1           NAME

The organisation will be called the GLENWOOD COMMUNITY FORUM.  It is hereinafter referred to as the Forum.

2           address :  domicilium

The domicilium address of the Forum shall be the address of the Chairperson of the Forum for the current term of office.

3           AIM and objectives

To provide a forum for the development of projects and strategies that will :

·         showcase the Glenwood area in terms of being a good place for recreation, learning, lifestyle, spiritual and emotional well-being, doing business, living , working and raising a family;

·         promote the core values of the Forum amongst all residents of Glenwood, namely :

o        positive morals

o        positive family values

o        respect for other people

o        respect for others’ property

·         attract investment in infrastructure, residential homes and businesses in the Glenwood area;

·         contribute to the conservation of the flora and fauna, parks and gardens , heritage buildings and similar items requiring conservation effort, in the Glenwood area;

·         assist those in need in the Glenwood area, via the provision of appropriate support including but not limited to the provision of personal support services, counselling and other appropriate interventions.

The Glenwood area shall be defined as the area bordered by the following roads, namely Berea Road, South Ridge Road, Francois Road and Umbilo Road.

4           secondary objectives  :-

4.1        To promote membership of the Forum amongst residents and businesses in the Glenwood area.

4.2        To keep members and residents of Glenwood informed of events and strategies being implemented by the Forum in the Glenwood area.

4.3        To liaise with the local police, municipal and relevant authorities as required to achieve the aim, objectives and secondary objectives.

4.4        To raise and administrate funds and personnel required to implement any events and strategies decided upon.

4.5        To acquire the necessary equipment, resources and other items required for the fulfillment of its aim, objectives and secondary objectives.

4.6     To enter into contracts and agreements to implement any events and strategies decided upon.

5           income and property

5.1        The Forum will keep an up to date hard copy record of all property, income and expenditure using accepted accounting procedures.

5.2        Funds belonging to the Forum are to be deposited in a bank account in the name of the Forum under the control of an elected Treasurer with two other members as alternate signatories. All cheques must be signed by the Treasurer and one of either the other two signatories.

5.3        The Forum may not give any of its funds or property to members or office bearers except in the case of payment for work that the member or office bearer has done for the Forum.  Payment must be a reasonable amount for the work done and approved by a 2/3 majority of the Executive Committee.

5.4        A member of the Forum can only get refunds from the Forum for expenses that he or she has paid on behalf of the Forum after such refunds have been approved by 2/3 majority of the Executive Committee.

6           membership

6.1        All homeowners, tenants and businesses residing or operating in the Glenwood area qualify for membership and are to be encouraged to become members of the Forum.

6.2        The Forum reserves the right to accept individual persons or businesses as members who in its opinion would make valuable contribution in the furtherance of the aims and objectives of the Forum.

6.3        The Forum reserves the right of acceptance and is not bound to provide any reason for the rejection of any application.

6.4        The Forum shall exist in its own right separately from its members.

6.5        The Forum will continue to exist when its membership changes and different office bearers are elected.

6.6        The Forum may enter into contracts and other transactions as approved by its members.  It can sue and be sued in its own name.

6.7        The Forum may own property and other possessions.

6.8        Members or office bearers do not have rights over possessions or funds that belong to the Forum.

6.9        Membership will be dependent on registration with the Forum and contribution of a voluntary subscription.

7           cessation of membership

A member will lose registration and voting rights in the Forum on submission of a letter of resignation, change of address outside of the Forum area or if voluntary subscriptions are not contributed over a period of six (6) months without previous arrangement with the Chairperson.

The Executive Committee reserves the right to cancel the membership of any member who, in the opinion of the Executive Committee, does not support or endorse the aims and objectives of the Forum. Such cancellation must be voted on by the Executive Committee and at least 2/3 of the Executive Committee must support such cancellation.

8           Management

8.1        The management of the Forum is vested in the members themselves.  Quarterly members’ meetings will be held to review and discuss current issues, identify projects and strategies and approve projects and related expenditure.

8.2        Each year an annual general meeting (AGM) will be held when a Chairperson, Vice Chairperson, Treasurer and Secretary and four ( 4 ) Portfolio Committee Chairpersons will be elected.  These persons will be office bearers of the Forum and will be referred to as the Executive Committee. The Portfolio Committee Chairpersons will be responsible for the following specific portfolios, namely, Legal , Project Administration , Sponsorship , Public Relations & Marketing.

8.3        Office bearers will serve for one year but they can stand for re-election for additional terms of office as long as their services are required and they are prepared to offer such services.

8.4        At quarterly members’ meetings, minutes will be taken recording the order of business and all decisions taken.

8.5        The Executive Committee shall meet monthly to prepare information and implement activities that have been authorised at the quarterly meeting of members.

8.6        At the quarterly meeting of members, sub-committees may be formed to study and make recommendations on specific issues to the quarterly meeting of members.  Sub-committees may co-opt appropriate specialists to serve and comment on specific issues.

9           vacancies

In the event of the removal, resignation or death of any office bearer before the next election, the vacancy so created shall be filled by a person nominated at the quarterly members’ meeting until the next Annual General Meeting.

10       voluntary subscriptions

Minimum subscription rates will be reviewed regularly by the Executive Committee and recommendations made to the quarterly members’ meeting dependent on financial commitments of the Forum and its income and expenditure.

11       attendance at meetings and voting

11.1    All members are invited to attend the quarterly members’ meetings.

11.2    Each member shall have one (1) vote on proposals made at the meetings.

11.3    A quorum for decision taking at quarterly meetings shall require attendance of 15% of registered members.

11.4    Decisions involving adjustments or changes to the minimum voluntary subscription require the presence of 30% of all registered members or their proxy vote.

11.5  Members unable to attend a meeting may appoint in writing a proxy to vote on their behalf. This proxy may be the Chairperson of the Forum or any other registered member.

12       annual general meetings (agm)

Notice of the Annual General Meeting, together with the Annual Report and Financial Accounts, shall be deposited at the address of each member not less than fourteen (14) days prior to the date of the meeting.

13       finances

13.1    An accounting officer shall be appointed at the AGM.  His or her duty is to check on the finances of the Forum on a quarterly basis to ensure that the financial statements have been correctly prepared and that such financial statements properly reflect the transactions as per the bank account.

13.2    The Treasurer is to control the bank account of the Forum along with the two other signatories, namely the Chairperson and Vice Chairperson. All cheques must be signed by the Treasurer and one of either the other two signatories.

13.3    Whenever funds are withdrawn from the bank account, any two authorised signatories must sign the withdrawal, one of whom shall always be the Treasurer.

13.4     No member shall be permitted to :

13.4.1     Give any undertaking on behalf of the Association; and/or

13.4.2     Bind the Association in respect of any contract; and/or

13.4.3     Incur debt on behalf of the Association; and/or

13.4.4     Enter into any contract on the Association’s behalf;

without the prior written authorisation of the Executive Committee.

14       attendance at meetings and voting

The constitution can be changed by a resolution at the AGM or a specially called general meeting.  The resolution has to be agreed upon and passed by not less than 66% of the registered members at the AGM or at a specially called general meeting.  Notice of the proposed change(s) and their exact wording must be deposited at members’ addresses not less than twenty eight (28) days prior to the meeting.

15       dissolution of the association

15.1  The Forum may dissolve if at least 66% of members at a meeting, convened for the purpose of such matter, vote in favour of its dissolution.

15.2   The assets of the Forum on dissolution shall be dealt with in a manner adopted by the majority of the members at a meeting called specifically for this purpose, it being expressly agreed by all members that such assets on dissolution shall be donated to an organization that is in line with the aims and objectives of the Forum.

16       adoption of the constitution

  This constitution was approved and accepted by members of the GLENWOOD COMMUNITY FORUM at a Annual General Meeting on the 26th of April 2007

26-04-2007