Constitution

RULES AND REGULATIONS OF THE

POSTGRADUATE CLUB OF THE UNIVERSITY OF THE WITWATERSRAND, JOHANNESBURG

1. NAME

The name of the Club is “Postgraduate Club of the University of the Witwatersrand, Johannesburg”.

2. OBJECTS

Subject to the University’s rules, regulations, policies, procedures and standing orders

The objects of the Club are:-

2.1.    To provide social, group, recreational and other facilities and amenities for the benefit of its members;

2.2.    To carry on such other activities as the Club may deem to be in the interests of the Club or its members or consider desirable so long as such activities do not in any way conflict with the Constitution of the Postgraduate Club or the constitution, policies or functions of the Students’ Representative Council of the University or the Academic Staff Association of the University;

2.3.    To use any funds and assets of the Club for all or any of the above purposes;

2.4.    To do all such things as are incidental, ancillary or conducive to the attainment of all or any of the above objects.

3. MEMBERSHIP

There shall be the following classes of members of the Club:-

3.1.   Ordinary members

3.1.1.         Persons who are properly registered for postgraduate courses at the University;

3.1.2.         Persons who are academic or support staff members of the University; and

3.1.3.         Such other persons or classes of persons as the Committee

may from time to time decide.

NOTES:   1) Students properly registered for postgraduate courses include:

-      Persons registered on either a full-time or part-time basis;

-      Persons registered in either a postgraduate degree or postgraduate  diploma programme; and 

-      Students in the fourth year and above of a professional degree, such as, but not limited to, medicine, engineering, or law.

3.2.   Special members

Such other persons or classes of persons as the Committee

may from time to time decide.  Such persons may include:

(a) Alumni of the University;

(b) Retired or former members of staff of the University;

(c) Persons not employed by the University or registered at the University for further or other studies beyond a Bachelor’s degree but who, in the opinion of the Committee, are engaged in full time research at the University;

(d) Persons associated with the University who, in the opinion of the Committee, can be of benefit to the Club

3.3.      Honorary Members

The Committee shall have the power to confer honorary membership on such persons and subject to such terms and conditions and with such rights and privileges as it may deem fit, but excluding the right to vote.

4.          APPLICATION FOR MEMBERSHIP

4.1.      Unless otherwise decided by the Committee, an applicant eligible for election to ordinary or special membership of the Club shall submit an application on such form as the Committee may decide.  Such application shall contain the full names, and contact details of such applicant and such further information and details as the Committee may from time to time require.

4.2.      Every applicant for special membership of the Club shall have their membership approved by the Committee or a delegated member of that Committee.

5.          ELECTION TO MEMBERSHIP

5.1.   Unless otherwise decided by the Committee, an applicant eligible for         ordinary membership of the Club shall automatically be elected as an   ordinary member of the Club upon his/her application together with       payment of such subscription and fees as may be payable by him to         become an ordinary member, being lodged at the offices of the Club         and the relevant fee paid

5.2.   The Committee reserves the right to verify the eligibility for ordinary         membership of an applicant prior to the automatic election referred to       in 5.1.

6.          RIGHTS OF MEMBERSHIP

Membership of the Club shall not give to any member of any class any right, title, interest, claim or demand in or to any of the monies, property or assets of the Club, but shall only confer upon such member the right and privileges of entering the Club premises and using and enjoying the facilities offered by the Club, subject to such restrictions as the Committee may from time to time impose and subject to the regulations and bye-laws of the Committee in force from time to time.

7.          CESSATION, RESIGNATION AND SUSPENSION OF MEMBERSHIP

7.1.      A member shall cease to be a member of the Club if such member fails to pay his/her subscription within three (3) months after it becomes due.

7.2.      A member may resign his/her membership of the Club at any time by giving written notice to that effect to the Committee member responsible for membership.

7.3.      If any member, in the opinion of the Committee, shall commit any wilful breach of any of the Rules or Regulations or be guilty of dishonesty or improper or unworthy conduct, or be guilty of conduct unbecoming or prejudicial to the interests of the Club, whether within or outside the premises of the Club: -

7.3.1.         The Committee shall have the power: -

-      To caution such member; or

-      To expel such member; or

-      To suspend such member for such period an upon such terms as the Committee may deem fit;

7.4.      PROVIDED THAT such power shall not be exercised except:-

7.4.1.         By agreement of the majority of the Committee; and

7.4.2. After such member has been given the opportunity of making          representations to the Committee on the complaint against him;

7.4.3. Upon suspension, resignation or cessation of membership from any cause whatsoever a member shall be liable for all subscriptions which would have become payable by him if he had remained a member until         the end of the year in which membership ceased.

8.          MANAGEMENT OF THE CLUB AND POWERS OF THE COMMITTEE

8.1.      The management and control of the Club shall be vested in a Committee which shall have full power and authority to do any act, matter or thing which could or might be done by the Club except as may otherwise be provided in these Rules and Regulations.

8.2.      Without in any way limiting such powers and authorities, the Committee shall have the following powers:-

8.2.1.             To make, vary or repeal any bye-laws for the regulation of the affairs of the Club, its members, officials and servants provided such bye-laws do not conflict with any provision of these Rules and Regulations.  Immediately after any bye-law is made, varied or repealed the membership shall be notified of any such change;

8.2.2.             To purchase, hire or in any other way acquire immovable or movable property for the Club;

8.2.3.             To operate the accounts of the Club in conjunction with the University office which controls such accounts;

8.2.4.             To institute, defend, conduct, compound or abandon any legal proceedings by or against the Club or any of its officers or otherwise in consultation with and through the University's Legal Office;

8.2.5.             To admit or reject candidates for membership of the Club;

8.2.6.             With the sanction of the Council of the University, to apply to any competent authority for any trading, liquor or other license which the Club may require for its purposes and for the renewal of such licenses from time to time;

8.2.7.             To enter into arrangements or contracts with other bodies for any of the purposes incidental to the objects of the Club;

8.2.8.             To deal with any conditions or circumstances arising in the affairs of the Club;

8.2.9.         To co-opt any member as a member of the Committee

8.2.10.      To require members of the Club to produce proof of their membership of the Club for the purposes of gaining admission to the Club premises if requested to do so.

9.          ELECTION OF THE COMMITTEE

     The Committee shall consist of not fewer than five members and not         more than nine members, including a Chair, and Vice-Chair.  Committee members shall hold office until the next ensuing Annual           General Meeting of the Club, when they shall retire.  Delegation of      duties to Committee members shall be made by the Chair in   consultation with the members of the Committee.

10.      NOMINATIONS FOR THE COMMITTEE

10.1.   All ordinary and special members in good standing are eligible for nomination to the Committee.

10.2.   Retiring members of the Committee shall be eligible for re-election.

10.3.   Nominations may be made in advance, in writing, or orally at the Annual General Meeting itself.

10.4.   If more candidates are nominated than the number of vacancies, election shall be by ballot.

11.      COMMITTEE MEETINGS

11.1.   Each member of the Committee at any meeting shall have one vote.  No member shall be entitled to vote by proxy.

11.2.   All decisions shall require a simple majority vote.  In the event of an equality of votes, the Chair shall have a casting vote in addition to his/her deliberative vote.

11.3.   The Chair or in his/her absence the Vice Chair shall preside at all meetings.  If at any meeting the Chair and Vice Chair are not present at the time appointed for the holding of such meeting, the members of the Committee present shall elect one of their number at act as Chair for the duration of such meeting.

11.4.   The Committee shall determine the period of notice to be given in respect of meetings of members of the Committee and shall determine the means of giving such notice.

11.5.   The Committee shall have the power to act notwithstanding any vacancy or vacancies on the Committee. 

11.6.   A vacancy arising on the Committee shall be filled by the Committee but subject to confirmation at the next Annual General Meeting of the Club.

11.7.   Any member of the Committee who is absent from three (3) consecutive meetings of the Committee shall ipso facto cease to be a member thereof.  Leave of absence may be granted to any member.

11.8.   The Committee shall regularly hold meetings and proper minutes shall be kept thereof.

12.      ANNUAL GENERAL MEETING

12.1.   An Annual General Meeting of members shall be held in October or November of each year, on the Club premises or at such place as the Club Committee may determine.

12.2.   The business to be transacted at the General Meeting shall be:-

12.2.1.      To confirm the minutes of the previous General Meeting;

12.2.2.      To receive and consider the annual report of the Committee on the affairs of the Club together with duly audited balance sheet and income and expenditure account for that year;

12.2.3.      To elect a Committee for the ensuing year;

12.2.4.      To consider and pass, with or without modification, or to reject any proposed resolution submitted to the meeting concerning the affairs of the Club of which due notice has been given;

12.2.5.      To deal with any other or further business as the Committee may submit;

12.3.   The date, time and place of the Annual General Meeting shall be publicized at least twenty-one (21) days before the date of such meeting.

12.4.   Notice of any resolution to be submitted at any Annual General Meeting other than the ordinary business of the meeting shall be signed by at least two ordinary or special members and publicized at least ten (10) days before the date fixed for the said meeting.

13.       SPECIAL GENERAL MEETING

The Committee may at any time call a Special General

Meeting of members on giving at least seven (7) days notice

and specifying the object for which the meeting is called.  The

Committee shall in like manner call a Special General Meeting of members upon receipt of a requisition signed by twenty (20) ordinary members of the Club specifying the object for which such meeting is called.

14.       QUORUM

Unless otherwise decided by the Committee, the quorum for an Annual General Meeting or Special General Meeting shall be twenty (20) members, ordinary or special. 

14.1.   This quorum requirement may be waived at the Annual General Meeting or Special General Meeting by the retiring Committee;

14.2.   If one member present at the Annual General Meeting or Special General meeting objects to quorum being waived, the quorum requirement will stand.

14.3.   In the event of there being both a lack of quorum and an objection to the waiving of the quorum, the meeting be postponed to no later than three weeks following the date and time of the original meeting;.

14.4.   At such a postponed meeting the members present shall be deemed to be a quorum for the transaction of all business of the meeting.

15.      VOTING AT GENERAL MEETINGS

15.1.   Each ordinary and special member of the Club is entitled to attend and vote at any General Meeting and shall have one (1) vote

15.2.   Voting shall normally be by a show of hands.

15.3.   The Chair presiding at the meeting may request that a vote be taken by ballot, in which case it shall be taken immediately.

15.4.   When any ballot is necessary two (2) scrutineers shall be appointed by the Chair from amongst the members present.

15.5.   No member shall be entitled to vote by proxy.

15.6.   Any member in arrear with any payment due to the Club shall be disqualified from voting and shall not be eligible to hold office in the Club during the time that such payment is in arrears.

15.7.   Save where stated to the contrary, all decisions shall require a simple majority vote.  In the event of equal votes the Chair, or in his/her absence the presiding officer, shall have a casting vote in addition to his/her deliberative vote.

15.8.   A declaration of the result of a vote by the Chair, or in his/her absence the presiding officer, shall be conclusive in all cases.

16.       SUBSCRIPTIONS

16.1.   The entrance fees and/ or annual subscriptions for members of the Club shall be such sum/s as the Committee may from time to time determine.

16.2.   Unless otherwise decided by the Committee, all subscriptions shall be due and payable on election and subsequently, in advance on the first day of January in each and every year.

16.3.   A period of grace up until 31 March of every year shall be allowed for payment of membership fees, after which date membership shall be cancelled.

16.4.   If any member has not paid his/her subscription within a period of two (2) months after due date thereof then such a member shall be liable to have his/her name posted on the notice board of the Club as being in arrears at the discretion of the Committee.

16.5.   The Committee shall have the right to raise funds from time to time by means of a levy or levies against members.

16.6.   Temporary membership shall be permitted in certain cases on application to the Committee.

17.      BOOKS, ACCOUNTS AND RECORDS

17.1.   The Committee shall ensure that a record of members of the Club is kept.

17.2.   All monies received shall be deposited to the credit of Club in the proper Postgraduate Club University account. The University shall keep proper records on behalf of the Club, and shall provide the Committee with regular statements relating to the Club's financial situation.  

17.3.   The financial statements of the Club shall normally be presented at the Annual General Meeting and shall be obtainable from a designated member of the Club Committee.

17.4.   The financial year of the Club shall be as determined by the Committee from time to time.

17.5.   All notices posted on the Club notice board shall be considered due notice except where otherwise specifically provided in the Constitution.

18.      LIABILITY OF MEMBERS

The liability of a member of the Club shall be limited to the amount of his/her unpaid subscription, if any, and any other money which he may owe to the Club.

19.      PAYMENT OF CLUB ACCOUNTS

Only members of the Club shall be permitted to pay for refreshments and other commodities as may be supplied to members or their guests.

20.       DISSOLUTION

20.1.   The Club may be dissolved by a resolution passed at a Special General Meeting for that purpose provided that such resolution is passed by the votes of three-quarters of the ordinary members present and entitled to vote at such meeting and further that such resolution is confirmed at a Special General Meeting held not less than one month thereafter by the majority vote of members entitled to vote at such meeting.

20.2.   If, upon the winding up or dissolution of the Club, there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall not be paid or distributed amongst members of the Club but shall be dealt with as may be determined by members assembled at a Special General Meeting of the Club for that purpose.

21.        ALTERATION TO THE RULES AND REGULATIONS

21.1.   No alterations to the Rules and Regulations of the Club shall be made except with the sanction of the vote of not less than two-thirds of the ordinary members present at a General or Special Meeting called for that purpose and the approval of the Council of the University.

21.2.   At least fourteen (14) days before a meeting at which any proposed alteration or addition to the Rules and Regulations is to be considered, a copy thereof shall be publicized.

21.3.   In the event of any provision in the Rules and Regulations being in conflict with the requirements of the University, the Committee shall be empowered to amend or modify such provision by resolution in such manner so that it shall comply with the rules of the University, without the necessity of such amendment being referred to a General or Special Meeting.

22.       MEMBERS BOUND BY RULES AND REGULATIONS

The signed application for membership of the Club shall be a distinct acknowledgement on the part of the applicant that he is bound by the provisions of the Rules and Regulations and bye-laws of the Club and that he accepts the ruling of the Committee in all cases, and no person shall be absolved from the effect of the Rules and Regulations or bye-laws on the plea of not having received a copy thereof.

23.      INTERPRETATION OF RULES AND REGULATIONS

In case of doubt as to the meaning or interpretation of the Rules and Regulations of the Club or any amendment thereof the Committee shall be the final arbiter and its decision shall be binding upon the members of all classes of the Club.

24.        GENERAL

24.1.    “University” means the University of the Witwatersrand, Johannesburg;

24.2.   “Club” means the Postgraduate Club of the University; and “Committee” means the Executive Committee of the Postgraduate Club;

24.3.   Words importing the singular shall include the plural and vice versa.

  

15 October 1981

Amended and revised October 2009