South African Association of Canadian Studies

CONSTITUTION OF THE SOUTH AFRICAN ASSOCIATION OF CANADIAN STUDIES

Preamble

The South African Association of Canadian Studies is a voluntary, non-profit, interdisciplinary academic organisation which seeks to promote public interest in Canadian Studies and to support teaching, research, debate and publication related to Canadian Studies in South Africa.

General Provisions

Article 1

1. The name of the Association is: South African Association of Canadian Studies, hereafter referred to as SAACS.
2. The head office of SAACS is in Cape Town, South Africa and based at the Centre for Extra-Mural Studies at the University of Cape Town. The location of the head office may change as activities develop; this would require ratification at the annual general meeting.
3. The head office will endeavour to assist in the development of branch offices with their own managing committees within South Africa. In the first instance they will be assisted by the head office and subject to resolutions at the annual general meeting of the assembly of members (AGM).
4. The scope of SAACS activities is within South Africa but also, where practicable, it will assist in the advancement of Canadian Studies elsewhere in Sub-Saharan Africa.
5. SAACS may become a member of any local or international organisation, the policy of which is convergent with the mandate and objectives of SAACS and which meets with the approval of members.

Article 2

Mandate and objectives

The general objectives of SAACS are:

1. to promote and support the development of Canadian Studies within South Africa and elsewhere in Sub-Saharan Africa
2. to explore inter-disciplinary, multi-disciplinary and comparative approaches to Canadian/South African-Canadian Studies
3. to encourage the research and teaching of Canadian Studies or fields of study of mutual interest to South Africans and Canadians
4. to develop contacts with scholars, academics, policy makers and others dealing with Canadian Studies

Article 3

The objectives of SAACS will be achieved by:

1. facilitating the exchange of scholars and scholarship as well as cultural exchange between South African and Canadian universities, cultural and heritage bodies, research institutes and related institutions
2. mounting public and scholarly events, lectures and conferences by academics and cultural figures with an interest in Canadian Studies
3. publishing a website with a regularly updated SAACS bulletin of activities
4. assisting in the development of Canadian Studies Association branches or chapters in South Africa and in Sub-Saharan Africa.

Article 4

Conditions of Membership

1. Membership of SAACS is open to all those with an interest in Canadian Studies and who share the objectives above. While the Association is primarily an academic body, applications for membership are invited from policy makers, politicians, public servants, artists, writers and cultural practitioners and those with family, business and professional ties to Canada as well as academics and students.
2. SAACS admits four types of membership: full, sustaining, honorary and corresponding.
3. Full membership is granted to South Africans and foreign nationals who reside in South Africa or spend a significant part of their time here, after the submission of a membership application form. Full members are obliged to pay annual membership fees for an amount determined annually at the AGM. Full paid-up members have voting rights at the annual general meeting (AGM) and the right to express opinions, place questions, make suggestions and lodge complaints about the activities of SAACS. Individuals who are unable to pay the full membership fee may make an application to the Executive Committee for relief.
4. Sustaining membership is granted to people keenly interested in the activities of SAACS and eager to offer financial assistance. Decisions concerning the admission of sustaining members will be taken by the Executive Committee. Sustaining members may be resident in South Africa or elsewhere. Sustaining members will also be considered full members and therefore have voting rights at the AGM.
5. Corresponding membership is granted to South Africans or foreigners living abroad, whose activities are convergent with the mandate and objectives of SAACS and who submit a membership application in writing. Decisions concerning the admission of corresponding members will be taken by the Executive Committee. Membership fees are not paid by corresponding members and they have no voting rights at the AGM.
6. Honorary membership is granted to a particularly meritorious person rendering great service to the ideas of SAACS irrespective of nationality, citizenship and place of residence. Decisions concerning granting honorary membership will be taken by SAACS members at the AGM meeting.
7. Corresponding and honorary members have a right to participate in the annual general meeting without a vote, to express opinions, offer suggestions, place questions and lodge complaints concerning the activities of SAACS.
8. SAACS membership is terminated as a result of:
a) member’s death
b) member’s resignation submitted to the Committee
c) member being in arrears with membership dues for a period of two years
d) member bringing SAACS into disrepute
9. Decisions concerning the exclusion of a full member will be taken by the Executive Committee and the person in question will be notified in writing. Excluded members have the right of appeal and appeals will be considered by the AGM or a sub-committee approved by a majority of members at the AGM.

SAACS authority and management

Article 5

The management structure of SAACS is composed of:
a) The Annual General Meeting of Members
b) The Executive Committee

Article 6

1. The AGM of Members will take place once a year. Extraordinary general meetings can be held at any time and can be summoned by the Executive Committee. The membership itself, with a written request of 1/6th of all members, can also summon such a meeting. Extraordinary meetings should take place within a period of three months from the date of the request.
2. Decisions at the AGM will be taken by a simple majority of votes (50% plus one) irrespective of the number of full members present; at extraordinary meetings in the presence of at least one third of all full voting members. Decisions to amend the constitution will be taken by a two thirds majority of the full members present.
3. Motions to be voted on at the AGM and extraordinary general meetings must be submitted in writing two weeks before the date of the meeting. These include motions to amend the constitution and nominations for executive committee members.

Article 7

SAACS members at the AGM have the right to:

1. make proposals, express opinions, place questions and lodge complaints about SAACS
2. decide on the main directions of the essential activities of SAACS
3. vote on the acceptance of the financial accounts of the Executive Committee
4. elect the office bearers and other members of Executive Committee in secret voting
5. decide on the amount of the annual membership fee
6. grant honorary membership
7. decide on amendments to the constitution or vote on the dissolution of SAACS
8. decide on internal rules, regulations and by-laws
9. consider appeals against the decisions of the Board

Article 8

1. The Executive Committee exercises authority in the periods between annual general meetings. It consists of a maximum of 10 people.
2. At least 60% of the Executive Committee should be academics affiliated with South African universities or other tertiary institutions in South Africa.
3. Office bearers are the Chairperson, Deputy Chairperson, and Secretary/ Treasurer. The Chairperson shall represent the Association and serve as the Chair of meetings. The Deputy Chair will support the Chair and serve as Acting Chair when necessary.
4. The Executive Committee is constituted at the AGM after general elections. The committee, including office bearers, serve for three years and may be considered for re-election.
5. Executive Committee meetings will be called by the Chair a minimum of three times a year and additional meetings on the basis of need. While the process will emphasise consensual decision-making, voting can take place should any committee member request such a vote. During voting, when the number of votes for and against is equal, the Chair has the casting vote.
6. In the case of resignation of members of the Executive Committee the Committee can appoint interim committee members to serve out the term of predecessors but their terms of office would have to be ratified or denied at the next AGM by the members.

Article 9

The Executive Committee of SAACS is authorised to:

1. represent SAACS locally and internationally and to act on behalf of SAACS
2. plan and administer programmes on behalf of SAACS
3. execute decisions made at the AGM
4. develop strategies for SAACS including membership development
5. draw up reports on the activity of SAACS
6. summon annual general meetings and extraordinary meetings
7. grant full membership to full, corresponding and sustaining members as well as to exclude membership where necessary
8. adjudicate disputes among SAACS members concerning the activity of SAACS
9. administer the finances of SAACS, apply for funding and give full financial reports at the AGM and as required by sponsors/donors

Article 10

SAACS funds and property and financial arrangements

1. The funds and property of SAACS consist of:
Membership fees
Subsidies, grants, donations and legacies from private persons and institutions
Profits from business or other ventures run on terms determined by the association
2. Decisions about the dissolution of SAACS and the appropriation of its property would take place at an extraordinary general meeting; two members of the last Committee would be appointed to be the liquidators of SAACS.
3. For the period that SAACS is housed at the Centre for Extra-Mural Studies at the University of Cape Town, it is subject to the normal rules and regulations of the University of Cape Town regarding finances, and to the auditing oversight of this institution. If based elsewhere in the future, SAACS would employ independent auditors.