Due to the fact that Facebook does not allow transfer of files...we had to resort to rewriting it as a post on this page. Those who wish to have the pdf version may you kindly post your email address as a comment under this post.Thank you. Association for the Advancement of Black Accountants of Southern Africa North West University(Mafikeng Campus) Student Chapter Constitution Table of Contents 1 Name 2 Purpose 2.1 Vision 2.2 Mission 2.3 Objectives 3 Executive & Non-Executive Officers 3.1 Executive Officers 3.2 Non-Executive Officers 4 Membership & Membership Fees 4.1 Membership 4.2 How to become a member 4.3 Membership Fees 4.4 Members Obligations 4.5 Termination of membership 5 Election of Executive officers 6 Roles and Responsibilities of Executive and Non-Executive Officers 6.1 Roles and Responsibilities of Executive Officers 6.1.1 President 6.1.2 Vice-President 6.1.3 Secretary General 6.1.4 Vice-Secretary General 6.1.5 Treasure 6.1.6 Public Relations Officer 6.1.7 Event Organizer 6.1.8 Academic Officer and Career Development Officer 6.2 Roles and Responsibilities of Non-Executive Committee 7 Functions of the Executive Committee 8 Meetings 8.1 General Meetings 8.2 Extraordinary Meeting 8.3 Annual General Meeting 8.4 Executive Committee meetings 8.5 Resolutions 9 Amendments of the constitution 10 Dissolution 1 Name This organisation will be “The Association for the Advancement of Black Accountants of Southern Africa of the North West University (Mafikeng Campus) Student Chapter” (Which may be abbreviated to ABASA). 2 Purpose 2.1 Vision To be an effective platform cultivating the skills and leadership potential, enabling the black student to play an effective role and become leaders in the accounting profession of Southern Africa. 2.2 Mission To promote the interests of students in the accounting profession. Aim to further the interests of black accountants to facilitate the entry and advancement of black accountants into the accounting profession. To create an awareness of vast opportunities and need for black accountants. 2.3 Objectives ABASA-NWU(MAFIKENG CAMPUS) main objectives are as follows: • To encourage and motivate students in becoming professional accountants. • To assist deserving students who are in need of financial assistance. • Promote and assist with vocational opportunities. • To support and empower students pursuing a career in the accounting profession. • Provide academic support from both internal and external sources. • Raise funds for running the chapter or specific activities of the chapter. • Recognise and respond to issues at the branch level. • Promote the accounting profession within the community. 3 Executive & Non-Executive Officers 3.1 Executive Officers The following are is the list of positions that will need to be filled to have a complete executive committee: • President • Vice-President • Secretary General • Vice-Secretary General • Treasurer • Public-Relations Office • Event’s Organizer • Academics and Career Development Officer 3.2 Non-Executive Officers • Advisory/Presidency Board 4 Membership & Membership Fees 4.1 Membership • Membership will comprise of students who have registered in the following programmes: o B Chartered Accountancy o B Financial Accountancy o B Accounting and Informatics o Extended programme • External or Internal advisors will also be members of structure. 4.2 How to become a member • New members must submit a valid application form along with a non- refundable application fee. • The executive committee has the absolute discretion to accept or reject an applicant and shall not be obliged to assign a reason or render an explanation for its decision in regards to any application. 4.3 Membership Fees The annual minimum membership fee must be payable within the period set by the executive committee in office regarding that fiscal period that membership fee is due. Should the membership fee be in arrears two months after the period set by the executive committee then the member shall be deemed by virtue of default, no longer a member. In the instance that he/she has paid her subscription fees which were in arrears then the member will be reinstated. 4.4 Members Obligations • Members must pay their membership fees when due. • Members are obliged to attend all meetings. • By their application for membership, members shall be deemed to undertake to conform to the aims and objectives of the Association. 4.5 Termination of membership • Once a student has deregistered from the programmes as mentioned in 4.1.1, he/she will automatically be rendered ineligible for membership purposes. • Conduct, actions, omissions, utterances and attitude of such a nature that in the opinion of the executive committee would bring the association into disrepute/ jeopardy. The member must be notified in writing of the intended resolution to remove him/ her as a member and to make their representations in writing and in person. • Any member may resign in writing from membership and will not be refunded nor compensated in accordance to this action by the association. 5 Election of Executive officers The executive committee will consist of 8 members, which will include second years and third year students. The following criteria will be used in electing members: o 8 members will be needed from second year students (4 will be from CA Stream and 4 will be from FA Stream) o 8 members will be needed from first year students (4 will be from CA Stream and 4 will be from FA Stream) • From the 16 people chosen, 8 people will be voted for in the Annual General Meeting to fill the executive positions which will be filled from top to bottom. 6 Roles and Responsibilities of Executive and Non-Executive Officers 6.1 Roles and Responsibilities of Executive Officers 6.1.1 President The President is the key leader of the structure and he/she should fulfil the following roles and responsibilities: o Remain fair and impartial during decision making processes o The chairperson may act independently where immediate action is required and his/her decisions are valid, subject to ratification by the committee at a subsequent meeting. o The chairperson shall compile a written report at the end of each year and forward it to the Student Officer. o The chairperson shall have a casting vote, as well as a deliberate vote. o Organise, plan and work to ensure the continuation and overall success of the chapter; o Call meetings of the officers and delegate responsibilities as needed; o Call meetings of the society members; o Represent the society; o Act as chair at all general and Executive Committee meetings at which he or she is present; 6.1.2 Vice-President The Vice-President is also the key leader of the structure and he/she should fulfil the following roles and responsibilities: o Remain fair and impartial during decision making processes o To exert positive influence in the Finance committee o To attend all meetings unless a written apology has been given to the secretary. o Fulfil all duties in the absence of the chairperson o To carry out tasks as and when required to do so by the executive committee. o To chair meetings of the Finance committee in the absence of the Treasurer. 6.1.3 Secretary General The Secretary General should fulfil the following roles and responsibilities: o Remain fair and impartial during decision making processes o Keep all the minutes, records and documents of the structure o Keep a record of all members of the structure o Prepare an agenda with the President and Vice-President for all meetings o Notify all members of meetings o Keep and distribute minutes of each meeting of the structure o Create and distribute agendas for each meeting of the structure o Prepare structure’s calendar of events o Must present an overall performance appraisal report on the executive committee as well as finance committee members at an annual general meeting. 6.1.4 Vice-Secretary General The Vice-Secretary General should fulfil the following roles and responsibilities: o Remain fair and impartial during decision making processes o Assume the roles and responsibilities of the Secretary General if absent o Handle all official correspondence of the structure o Prepare and file any report required o Maintain attendance at all meetings 6.1.5 Treasurer • The Treasure should fulfil the following roles and responsibilities: o Remain fair and impartial during decision making processes o Keep all financial records of the structure o Pay structures bills o Prepare a monthly financial summary of income and expenditure, and submits it to the Executive Committee o Prepare and submit annual financial reports to all stakeholders o Provide advisors with summary of financial records at the end academic year o Overseeing fund raising activities. o Assist the Public Relations Officer in sponsorship-seeking activities. In the event that the Public Relations Officer role is vacant, the Treasurer is to coordinate all sponsorship-seeking activities 6.1.6 Public Relations Officer The Public Relations Officer should display the following roles and responsibilities: o Work closely with the secretary with regard to issues pertaining to the publicity of the society o Lead the society’s delegate on all off-campus activities. o Play a pivotal role in the marketing of the society to potential members and members. o Coordinate and assist with all sponsorship-seeking activities of the Chapter. o Authorize all publications made for public distribution and viewing. o Facilitate invitation of guests to events organized by the committee. o All communication with ABASA national body should be directed to the Public Relations Officer. o Be responsible for communication between committee and members 6.1.7 Event’s Organizer The Event’s Organizer should fulfil the following roles and responsibilities: o Remain fair and impartial during decision making processes o Obtain appropriate facilities for structures activities o Assists the Secretary to prepare a calendar of activities that will take place o Prepare a budget for events that will take place o Book all venues in advance for all society meetings and functions o Handover all records at regular intervals to the archives custodian o Attend all committee meetings. 6.1.8 Academic and Career Development Officer The Academic and Career Development Officer should fulfil the following roles and responsibilities: o Implement programs benefiting and furthering members’ career opportunities; o Organise and hold at least one careers event per year; o Organise and hold at least one professional development event per year; o Implement programs encouraging professional development of society members; o Help form relationships with corporate sponsors, by developing and sending sponsorship packages in collaboration with the Public Relations Officer. 6.2 Non-Executive Committee I. Presidency Board o Executives in the Presidency Board: › All interim executive members › All former Presidents of the Structure o Functions of the Presidency Board: › Give advice on any issues presented by the executive committee › Be fair and oversee the organisation › Maintain and ensure the vision and mission of the association is implemented. o Powers of the Presidency Board: › To dismiss the executive committee and call for re-elections through a special resolution, if it deems the executive committee to act in mala fide. II. Finance Committee o Executives in the Finance Committee: › Treasurer › Vice-President of the Executive Committee › Two members to be appointed by the Executive Committee o Structure of the Finance Committee › The committee will be chaired by the Treasurer. › The treasurer and all members would have to attend general and annual meeting and answer all questions related to the treasury function. o Functions of the Finance Committee › The Treasurer will be responsible for: Financial matters pertaining to the association. › Submitting a budget for the forthcoming year to the Student Officer before the end of September. › Drawing up a report for the financial year during which he/she is in office, before the Annual General Meeting in September. › Collecting all the registration fees at the beginning of the academic year. › Arranging all sponsorships and donations in conjunction with committee members. › Treasurer and all members of the finance committee must attend all meetings of the finance committee. › The treasurer should attend all Executive committee meetings and report on the progress of the finance committee. › The treasurer must submit a written apology to the secretary if heshe cannot attend a meeting stating reasons. › One of the 2 members of the finance committee should take minutes of all meetings held. 6.3 Roles and Responsibilities of Non-Executive Committee The Non-Executive Committee should fulfil the following roles and responsibilities: o To give advice if and when needed o To contribute in strategic plans of the committee o To facilitate exposure of ABASA in commerce and industry o To guide the committee in areas of their expertise 7 Functions of the Executive Committee • The committee should organize the activities of the association. • The actions of the committee shall be subject to the resolutions of general meetings. • The committee may appoint sub-committee members as the need arises. • The committee shall be responsible for all equipment belonging to the association. • The annual registration fee shall be determined by the committee in accordance with the constitution of the Associations Council. 8 Meetings 8.1 General Meetings • The society shall hold at least 4 general meetings per year and may freely hold any further meetings during the course of the year, as deemed fit. • Notice of a general meeting must be given seven days before the meeting. The agenda must accompany the notice. • 50% of the members shall constitute a quorum. 8.2 Extraordinary Meeting • At the written request of 20 members an extraordinary meeting must be called. • 48 hours’ prior notice of such meeting must be given. • Quorum of 50% must be met. 8.3 Annual General Meeting • An Annual General Meeting shall be held during September of each year. And the next year’s new executive committee will be voted for on the same day. • The final authority and ultimate responsibility in the Association shall be exercised through the AGM, provided, however, it may delegate any matter or powers to the executive committee. • Notice of an AGM must be at least thirty days in advance. The agenda must accompany the notice. • 50% of the members shall constitute a quorum • Ruling when a quorum is not present: The meeting is postponed to anytime within 7 days –Members to be informed by various means of communication. Members present at next meeting form a quorum. • The following documentation should be presented at the AGM: • Minutes of the previous year’s AGM • Annual report of the executive committee • Financial statements of the Student Chapter 8.4 Executive Committee meetings • Committee meetings must be held at least once a month unless change is deemed necessary • Three members form a quorum, the chairperson, treasurer and secretary should always be present. 8.5 Resolutions Resolutions may be adopted only at a meeting and then by majority vote only. 9 Amendments of the constitution Amending the constitution; • The constitution may be amended only by the Presidency Board through an ordinary resolution. • The executive committee may present the proposed amendment to the Presidency Board for review. 10 Dissolution Should the Association be dissolved, all apparatus and documents shall be entrusted to the care of ABASA until such time the Association is revived.
Posted on: Wed, 02 Oct 2013 08:41:13 +0000
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