practices, in accordance with internationally accepted standards.
2.8 To promote and encourage national and international competition, and where possible, to financially assist representative teams or individuals in such a team.
2.9 To uphold and abide by the rules and regulations of the Swaziland National Sports Council and any other organization to which the Association is affiliated.
3. AFFILIATION
The Association shall be affiliated to, and register with, the following organizations:
3.1 The Swaziland National Sports Council.
3.2 The International Game Fishing Association (I.G.F.A.).
3.3 Any other organizations that The Committee decides will be of benefit in accomplishing the aims of Section 2.
4. MEMBERSHIP OF THE ASSOCIATION
4.1 Any properly constituted angling Club within the Kingdom of Swaziland shall be eligible for membership of the Association, provided the necessary membership criteria, as defined in the Association’s Bye-laws, Rules and Regulations, are met.
4.2 The Committee shall decide upon any additional membership requirements for Fellows, Associate Members, Sponsors, Patrons and Benefactors, and inform all member Clubs of such decisions. Any such member shall have no voting rights. The criteria for such members shall be contained and defined in the Byelaws, Rules and Regulations of The Association
5. THE REPRESENTATIVE COMMITTEE AND EXECUTIVE COMMITTEE
5.1 The Association’s Representative Committee shall comprise two (2) representatives from each member Club. These representatives shall, from among themselves, immediately after the Annual General Meeting, select the following office bearers, who will be recognized as the Executive Committee:
5.1.1 President (maximum tenure shall be 2 [two] years)
5.1.2 Vice – President
5.1.3 Secretary
5.1.4 Record Keeper
5.1.5 Treasurer
5.1.6 Public Relations Officer
5.2 Five (5) members of The Executive Committee shall form a quorum. Should the President be absent for any reason, the Vice-President shall take charge of proceedings. Voting shall be by simple majority, and the President or Vice-President shall hold a casting vote, as the case may be.
5.3 The Executive Committee shall be responsible for the formulating and enforcement of Byelaws, Rules and Regulations, and Codes of Conduct of The Association. The Committee may amend these from time to time, by majority vote.
5.4 The Committee shall meet at least four (4) time per year. The Executive Committee shall meet at least six (6) times per year.
5.5 Cessation of Membership of The Executive Committee.
The office of an Executive Committee member shall become vacant:
5.5.1 Upon his/her death.
5.5.2 Upon the expiry of notice of one (1) month of his/her intention to resign from the Executive Committee.
5.5.3 If, by reason of physical or mental illness he/she is not capable of fulfilling the functions and duties of the Executive Committee.
5.5.4 If he/she has not been present at least three (3) Executive Committee meetings in one (1) calendar year.
5.5.5 If he/she is imprisoned for more that six (6) months, due to criminal activity.
5.5.6 If a vote of “no confidence” is passed by a 2/3 majority at a Representative Committee meeting, providing at least one (1) month’s notice of such a vote has been given to all representatives.
5.5.7 In the event an Executive Committee member’s position becomes vacant for any of the above reasons, a replacement will be co-opted from the Representative Committee. The Member Club concerned should nominate a replacement as soon as possible after the position becomes vacant.
5.6 Powers and Functions of the Executive Committee.
5.6.1 It shall be responsible for the development and execution of the policies and decisions of the Association, and to facilitate the achievement of the objectives of the Association.
5.6.2 Employ such officers and agents as it may deem necessary or desirable for the efficient discharge of its functions.
5.6.3 To establish such sub-committees as are necessary to discharge its responsibilities and duties.
5.6.4 To solicit, on behalf of the Association, any grants, donations or other aid from any source, that may assist in the proper functioning of the Association at domestic and international level.
5.6.5 Enquire into the affairs of any member Club, should it believe that irregularities are occurring, or have occurred.
5.6.6 Decide on criteria for the awarding of national colours to anglers representing the country, within the perameters set out by the National Sports Council.
5.6.7 Invite, at its discretion, any person or persons to attend Committee or Executive Committee meetings, for the purpose of assisting the Committees in any matter.
6. RESPONSIBILITIES OF THE PRESIDENT AND VICE PRESIDENT
6.1 The President shall decide the dates, times and places of Committee and Executive Committee Meetings, Special Meetings and the Annual General Meeting, approve notices and agendas, preside over meetings and decide the order and manner of conducting business. He/she shall sign all minutes, after approval, and an accurate statement of accounts at the Annual General Meeting. Notices of Committee, Executive Committee and Special Meetings shall be issued to Committee members in writing not less than 14 days before the date of the meeting and items for the agenda shall be delivered to the secretary not less than 7 days before the meeting.
6.2 The Vice President shall assist the President when necessary, and in the absence of the President, shall represent him.
7. RESPONSIBILITIES OF THE SECRETARY
The secretary shall be responsible for issuing notices and agendas for Committee, Executive Committee and Special Meetings and the Annual General Meeting, for conducting routine correspondence in the name of The Association, and for safely keeping The Association’s records.
8. RESPONSIBILITIES OF THE TREASURER, PUBLIC RELATIONS OFFICER AND RECORD KEEPER
8.1 The Treasurer shall be responsible to The Executive Committee for properly receiving, safekeeping, disbursing and accounting for The Association’s monies in accordance with this Constitution.
8.2 The Public Relations Officer shall be responsible for all advertising, the publication of a newsletter and shall act as a liaison between the Executive Committee and Member Clubs and the Press.
8.3 The Record Keeper will be responsible for the gathering and compilation of all data relating to competition, national and international records, and shall act as liaison between the Executive Committee and the record keepers of Member Clubs.
9. ANNUAL GENERAL MEETING
9.1. The Annual General Meeting of The Association shall be held in May each year, and the financial year shall run from 1 April to 31 March each year. Any affiliated member may attend this Meeting.
9.2. Member Clubs should have elected representatives by the end of April. These representatives will take office on the Representative Committee on the date of the Annual General Meeting.
9.3. The incumbent President shall convene the Annual General Meeting and the Secretary shall inform all member Clubs of the date and time in writing at least 21 days prior to the set date.
9.4. A quorum shall be formed by 25 (twenty-five) club members present, who shall represent at least 60% of Member Clubs, or, after a recess of 30 (thirty) minutes, by those club members present.
9.5. At the Annual General Meeting a report on the previous year’s activities and finances shall be presented to members. Accurate financial records shall also be made available to the membership.
9.6. The agenda for the Annual Genral Meeting shall be circulated to all Member Clubs at least 7 (seven) days before the date of the meeting.
10. MONIES, WHICH MAY BE RECEIVED BY THE ASSOCIATION
10.1 The Association shall be a non-profit organization.
10.2 The Association may receive monies raised by subscriptions from member Clubs, the voluntary activities of its members, donation, sponsorship, grants, or any other source that may benefit the Association. All monies received by individuals on behalf of The Association shall be paid promptly to the Treasurer, who will issue receipts for them.
11. MONIES, WHICH MAY BE PAID BY THE ASSOCIATON
The Association may pay monies only after The Executive Committee has authorized such payments.
12. LIMITATIONS ON FINANCIAL TRANSACTIONS
The Association shall not incur a bank overdraft or borrow monies by any other means, nor may it lend or invest money, except in bank deposit accounts.
13. BANK ACCOUNTS
The Executive Committee shall operate bank accounts in the name of The Association into which all monies received by The Association shall be paid promptly and from which monies may be drawn only by cheque signed by any two (2) signatories. The Executive Committee shall elect four (4) signatories in total.
14. ACCOUNTING RECORDS
14.1 Numbered receipts shall be issued for all monies received by the Treasurer and receipts for all monies paid out shall be obtained from payees. Details of these receipts and payments shall be kept by the Treasurer.
14.2 Bank statements shall be reconciled with the cashbook as soon as they are received.
14.3 All receipts, deposit slips and bank statements issued and received during one year shall be retained in a safe place for a period of five (5) years, after which The Committee may authorize their destruction.
15. VERIFICATION OF THE ANNUAL ACCOUNTS
15.1 The annual accounts shall be verified by a person appointed as auditor by The Executive Committee and will be made available to all member Clubs by the Treasurer. The Treasurer, at the Annual General Meeting, shall present accurate accounts.
15.2 The duties of the auditor, in addition to the above, shall be as follows:
15.2.1 He/She shall receive from the Treasurer/Executive Committee any information or explanation which is considered necessary to the performing of his/her duties.
15.2.2 He/She shall certify that the Association has kept accurate records.
15.2.3 He/She shall certify that the accounts of the Association represent a true position of the Association according to the information and explanations given and the books and records produced to him/her.
16. ANNUAL SUBSCRIPTIONS PAYABLE TO THE ASSOCIATION
16.1. Member Clubs shall pay the following subscriptions to The Association:
16.1.1. Club Registration Fee - as per Rules, Regulations & By-laws. (Payable once upon acceptance of membership).
16.1.2. Annual Club subscription – as per Rules, Regulations & By-laws.
16.1.3. Annual Individual subscription – as per Rules, Regulations & By-laws. (Payable by the member Club, who will be responsible for recovery of this amount from membership).
Member Clubs are responsible for the payment of all annual subscriptions in advance.
16.2. The Representative Committee may change annual subscription and registration fees from time to time. Proposals of such changes shall be tabled at least one (1) calendar month prior to any changes being made, to afford time for constituents to be consulted. Such changes shall be decided by majority vote at a Representative Committee Meeting, and all member Clubs should be so notified.
17. DISCIPLINARY PROCEDURE
17.1 Breaches of this Constitution or any of the Rules, Regulations and By-Laws of the Association shall be dealt with by the Executive Committee, who will nominate a Disciplinary Sub-Committee.
17.2 After hearings have been conducted, the Disciplinary Committee shall make recommendations to the Executive Committee, who will be responsible for imposing any sanctions on the offending Member Club.
17.3 Appeals should be lodged with the Executive Committee within seven (7) days of any sanctions being meted out. An Appeals Sub-Committee will then be nominated by the Representative Committee. This Sub-Committee will hear any appeals and make further recommendations to the Executive Committee, who will make the final decision on any disciplinary matter.
18 This constitution shall initially be adopted by a majority of the members present at the Inaugural General Meeting and shall come into force on the date it is signed.
19 Committee members shall be provided with copies of this constitution and copies shall be made available to Member Clubs of The Association.
20 The Association is only responsible for its own debt, and any assistance granted to any other person or body shall not render it liable for any debts of such a person or body. The Association may sue or be sued in its own name in High Court of Swaziland, and any processes of law shall be regarded as validly served on The Association if served on the President personally, who shall, however, not be personally liable for any loss suffered.
21 This Constitution may be amended by a resolution passed by a majority of
2/3 of representative Committee members attending a Special Meeting. Any intended alterations to the constitution are to be submitted in writing to the Secretary thirty (30) days prior to the Special Meeting, to afford consultation with constituents prior to voting, provided it has been proposed by a representative member of the Committee, second by two other Committee members or the Executive Committee of the Association.
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