The Association of Old Rhodians Constitution
(Adopted 02 September 2023)
- NAME The name of the Association shall be the – THE ASSOCIATION OF OLD RHODIANS
- LEGAL PERSONALITY The Association shall be a body corporate, which has an identity and an existence distinct from its members and/or management.
- MEMBERSHIP
The members of the Association shall be -
3.1 all past students of the University who have registered as students of the University for at least one academic year;
3.2 all Honorary Graduates of the University;
3.3 all past and present members of staff, including members of Associated Institutes;
3.4 all past and present Chancellors, and past and present members of the University Council;
3.5 all other persons connected with the University who, having been nominated by at least two members of the Association, have been accepted by the Committee of The Association of Old Rhodians as members.
- ELECTION OF OFFICE BEARERS
An office bearer of the Association may only be nominated to be elected under the following circumstances:
4.1 if that nominee is in good standing with the University;
4.2 if the nominee has no previous criminal convictions or expunged criminal record within ` the Republic of South Africa;
4.3 if the nominee is not facing a pending disciplinary hearing within the University; and
4.4 if the nominee is not facing a pending criminal charge to be decided through the criminal courts.
- OBJECTS
The objects of the Association shall be:
5.1 to maintain and strengthen the ties between the University and past staff and students of the University, as well as among past students;
5.2 to assist in and encourage the development of all aspects of the University;
5.3 to raise funds for Association activities;
5.4 to administer and award bursaries, grants and prizes;
5.5 to perform all such other functions as are proper to the achievement of the above-mentioned objects or as may be approved by a general meeting of the Association.
- COMMITTEE OF THE ASSOCIATION
The Committee of the Association shall consist of the President, the Vice-President, the Secretary, the Director of 中国足彩网 or nominee who will act as Treasurer, the Vice-Chancellor, the President of Convocation, the Registrar, the Manager: Alumni Relations and Stakeholder Engagement and Chairs of Regional Chapters.
- ADMINISTRATIVE SECRETARY
The University’s Director of Communications and Advancement shall appoint a person to act as Administrative Secretary and who shall perform such functions as the Committee may allocate to him or her.
- COMMITTEE MEETINGS
8.1 The Committee shall meet at least twice in each calendar year.
8.2 Five members of the Committee shall constitute a quorum.
8.3 The President of the Association shall be the Chairperson of the Committee and in his or her absence, the Vice-President or a member chosen by those present at the meeting shall chair the meeting.
8.4 Voting at Committee meetings shall be as at General Meetings, except that voting by proxy shall not be allowed.
8.5 The ex officio Administrative Secretary shall not be permitted to cast a vote at Committee Meetings or General Meetings.
8.6 In the event of a deadlock the Chairperson shall have a casting vote in addition to a deliberative vote.
- POWERS OF THE COMMITTEE
The Committee shall have the power to:
9.1 fill any vacancies on the Committee that may occur during the year;
9.2 co-opt additional members;
9.3 nominate representatives on other bodies as may be necessary;
9.4 administer the funds of the Association in whatever manner it deems beneficial to the interests of the Association;
9.5 appoint trustees where necessary;
9.6 establish regional chapters of the Association;
9.7 establish and co-ordinate projects, including fundraising projects;
9.8 administer and select recipients for the bursaries, grants, and prizes awarded by the Association;
9.9 take any steps necessary to issue any publications of the Association;
9.10 conduct any other business which it deems to be within its powers subject to any directions which have been given at a general meeting;
- REGIONAL CHAPTERS
10.1 A Regional Chapter of the Association may be established:
10.1.1 in any town in the Republic of South Africa, or in any town or country outside of the Republic of South Africa where there are at least 25 members.
10.1.2 by, or on application by such members to, the Executive Committee which shall, in consultation with the Director of Communication and Advancement, appoint the steering committee of such branch who shall act as such until the election of the committee of that region.
10.1.3 may decide on the demarcation of the subcommittees in each region
10.2 The functions of the regional chapters shall be to promote the objects of the Association by arranging reunions of, and social / educational functions and activities for, its members, either alone or in conjunction with other regional chapters. All regional chapters shall be assisted in carrying out their functions by the Alumni Relations and Stakeholder Engagement Unit.
10.3 The affairs of the regional chapters shall be managed by a chapter committee consisting of a Chairperson, a Vice Chairperson, a Secretary, a Treasurer, and two additional members who shall be elected at the first meeting of the branch in each calendar year, and who will continue to act as such until the next such meeting. The committee will stay in office for the duration of five years and committee members shall not be eligible for re-election after having served for two (2) consecutive terms, unless specially requested by the majority of members of the branch to stand for re-election.
10.4 The chapter committee shall call at least two meetings of members of the region in each calendar year; meetings may be combined with any reunion or social / educational function the committee may arrange.
10.5 The committee shall:
10.5.1 keep minutes of all its meetings and of meetings of members;
10.5.2 may open and operate a bank account in respect of which at least two members of the committee shall have signing powers;
10.5.3 keep records of all financial transactions;
10.5.4 report annually to the President of The Association of Old Rhodians on its activities during the past year, which report shall include fully audited financial statements. Such report shall be furnished to the President not less than twenty-one (21) days before the date fixed for the Annual General Meeting of the Association;
10.5.5 be empowered, having regard to the special requirements or circumstances of the regional chapter, to frame and promulgate rules for its members for the efficient running of the regional chapter. The annual report of the regional chapter shall include a copy of such rules as amended;
10.5.6 report to the President of The Association of Old Rhodians on the views of the regional chapter members, whenever requested by them to do so, on all matters pertaining to the affairs or activities of Rhodes University, and act as the channel of communication between its members and the University and vice versa.
10.6 Each regional chapter shall be constituted as a voluntary constituency in terms of a constitution of the Association, and as such the regional chapter has a separate legal personality from its members and is responsible for its own debts and liabilities apart from either its members, the University, or the Association itself.
10.7 Any regional chapter may be suspended or dissolved by the Executive Committee or be dissolved by a two-thirds majority of members of that regional chapter at a Special Meeting convened for that purpose.
10.8 Should a regional chapter be dissolved the balances of the funds held by it shall be paid to Rhodes University for such use as the regional chapter may decide or failing which, the Executive Committee will donate the funds to the Association for Old Rhodians bursaries.
- EXECUTIVE COMMITTEE
The President, Vice-President, Treasurer, Secretary, and Regional Chapter Chairpersons shall constitute the Executive, and any two of such persons shall have the power to operate the accounts of the Association. Once elected the Executive Committee members shall occupy the office for a period of five years.
- ANNUAL GENERAL MEETING
12.1 The Annual General Meeting shall be held once a year at such time and place as designated by the Committee.
12.2 The President, or in his or her absence, the Vice-President, shall be the Chairperson at all general meetings; otherwise, a Chairperson shall be elected by a show of hands. The President of Convocation may preside over joint meetings of Convocation and the Association.
12.3 Notice of the time and place and agenda of the Annual General Meeting shall be given at least four weeks in advance via email to all university alumni, and by placing a notice on the University main website.
12.4 Voting on every resolution shall be by a show of hands provided that any member shall have the right to call for a ballot.
12.5 Every resolution duly passed shall be binding on every member of the Association.
12.6 Absent members may vote by proxy, provided that such proxy shall be given in writing and provided further that no member present may hold more than ten proxies.
12.7 In case of an equality of votes at any meeting, the chairman shall have a casting vote, in addition to a deliberative vote.
12.8 A quorum of twenty members in person shall be required in order to constitute an Annual General Meeting. In the event of there being no quorum the Annual General Meeting shall be postponed to the same time and place in the following week when those members present shall constitute a quorum.
- PURPOSES OF ANNUAL GENERAL MEETING
The purposes of the Annual General Meeting shall be:
13.1 to receive the President’s Annual Report;
13.2 to receive the Vice-Chancellor’s Annual Report, provided that if such Report contains any matter that should form part of the Convocation Agenda, then the said Report shall be presented to Convocation;
13.3 to receive and approve a Financial Report on the Association’s financial affairs since the last Annual General Meeting;
13.4 to elect officers and committee members for the following year; and
13.5 to conduct any other competent business.
- SPECIAL GENERAL MEETINGS
The Committee may call a special general meeting if the Committee shall have received a requisition, signed by at least twenty-five members requesting such a meeting. The rules applicable to special general meetings shall be as for the Annual General Meeting
- AMENDMENT TO THE CONSTITUTION
An amendment to this Constitution may be made at any general meeting of the Association by a two-thirds majority of the votes cast, provided that notice of the proposed alteration to this Constitution was given in the notice calling the meeting.
- DISSOLUTION OF THE EXCECUTIVE COMMITTEE OF THE ASSOCIATION
16.1 The Committee of the Association may only be dissolved if a resolution to that effect is passed by two-thirds of those voting in person or virtually and by proxy at a special general meeting called for that purpose and after at least four weeks’ notice has been given of the date, time, place of the meeting and the agenda via email, and by placing a notice on the University’s main website.
16.2 In the event of dissolution all accumulated funds and other property of the Association shall vest in Convocation or, failing it, in the Council of Rhodes University, subject to the proviso that any funds held in trust shall be administered in accordance with the terms of that trust.
Last Modified: Wed, 21 Aug 2024 12:28:09 SAST