SCASA Constitution

Service Clubs Association of SA Incorporated (SCASA)

CONSTITUTION

NAME

The Name of the Association shall be Service Clubs Association of SA Incorporated hereafter referred to as SCASA

 (Formerly The Association of Community Service Organisations [ACSO]).

AIMS

To be an organisation that is representative of recognised service clubs charged with the responsibility of fostering goodwill, co-operation and understanding between each other and the communities they serve.

OBJECTIVES

  • To promote a co-ordinated approach to the activities of each service organisation that relate to common issues affecting the community they serve.
  • To promote the ideal of a united effort in respect to matters or issues of social importance to their communities or other matters brought to the Board’s attention.
  • To jointly administer programmes or grants received from time to time in accord with the purpose of SCASA
  • To invite applications from recognised service organisations to be represented on the SCASA.
  • To support member organisations affiliates with matters of common interest. For example – projects promotion, submissions, deputations etc…
  • To receive by gift, bequest, devise, grant, purchase, lease, transfer or otherwise real or personal property, to hold or dispose of such property and to apply  the principal and income there from for the purpose of funding:-
  • Innovative projects put forward by individuals, groups, organisations.
  • Individual training or educational projects
  • Practical or applied research which fulfil, reflect or advance the aims and objectives of SCASA.
  • To administer any reconcile approved grants in accordance to their purposes.

MEMBERSHIP

  1. The member of SCASA Board shall be those personnel who shall hereafter be elected representatives of the affiliated bodies.
  2. A person who cease to be a member of one of the affiliated bodies shall thereupon cease to be a member of SCASA

MANAGEMENT

  1. The management of SCASA shall be vested in a Board of not less than five (5) and not more than twenty (20) persons which shall be known as the representatives and hereafter referred to as the SCASA Board.
  2. Special meetings of the SCASA Board may be called at any time by either the SCASA Board or the Chair of the SCASA Board, and shall be called by the Chair upon written request of any three members of the SCASA Board. Such request shall specify the date and purpose of the meeting.
  3. At all meetings of the members of the SCASA each member may vote in person or by appointed alternative delegate.
  4. The SCASA Board shall hold its meetings at such times, place or places as the SCASA Board may from time to time determine.
  5. Written notices of the time and place of all meetings of the SCASA Board shall be forwarded by the Secretary to each member at their address  as it appears on the records of the Association, not less than two weeks before meeting or sooner if matter deemed to require an urgent resolve if agreed to by the SCASA Board. Notice of special or urgent meetings shall state the purpose of the meeting.
  6. At meetings of the SCASA Board four (4) members shall constitute a quorum for the transaction of business but a lesser number may adjourn the meeting to a time and place specified.
  7. The Chair or the presiding member shall have a deliberative and casting vote.

ANNUAL GENERAL MEETING

  1. The annual meeting of the members of SCASA shall be held for the purpose or transacting such business as may properly come before the meeting.
  2. At each annual meeting of the SCASA Board the affiliated bodies may nominate new or continuing representatives.

MEMBERSHIP OF THE BOARD

  1. Membership of the SCASA Board shall be determined by the affiliated bodies up to two (2) representatives depending on the number of clubs.
  2. The SCASA Board may from time to time vary the number of persons any affiliated body may nominate to the SCASA Board but such variation shall not take effect until the following Annual General Meeting.
  3. Any SCASA Board member who resigns their membership of the affiliated body will no longer be eligible to represent that body. Such vacancy will be referred to the affiliated body for replacement.
  4. An affiliated body whose name does not appear in the Schedule of Affiliated bodies may make application to the SCASA Board for inclusion in the schedule and the right to nominate persons the SCASA Board. Should the SCASA Board agrees that the affiliated body be so included the SCASA Board shall fix the maximum number of persons that the affiliated shall be entitled to nominate and become members of the SCASA Board.

ASSOCIATION OFFICERS

  1. The officers of the Association shall be the Chair of the SCASA Board, a Secretary, a Treasurer and an Events Coordinator/Public Relations Officer. Where required and agreed to by the SCASA Board positions can be co-jointly served.
  2. The SCASA Board may at any of its meetings elect or appoint such other officers or sub-committee’s as it may deem necessary and may prescribe their terms of office and duties.
  3. The Chair of the SCASA Board, Secretary, Treasurer and the Events Coordinator/Public Relations Officer must be members of the SCASA Board. Any other officers appointed by the SCASA Board need not be members of the SCASA Board.
  4. Any officer may be removed at any meeting of a majority of all members of the SCASA Board present at a meeting
  5. The SCASA Board may at any meeting fill for any uncompleted task any vacancy which occurs in any office of SCASA.
  6. The Chair or the elected acting Chair shall preside at all meetings of the SCASA Board.
  7. In the event of a vacancy in the office of the Chair of the SCASA Board, or during the absence or inability to act as Chair the duties and powers of the Chair shall be vested to a member of the SCASA Board voted by the SCASA Board Members present.
  8. The SCASA Board Secretary and SCASA Board Treasurer are charged with the custody of all papers and documents relating to the property of SCASA.
  9. It is the duty of the secretary to keep minutes of all appointments of office bearers and members of the SCASA Board, and the names of members of the committee present at all board meetings or a general meeting, and all proceedings at board meetings and general meetings.
  10. All minutes of proceedings at a meeting must be signed by the Chair of the meeting or by the Chair of the next succeeding meeting where proceedings are approved.
  11. The SCASA Board Treasurer deposits all funds in such bank accounts the name of which shall include the words Service Clubs Association of SA Inc.
  12. That all money due to SCASA is collected and received and that all payments authorised by SCASA are made and that correct books and accounts are kept showing the financial affairs of SCASA, including full details of all receipts and expenditure connected with the activities of SCASA.

AUDIT

At each Annual General Meeting a Treasurers Report is presented following an internal Audit procedure by the SCASA Board. It is not anticipated that a large amount of funds will be held by SCASA. Furthermore all grants received require reconciling with the grantees.

FINANCIAL YEAR

                The financial year of SCASA is: The period of time commencing on the date of incorporation and ending on the following 30 June, and each period of 12 months after the expiration of the previous financial year of SCASA, commencing on 1 July and ending on the following 30 June.

FUNDING

  1. A levy to be paid by each affiliated organisation determined annually at the Annual General Meeting so as SCASA for the good administration of the Association.
  2. A levy to be paid upon call by the board of SCASA annually and falls due 1 July annually.
  3. The SCASA Board may apply for grants that meet the aims and objectives of the Association.

NO PROFITS TO MEMBERS

The income and property of the Association whencesoever derived shall be applied solely towards the promotion of the objects of the Association and no portion to be paid to members or Members of the Board other than remuneration of approved purchases/expenditure.

DISSOLUTION

The Association may be dissolved by resolution of two thirds of the whole of the SCASA Board entitled to vote at a special meeting called for that purpose. Upon the dissolution of the Association all assets shall be realised and all debts and liabilities paid and remaining assets shall be distributed equally to remaining Affiliates.

SCHEDULE OF SERVICE CLUBS

  1. The Association of APEX Clubs – SA Clubs
  2. Kiwanis International – SA Clubs
  3. Lions International Zones C1 and C2
  4. Rotary International – District 9500 and 9520
  5. Soroptimists International – SA Clubs
  6. Zonta International – SA Clubs