Constitution
1. Name
Den Norske Foreningen in Cape Town. The Norwegian Society, Cape Town. (Herein after called “The Society”)
2. Objects and aims of the Society
2.1 To encourage Norwegian men, women and children to meet socially.
2.2 To work for the preservation of the Norwegian language and the maintenance of the social, cultural and intellectual life.
2.3 To promote and strengthen amicable and social connections amongst Norwegians, persons of Norwegian descent and their friends.
2.4 To help newly arrived Norwegians in Cape Town with advice and information.
2.5 To arrange social functions from time to time.
3. Members
3.1 The society shall consist of the following provided that they are over the age of 18 years.
a) Norwegians
b) Persons of Norwegian descent
c) Persons who are or were married to Norwegians
3.2 Persons other than 3.1 may also be elected members to the Society but cannot serve on the committee nor shall they have a vote on any questions affecting the constitution.
3.3 Applications for the membership shall be made to the Secretary and each application shall be considered by the committee, who shall have the right to refuse it, and no candidate shall enjoy any privileges of membership until his application has been accepted by the committee.
3.4 The committee shall have the power to recommend for Honorary life membership their own or other members nominations of any persons they consider merits such distinction, such recommendations being subject to ratification by members at the next annual general meeting. Honorary life members shall be exempt from paying the annual subscription, but shall enjoy full benefits of membership.
4. Subscriptions
4.1 Annual subscriptions due by a member shall be deemed to be payable on receipt of account, which will be sent out after the A.G.M. Members in arrears with their subscriptions shall not be entitled to vote at meetings of the society.
4.2 The committee shall have the power to raise the rates of subscriptions as may be deemed necessary, but such increases must be ratified at a general meeting before they can operate.
5. Management
5.1 The management of the society shall be in the hands of the officers and ordinary committee members, all of whom shall retire annually but be eligible for re-election.
5.2 The committee is elected for one-year term of office and is to consist of:
a) Chairman
b) Vice-chairman
c) Secretary
d) Treasurer
e) And 4 members
All to be elected at the A.G.M.
5.3 Meetings of the committee shall be held as often as in deemed necessary by the chairman or the secretary or a major of the committee. For the transaction of business at a committee meeting a quorum shall be 5(five). Any officer or ordinary member of the committee who without reasonable
cause fails to attend three consecutive meetings may be suspended, but the vacancy so created shall not be filled until the next A.G.M or special general meeting if called under Para. 9.0 or 15.2.
6. Voting
The Chairman of the society, or in his absence, the vice-chairman or his appointed deputee shall at all meetings, whether committee or otherwise have an ordinary as well as a casting vote in the event of the voting on any question being equal. No member shall vote at any Society meeting until 3(three) months have expired since his or her application to join has been accepted by the committee, nor during that period shall he/she be permitted to stand for election to any society office or to nominate another member for office.
7. Election of Officers and Ordinary committee members
7.1 Officers and Ordinary Committee members retiring as in Para. 5.1 shall if they do not wish to stand for re-election notifies the secretary. Only fully paid up members may be elected to any office or the committee.
7.2 Elections shall be by ballot of those members present at the A.G.M.
7.3 Any member of the society who is entitled to vote at the A.G.M is entitled to vote by proxy in an election of officers and/or ordinary committee members provided: a) Such a member applies to the secretary prior to the date of the A.G.M. for a proxy vote and such a member nominates their proxy. b) The proxy is a member of the society, who is entitled to vote at the A.G.M. and does not hold a proxy for more than one member of the society.
7.3 The secretary will hand a ballot form to the proxy at the A.G.M on which received and ballot papers consequently issued.
7.4 The head of the Royal Norwegian Consulate-General in Cape Town (at present the Norwegian Consul General or his appointed representative) shall be the societies honorary president.
8. Powers of the committee
8.1 The committee shall have the power to call meetings, to make necessary bye- laws and alter the same, to arbitrate in matters of dispute within the society, to deal at its absolute discretion with the funds and the property of the society and to settle any question or matter not at present provided for in the constitution. Any decision taken under this constitution shall remain operative until the following A.G.M
8.2 The committee shall have the power to appoint sub-committees to carry out specific activities, composed of Committee members and/or other members of the Society with suitable qualifications. For liaison purposes the chairman of any such sub-committee shall be invited to attend all relevant meetings of the main committee but unless he is a member of that committee, he shall not have voting rights.
9. General Meetings
9.1 Special general meetings may be called as often as the committee shall decide. The secretary shall onvene a special general meeting if ten or more members submit a signed application for such a meeting, stating the business to be dealt with. No other matter may be discussed at such a meeting. All members shall be given at least 14(fourteen) days notice of a special general meeting giving the time and place. In dealing with a case of expulsion, the secretary shall take any additional action as required by rule 12.0.
9.2 Any annual general meeting shall be held not later than 31st March in each year for the following purposes:
a)To receive and approve the minutes of the previous A.G.M
b) Chairman’s report
c) Treasure’s financial report
d) To fix the annual subscriptions of members
e) To elect office bearers
f) To appoint auditors, of whom there shall be two, unless one is professionally qualified, when he alone shall suffice.
g) To discuss items previously submitted for the Agenda.
h) General
9.3 At least 21 days notice of the date, time, and place of an A.G.M shall be given; all items for the Agenda must be received in writing by the Secretary at least 7(seven) days before the meeting.
9.4 Annual and special general meetings may only be attended by fully paid up members and honorary life members and for the transaction of business at these meetings; a quorum shall be eighteen (18) such members who are entitled to vote.
9.5 Ordinary matters are settled with a simple majority.
10. Minutes of Meetings
10.1 The minutes of all Society meetings shall be prepared by the Secretary, read and confirmed at the next meeting, for the signature of the Chairman. The society’s records so confirmed shall be available for inspection by any member entitled to vote, after reasonable notice has been given to the secretary in writing.
11. Society’s Accounts
11.1 The committee has the power to open and operate accounts with banks, building societies and other financial institutions and to draw, make, accept, endorse, discount, issue and negotiate cheques.
11.2 The society’s financial year shall run from the 1st of March to 28th February. A bank or building society a/c shall be opened in the name of the society to which income of the society shall be created. Withdrawals shall only be made by any two of the following: the Treasurer, the chairman, the vice-chairman or secretary.
11.3 All expenses incurred by the secretary, treasurer or any other member of the society authorized by the committee, shall be re-imbursed from Society funds.
11.4 The books of accounts shall be kept by the Treasurer who shall prepare the annual figures for certification by the auditors and adoption at the A.G.M
12. Expulsion of members
12.1 I f the conduct of any member shall, in the opinion of the committee of the society, be injurious to the character or interests of the Society, the committee of the society may, at a meeting, the notice convening which includes as an object the consideration of the conduct of the member, determine that a special general meeting of the society shall be called for the purpose of passing a resolution to expel such a member, giving particulars of the complaint and advising him/her of the place, date and hour of the meeting, that he/she may attend and offer an explanation, If at that meeting a resolution to expel is passed by a two-thirds majority of the members present and voting, his/her name shall be forthwith erased from the list of members and he/she shall thereupon cease for all purposes to be a member of the Society.
13. Alteration of Constitution
13.1 The constitution of the society shall not be altered or amended without a majority of two-thirds of those present.
13.2 Proposals for such changes or additions must be delivered to the committee at least 30 days before the general meeting is held. The committee shall make arrangements for the text to be sent together with the notices of the meeting.
14. Dissolution of the society
14.1 The society shall not be dissolved except at a special general meeting for the purpose, and then only with the consent of at least two-thirds of those voting members of the society who have been members for 12(twelve) months prior to the date of the meeting. Should the requisite number not attend such a meeting, the committee shall call another special general meeting for the purpose of considering the matter, and at such a meeting the question may be decided by a majority of two-thirds of the voting members attending such a meeting.
14.2 a) At any meeting at which such dissolution is resolved upon, there shall be appointed three members of the Society who, together with the Hon. President, as chairman for the time being, shall be liquidators of the society. All questions for the consideration of the liquidators shall be decided by a simple majority, and the acting chairman shall have an ordinary as well as a casting vote.
b) If upon the winding up or dissolution of the society there remains after the satisfaction of all debts and liabilities any property or assets, whatsoever, the same shall not be paid or distributed among members of the society, but shall be held in safe keeping by the Hon, president until the society is revived.
c) The archives and properties which the committee considers to be operative to a future Norwegian Society shall as far as possible be preserved for the society’s resurrection.
15. Trustees
15.1 The chairman and Vice-chairman elected at the A.G.M shall be appointed the trustees of the society.
15.2 Should any trustee resign or cease to be member of the society or be removed from office, or the office of trustee be vacated for any other reason, the committee shall call a special general meeting for the purpose of electing another member of the society to fill the vacancy.
15.3 The trustees shall at all times, upon being authorized and directed to that effect by the committee, be competent and also bound to make, conclude, and accept all purchases, securities, transfers and agreements whatsoever for the benefit of the society and shall also be competent and bound to sue for and recover all monies, debts, goods and effects whatsoever due or belonging to the society.
16. Legality
16.1 The constitution shall be drawn up in Norwegian and English. All amendments therefore must also be drawn up in Norwegian and English.
16.2 The English translation shall be deemed the only true and legal constitution.
Den Norske Foreningen in Cape Town. The Norwegian Society, Cape Town. (Herein after called “The Society”)
2. Objects and aims of the Society
2.1 To encourage Norwegian men, women and children to meet socially.
2.2 To work for the preservation of the Norwegian language and the maintenance of the social, cultural and intellectual life.
2.3 To promote and strengthen amicable and social connections amongst Norwegians, persons of Norwegian descent and their friends.
2.4 To help newly arrived Norwegians in Cape Town with advice and information.
2.5 To arrange social functions from time to time.
3. Members
3.1 The society shall consist of the following provided that they are over the age of 18 years.
a) Norwegians
b) Persons of Norwegian descent
c) Persons who are or were married to Norwegians
3.2 Persons other than 3.1 may also be elected members to the Society but cannot serve on the committee nor shall they have a vote on any questions affecting the constitution.
3.3 Applications for the membership shall be made to the Secretary and each application shall be considered by the committee, who shall have the right to refuse it, and no candidate shall enjoy any privileges of membership until his application has been accepted by the committee.
3.4 The committee shall have the power to recommend for Honorary life membership their own or other members nominations of any persons they consider merits such distinction, such recommendations being subject to ratification by members at the next annual general meeting. Honorary life members shall be exempt from paying the annual subscription, but shall enjoy full benefits of membership.
4. Subscriptions
4.1 Annual subscriptions due by a member shall be deemed to be payable on receipt of account, which will be sent out after the A.G.M. Members in arrears with their subscriptions shall not be entitled to vote at meetings of the society.
4.2 The committee shall have the power to raise the rates of subscriptions as may be deemed necessary, but such increases must be ratified at a general meeting before they can operate.
5. Management
5.1 The management of the society shall be in the hands of the officers and ordinary committee members, all of whom shall retire annually but be eligible for re-election.
5.2 The committee is elected for one-year term of office and is to consist of:
a) Chairman
b) Vice-chairman
c) Secretary
d) Treasurer
e) And 4 members
All to be elected at the A.G.M.
5.3 Meetings of the committee shall be held as often as in deemed necessary by the chairman or the secretary or a major of the committee. For the transaction of business at a committee meeting a quorum shall be 5(five). Any officer or ordinary member of the committee who without reasonable
cause fails to attend three consecutive meetings may be suspended, but the vacancy so created shall not be filled until the next A.G.M or special general meeting if called under Para. 9.0 or 15.2.
6. Voting
The Chairman of the society, or in his absence, the vice-chairman or his appointed deputee shall at all meetings, whether committee or otherwise have an ordinary as well as a casting vote in the event of the voting on any question being equal. No member shall vote at any Society meeting until 3(three) months have expired since his or her application to join has been accepted by the committee, nor during that period shall he/she be permitted to stand for election to any society office or to nominate another member for office.
7. Election of Officers and Ordinary committee members
7.1 Officers and Ordinary Committee members retiring as in Para. 5.1 shall if they do not wish to stand for re-election notifies the secretary. Only fully paid up members may be elected to any office or the committee.
7.2 Elections shall be by ballot of those members present at the A.G.M.
7.3 Any member of the society who is entitled to vote at the A.G.M is entitled to vote by proxy in an election of officers and/or ordinary committee members provided: a) Such a member applies to the secretary prior to the date of the A.G.M. for a proxy vote and such a member nominates their proxy. b) The proxy is a member of the society, who is entitled to vote at the A.G.M. and does not hold a proxy for more than one member of the society.
7.3 The secretary will hand a ballot form to the proxy at the A.G.M on which received and ballot papers consequently issued.
7.4 The head of the Royal Norwegian Consulate-General in Cape Town (at present the Norwegian Consul General or his appointed representative) shall be the societies honorary president.
8. Powers of the committee
8.1 The committee shall have the power to call meetings, to make necessary bye- laws and alter the same, to arbitrate in matters of dispute within the society, to deal at its absolute discretion with the funds and the property of the society and to settle any question or matter not at present provided for in the constitution. Any decision taken under this constitution shall remain operative until the following A.G.M
8.2 The committee shall have the power to appoint sub-committees to carry out specific activities, composed of Committee members and/or other members of the Society with suitable qualifications. For liaison purposes the chairman of any such sub-committee shall be invited to attend all relevant meetings of the main committee but unless he is a member of that committee, he shall not have voting rights.
9. General Meetings
9.1 Special general meetings may be called as often as the committee shall decide. The secretary shall onvene a special general meeting if ten or more members submit a signed application for such a meeting, stating the business to be dealt with. No other matter may be discussed at such a meeting. All members shall be given at least 14(fourteen) days notice of a special general meeting giving the time and place. In dealing with a case of expulsion, the secretary shall take any additional action as required by rule 12.0.
9.2 Any annual general meeting shall be held not later than 31st March in each year for the following purposes:
a)To receive and approve the minutes of the previous A.G.M
b) Chairman’s report
c) Treasure’s financial report
d) To fix the annual subscriptions of members
e) To elect office bearers
f) To appoint auditors, of whom there shall be two, unless one is professionally qualified, when he alone shall suffice.
g) To discuss items previously submitted for the Agenda.
h) General
9.3 At least 21 days notice of the date, time, and place of an A.G.M shall be given; all items for the Agenda must be received in writing by the Secretary at least 7(seven) days before the meeting.
9.4 Annual and special general meetings may only be attended by fully paid up members and honorary life members and for the transaction of business at these meetings; a quorum shall be eighteen (18) such members who are entitled to vote.
9.5 Ordinary matters are settled with a simple majority.
10. Minutes of Meetings
10.1 The minutes of all Society meetings shall be prepared by the Secretary, read and confirmed at the next meeting, for the signature of the Chairman. The society’s records so confirmed shall be available for inspection by any member entitled to vote, after reasonable notice has been given to the secretary in writing.
11. Society’s Accounts
11.1 The committee has the power to open and operate accounts with banks, building societies and other financial institutions and to draw, make, accept, endorse, discount, issue and negotiate cheques.
11.2 The society’s financial year shall run from the 1st of March to 28th February. A bank or building society a/c shall be opened in the name of the society to which income of the society shall be created. Withdrawals shall only be made by any two of the following: the Treasurer, the chairman, the vice-chairman or secretary.
11.3 All expenses incurred by the secretary, treasurer or any other member of the society authorized by the committee, shall be re-imbursed from Society funds.
11.4 The books of accounts shall be kept by the Treasurer who shall prepare the annual figures for certification by the auditors and adoption at the A.G.M
12. Expulsion of members
12.1 I f the conduct of any member shall, in the opinion of the committee of the society, be injurious to the character or interests of the Society, the committee of the society may, at a meeting, the notice convening which includes as an object the consideration of the conduct of the member, determine that a special general meeting of the society shall be called for the purpose of passing a resolution to expel such a member, giving particulars of the complaint and advising him/her of the place, date and hour of the meeting, that he/she may attend and offer an explanation, If at that meeting a resolution to expel is passed by a two-thirds majority of the members present and voting, his/her name shall be forthwith erased from the list of members and he/she shall thereupon cease for all purposes to be a member of the Society.
13. Alteration of Constitution
13.1 The constitution of the society shall not be altered or amended without a majority of two-thirds of those present.
13.2 Proposals for such changes or additions must be delivered to the committee at least 30 days before the general meeting is held. The committee shall make arrangements for the text to be sent together with the notices of the meeting.
14. Dissolution of the society
14.1 The society shall not be dissolved except at a special general meeting for the purpose, and then only with the consent of at least two-thirds of those voting members of the society who have been members for 12(twelve) months prior to the date of the meeting. Should the requisite number not attend such a meeting, the committee shall call another special general meeting for the purpose of considering the matter, and at such a meeting the question may be decided by a majority of two-thirds of the voting members attending such a meeting.
14.2 a) At any meeting at which such dissolution is resolved upon, there shall be appointed three members of the Society who, together with the Hon. President, as chairman for the time being, shall be liquidators of the society. All questions for the consideration of the liquidators shall be decided by a simple majority, and the acting chairman shall have an ordinary as well as a casting vote.
b) If upon the winding up or dissolution of the society there remains after the satisfaction of all debts and liabilities any property or assets, whatsoever, the same shall not be paid or distributed among members of the society, but shall be held in safe keeping by the Hon, president until the society is revived.
c) The archives and properties which the committee considers to be operative to a future Norwegian Society shall as far as possible be preserved for the society’s resurrection.
15. Trustees
15.1 The chairman and Vice-chairman elected at the A.G.M shall be appointed the trustees of the society.
15.2 Should any trustee resign or cease to be member of the society or be removed from office, or the office of trustee be vacated for any other reason, the committee shall call a special general meeting for the purpose of electing another member of the society to fill the vacancy.
15.3 The trustees shall at all times, upon being authorized and directed to that effect by the committee, be competent and also bound to make, conclude, and accept all purchases, securities, transfers and agreements whatsoever for the benefit of the society and shall also be competent and bound to sue for and recover all monies, debts, goods and effects whatsoever due or belonging to the society.
16. Legality
16.1 The constitution shall be drawn up in Norwegian and English. All amendments therefore must also be drawn up in Norwegian and English.
16.2 The English translation shall be deemed the only true and legal constitution.
