Constitution

Our vision statement:

Future generations are at awe by the splendid beauty of the Midlands.

Our mission statement:

To support sustainable resource utilization, and to conserve wildlife and their habitats in the Balgowan Conservancy for the benefit of present and future generations by stimulating interest and active participation among all residents of the community through communication and education.

 

CONSTITUTION

 

  1. Name

The name shall be the “Balgowan Community Conservancy” herein referred to as the

Conservancy.

 

  1. Conservancy Objectives

The objectives of the Conservancy shall be:

 

2.1. To stimulate interest and active participation by the all members of the Balgowan community in the protection, rehabilitation and conservation of all fauna and flora, in the Balgowan Valley of Kwa- Zulu Natal (as demarcated on the attached map).

2.2. To create environmental conservation awareness amongst members of the community through communication and education, specifically regarding to the statutory regulations protecting the environment, fauna and flora.

2.3. To promote eco-tourism.

2.4. To encourage social interaction amongst all members of the Balgowan community to ensure that they are commonly committed to the Conservancy’s objective of protecting the natural heritage of the Balgowan Valley for the benefit of future generations.

 

  1. Conservancy Membership

3.1 Membership of the Conservancy shall be open to all members of the Balgowan community subject to completion of an application form, the payment of membership fees and approval by the Committee. The Committee may refuse membership to an applicant without the obligation of providing a reason for such refusal.

3.2 Membership can be applied for on an individual, family or community group basis.

3.3 New members will be required to complete a membership application form, which shall be submitted to the committee for registration. Each member shall be entitled to a

copy of the constitution and/or shall be referred to a place to where the constitution can be reviewed.

 

  1. Conservancy Membership Structures

 

4.1 Membership fee structures shall be structured according to the following categories

  • Individual Membership
  • Family Group Membership
  • Community, Institutional or Business Group Membership
  • Honorary Members
  • Co-opted Committee Members

 

  1. Membership Fees & Payment Obligations

 

5.1 Membership Fees shall be determined by the incoming conservancy committee on an annual and communicated to all members in writing.

5.2 Fees shall be payable on either an annual or monthly basis at the discretion of the member.

5.3 Any person or group which applies to be a member of the Conservancy but fails to pay their membership fees within 6 months of such application or subsequent renewal date shall be disqualified from being a member and shall forfeit all rights attached to such membership, unless otherwise arranged with the Conservancy committee.

 

  1. Member Representation and Voting Rights

 

  • All registered members of the Conservancy shall be entitled to the following rights:

6.1.1 Attendance or representation at an Annual General Meeting

6.1.2 Voting rights at an Annual General Meeting shall be as follows:

Individual                      100% fee paid up member                               1 vote

Family                           (Max 6) 100% fee paid up member                  1 vote

Group                           (Min 10) 100% fee paid up member    1 vote

Honorary members       Nil                                                                    1 vote

Co-opted committee     Nil                                                                    Nil

Scholar                         Nil                                                                    Nil

 

  1. Nomination of representatives to the Conservancy committee

 

7.1 Any paid-up member, family member or group member representative may propose any other paid up member of the Conservancy present or by proxy to serve as a committee member of the Conservancy at an Annual General Meeting, and where applicable, at a Special Meeting

 

  1. Annual General Meeting

 

8.1 Timing

8.1.1 An Annual General Meeting of all members shall be held within 6 months of the financial year end of the Conservancy. The financial year end of the Conservancy shall be the end of February.

8.1.2 Venue

The Annual General Meeting shall be held at an appropriate location, within the

Balgowan Valley area, which is easily accessible to all members of the community.

8.1.3 Notice & Supporting Documents

8.1.3.1 A written notice of the Annual General Meeting shall be distributed to all members a minimum of 4 weeks (28 calendar days) prior to the date of the Annual General Meeting.

8.1.3.2 A notice of the Annual General Meeting shall also be published and posted on a notice board in a commonly frequented area of Balgowan 4 weeks (28 calendar days) prior to the date of the Annual General Meeting.

8.1.3.3 The Annual General Meeting notice shall be accompanied by a copy of the financial statements applicable to the financial year, as well as a report by the chairman and/or committee member, which outlines the activities of the Conservancy for the financial year under consideration. The financial statements shall be compiled according to generally accepted accounting practice and signed by the Conservancy chairman prior to distribution to members.

8.1.3.4 Any member wishing to raise any matters at the AGM must submit by hand or post such matters in writing to the chairman of the Conservancy committee one week after having received notice of the AGM and /or a minimum of 1 week prior to the AGM date. Such matters shall be discussed and addressed as an addendum to the chairman’s report.

8.1.3.5 The Annual General Meeting notice shall be accompanied by an agenda of the matters that will be addressed at the meeting.  The agenda shall as a minimum include the following matters:

  • Welcome
  • Apologies
  • Verification of a quorum of members
  • Approval of previous AGM minutes and matters arising
  • Review and acceptance of financial statements
  • Presentation of chairman’s report and member comments received
  • Review of Conservancy membership status
  • Consideration of resolutions proposed for review and approval at the

   AGM

  • Resignation of current committee
  • Review of nominations for new committee
  • Voting of new committee members

 

  1. Conservancy Committee

 

9.1 The Conservancy committee shall, as a general rule, include the following posts:

  • Chairman
  • Vice-chairman
  • 4 Members

9.2 The posts of chairman and vice-chairman should be held for a minimum period of 2 years, if possible, to ensure continuity within the Conservancy.

9.3 The Conservancy committee shall be free to co-opt additional committee members from time to time should the need arise.

9.4 As a rule all Conservancy committee members are obliged to resign at the AGM and the outgoing chairman should request nominations from the floor to form a new committee.

 

  1. Voting

 

10.1 Voting shall be by hand, one vote per member, unless there is an objection in which case a closed vote by means of a voting form must be executed. The completed voting forms must then be collected and tallied by the outgoing chairman and vice-chairman. The results of which must be declared to those present at the meeting.

 

  1. New Conservancy Committee Composition

 

11.1 The persons so elected to the committee shall be obliged to call and attend a meeting between themselves, preferably within 14 (fourteen) calendar days of the AGM, to take over the responsibilities and scheduled activities from the previous committee.

 

  1. AGM Minutes

 

12.1 Minutes of all Annual General Meetings shall be taken and circulated to members with the notice of the next Annual General Meeting.

12.2 Any member may request a copy of the minutes from the committee before the next AGM.

 

  1. Special General Meetings

 

13.1 Special General Meetings may be called by either

  • The Conservancy committee
  • A representative group of Conservancy members

13.2 A minimum representative group of 10 or more individual and/or group members may request the existing Conservancy committee to call a Special General Meeting.

13.3 The representative group must state the reasons for wishing to call such a meeting.

13.4 In this instance a review meeting between the representative group and the Conservancy committee must be called by the committee within 5 (five) calendar days of receiving such a request from the representative group to call a Special General Meeting.

13.5 The Conservancy committee shall be obliged to hear the matters and/or concerns of the representative group and shall respond in writing within 5 (five) calendar days.

13.6 If the representative group is not satisfied with the response of the Conservancy committee and the committee refuses to call a Special General Meeting then the representative group, if they so wish, shall be entitled to call a Special General Meeting. If the representative group does call a Special General Meeting, then the notice of such meeting shall follow the same procedure as an Annual General Meeting as defined herein.

13.7 All matters arising at a Special General Meeting shall be administered by the same voting procedures as an Annual General Meeting, with the exception that any special resolutions shall only be passed by a majority vote of 75% by members present or by proxy.

13.8 All matters arising at a Special General Meeting shall be administered, executed and recorded as if it were an Annual General Meeting by the persons who specifically called and arranged such a meeting (Conservancy committee or representative group).

 

  1. Conservancy Committee Meetings

 

14.1 The Conservancy committee shall meet a minimum four times per year excluding the Annual General Meeting.

14.2 All meetings shall be summarised in writing, circulated amongst committee members and archived.

 

  1. Conservancy Committee Responsibilities

 

15.1 The Conservancy committee shall be responsible for:

15.1.1 The calling and execution of committee meetings

15.1.2 The registration and liaison with the National Conservancy Association

15.1.3 The review and definition of individual committee members’ roles and responsibilities

15.1.4 The formulation and execution of appropriate plans of action to achieve the stated conservancy objectives

15.1.5 The protection and development of Conservancy assets and information

15.1.6 The limitation of Conservancy liabilities.

15.1.7The maintenance of accurate accounting and financial records in accordance with generally accepted accounting practices.

15.1.8 The Conservancy committee shall further ensure that:

15.1.9 All membership fees are billed and collected so far as possible

15.1.10 All funds are banked with a registered commercial bank and reconciled on a regular basis

15.1.11 A quarterly financial report is compiled and circulated for review by all the committee members

15.1.12 An annual financial report is compiled, approved by the committee and circulated to all members along with the notice of the Annual General Meeting.

 

  1. Conservancy Committee Communications

 

The Conservancy committee shall be obliged to communicate to all members on a quarterly basis in the form of a newsletter.

16.1 Membership matters

-New members

-Community contact information

  • Conservancy matters
  • Fauna
  • Flora
  • Surveys & information

 

16.3 Environmental matters impacting Conservancy efforts

  • Security & poaching
  • Fire & firebreaks
  • Roads & signage