GELVAN HIGH ALUMNI ASSOCIATION (GHAS)

  1. Preamble

The Gelvan High Alumni is recognised by the Governing Body of Gelvandale  High School as an integral part of the school.

  1.        Name

The name of the body shall be Gelvan High Alumni (hereinafter referred to as the Trust).

  1. Mission of the Gelvan High Alumni

The Trust supports and enhances the realisation of Gelvandale  High School’s mission through maintaining and expanding mutually beneficial relationships with its members and through utilizing and maximising their expertise, goodwill and influence.

  1. Goals and functions

4.1       The goals of the Trust shall be:

(a)        To enhance the image of the Trust as

  • an important stakeholder body of the school;
  • an asset to the school to support the realisation of the school’s mission and goals.

(b)        To foster loyalty to and pride among The Alumni through effective communication so that they may positively influence others.

(c)        To provide and foster the provision of opportunities for The Alumni to contribute in financial and other meaningful ways to the advancement of the school.

(d)        To provide The Alumni with opportunities to benefit from their relationship with the school.

(e)        To promote, protect and maintain the rights of the Trust.

4.2     The Trust will perform the functions required to achieve the goals stated in 4.1.

4.3    The Trust may enter into a co-operation agreement with other individuals or organisations in order to

achieve any mutual goals and objectives.

  1. Membership of the Trust

The Membership of the Trust will constitute:

(a) the Trustees who manage the Trust in accordance with the Trust deed,

(b) past pupils who completed at least one full academic year of schooling at Gelvandale High and

who have paid their annual membership fee. The membership fee will be determined by the

Trust on an annual basis.

(c) current and past staff,

(d) any person to whom the Trust, upon invitation to or on application by such person, is granted

membership of the Trust,

  1. Office bearers of the Trust and their responsibilities

6.1        The office bearers and Management Committee of the Trust shall be:

  1. the Chairperson, whose role is to chair the Trust Management Committee, Executive Committee

(EC), General and Special Meetings as well as perform other duties as outlined in the

constitution.

The Chairperson must also ensure that annual strategic planning and evaluation meetings and/or

workshops take place. The Chairperson must also table all Trust strategic documents and

reports at the appropriate meetings and events annually and ensure legal compliance. The Chairperson will represent the Alumni at all meetings or functions to which the Alumni is invited, in addition to any other office bearers delegated to do so.

(b) the Vice-Chairperson, whose role is to assume chairpersonship as agreed upon in the absence of

the Chairperson and to perform any duties as decided upon in any formal meeting of Trust

committees and as outlined in the Trust constitution. The Vice-Chairperson must table a draft

programme of all Trust activities including meetings and events by end of August, or as determined by a duly constituted General Meeting. for the following year after consultation and determined at a strategic planning meeting.

(c) the Secretary,  whose role is to ensure that all agendas, minutes, supporting documents,

records and correspondence are available for meetings and properly filed and archived. The

Secretary must oversee the administrative functions of the Trust Administrator who will act as

minute secretary at meetings and assume responsibility for distribution of meeting documents

to members. In the absence of a Trust Administrator the Secretary will assume personal

responsibility for execution of the duties.

(d)  the Treasurer, whose role is to ensure the financial security of the Trust as well as measures

for good governance and oversight regarding financial matters. The Treasurer must ensure

good bookkeeping and reporting on all transactions as well as policies to safeguard collection

and disbursement of funds. The Treasurer must submit a financial report at every formal

meeting and assume responsibility for all financial related duties as outlined in the constitution.

6.2      The term of office of the Chairperson, Vice-Chairperson, Secretary and Treasurer shall be two years and no person may serve in the same office for more than two consecutive terms of two years.

6.3        The Chairperson shall preside at general meetings and at Management and EC meetings. In the absence of the Chairperson the Vice-Chairperson shall act as Chairperson.

6.5        If a vacancy occurs in the office of Chairperson’s during the latter’s term of office, the Vice-Chairperson shall become Chairperson for the remainder of the term of office. The EC may in such a case elect a member of the Executive as Vice-Chairperson, as well as when the office of Vice-Chairperson becomes vacant during the term of an incumbent.

6.6       Should any vacancies arise from anyone of the office bearers then a member from the board should be elected to fill the vacancy.

6.7      All office bearers shall be elected by the Trust members from amongst its own members by secret ballot at a general meeting of the Trust, and shall hold office from the close of the meeting at which the election takes place until the close of the second general meeting thereafter.

6.7      All nominations for office bearers and additional elected members should be accompanied by a short CV presentation of the nominee which shall comprise experience or qualifications suitable to the post and functions to be performed. Nominated individuals must accept the nomination and be present at the election or submit a written acceptance of the nomination if a formal apology has been received.

6.8        In the event of any vacancy the Executive would have the right to fill such a vacancy for the remainder of their term of office by co-opting a person in his/her place.

6.9        The day-to-day running of the Trust shall be vested in the Trust Administrator, who shall be responsible to the Trust via the Management Committee and report annually on its activities at the Annual General Meeting of the Trust. The duties of the Trust Administrator will be partly outlined in the Trust constitution as well as the agreement reached between the Trust and the individual, in which case, the job description and performance agreement will be formally adopted at a Trust EC meeting.

6.10      The Trust Administrator shall be responsible for furthering the mission and goals of the Trust, which duties shall include inter alia the maintenance of records of the members of the Trust, including their addresses, achievements and other pertinent information.

6.11    Attendance registers must be kept of every formal meeting.

6.12    Absence without apology for 50% of meetings will result in a formal follow-up and investigation by the Chairperson. Where no valid reasons can be ascertained for such absence the said member shall vacate his/her position.

6.13      All office bearers must at least attend 60% of the annual meetings.

  1. Annual General Meeting

7.1        An Annual General Meeting (AGM) shall be held within four (4) months of the start of the year or as agreed in a fully constituted General Meeting, at a time and date determined in consultation with the Chairperson.

7.2        Matters which members wish to have discussed at a meeting shall be lodged with the Secretary at least three weeks before the AGM, with full details of the matter to be discussed.

7.3        Notice of the Annual General Meeting shall be published by the Secretary, at least fourteen days before the day of such meeting with a statement of the business to be brought before the meeting, in a local or community newspaper, electronically to all registered member and the schools website as determined by the EC.

7.4        Twenty (20) members shall constitute a quorum for the purpose of voting on any matter at a general or special meeting of the Trust.

  1. Should a quorum not be present, the meeting shall be adjourned for 14 days for the same time and place as the original meeting. The delegates present at such a postponed meeting shall then form a quorum.
  2. The Administrator shall at the commencement of the meeting announce the exact number of votes which can be exercised by those present, in order to establish a quorum and those entitled to vote.
  3. All resolutions shall be decided by a majority of votes of the members present and voting. On every question the Chairperson shall have a deliberative vote and, in the case of a tie in the votes, a casting vote.
  4. An audited statement of accounts shall be tabled and presented for adoption by the Annual General Meeting.
  5. The financial year of the Trust shall be January to December.
  6. The EC may call a special meeting of the Trust whenever such meeting is deemed necessary or whenever a written request for such a meeting has been made by at least ten (10) members, such meeting is to be held within 30 days of receipt of such a written request (Lodged with the Chairperson or Secretary).  A 7 day notice period shall hold for such a meeting. The notice shall be published in the same manner as prescribed in paragraph 7.3 above.
  7. The request for and notice of a special meeting of the Trust shall state the objective of the meeting, which objective shall be the only one to be dealt with at the meeting.
  8. BUSINESS TO BE DEALT WITH AT THE ANNUAL GENERAL MEETING
    1. Welcome
    2. Attendance Register and Apologies
    3. Reading of the notice of the meeting
    4. Establishment of a quorum
    5. Ratification of new Alumni members
    6. Auditing of Existing Alumni
  9. To read and approve the Minutes of the previous AGM and to deal with matters arising there from
    1. To receive and approve the Chairmans Reports
    2. To receive and approve the Administrators Annual Report
    3. To receive and approve the audited statements of accounts
    4. To receive and approve the Treasurers’ reports
    5. To receive and approve the Annual reports of the Sub Committees established
    6. Appointment of auditors
    7. Motions
    8. Voting for Chairperson
    9. Voting for Vice Chairperson
      1. Voting for Treasurer
      2. Voting for Assistant Treasurer
      3. Voting for Board Members
      4. Closure
      5. Management of the Trust

8.1        The management of the Trust shall be vested in the EC.

8.2        The EC shall consist of

  1. the Chairperson
  2. the Vice-Chairperson
  3. the Treasurer
  4. the Secretary
  5. the School Principal or a nominee of his Senior Management Team.
  6. the Governing Body Chairperson or his/her nominee
  7. the Trust Administrator (no voting powers)
  8. Three (3) additional alumni elected on the basis of their standing in the community or field of expertise

8.3        The EC shall have full authority over the assets and business of the Trust and may appoint part-time or full-time contract staff to be remunerated from the funds of the Trust.

8.4        The EC may appoint committees to assist it in the realisation of the goals of the Trust.

8.5        The EC may co-opt additional members to realise its goals. Such co-opted members shall have no voting rights.

8.6   The EC may delegate certain decision-making powers to the Management Committee for efficient and effective operation of the Trust. Such powers will be decided upon and a resolution adopted at a EC meeting after the submission of an operational management requirement report.

8.7      The EC of the Trust may open and operate a bank and investment account in the name of the Trust.

8.8      There must be at least three (3) signatories for the accounts.

8.9    The Treasurer or Chairperson must ensure that a financial report on all accounts is given at all EC and Management Committee meetings.

  1. Meetings of the Executive Committee

9.1        Meetings of the EC shall be held at least four times a year and at such other times as may be deemed necessary by the Chairperson.

9.2        Notwithstanding the provisions of par 9.1 the Chairperson shall summon the EC to meet if requested to do so, in writing, by not less than 1/3 of the members of the EC of the Trust, the object of the meetings to be stated in the request.

9.3        At least 7 days notice shall be given for meetings of the EC.

9.4        In any meeting of the EC, four members shall form a quorum. In the event of there being no quorum present 20 minutes after the stated time of the meeting, the meeting may be adjourned to a specific date and at such adjourned meeting the members attending shall form a quorum.

9.5        All resolutions of the EC shall be decided by a majority vote of those present.

9.6        On every question the Chairperson shall have a vote, and, in the case of a tie in the number of votes, the Chairperson shall have a casting vote.

9.7        Any member of the Trust shall be entitled to attend EC meetings as an observer.

  1. Dissolution of the Trust

10.1      This Trust may be dissolved provided that:

10.1.1  At least two-thirds of all the members present at an ordinary or special General Meeting vote in favour of such dissolution; and

10.1.3 The date of dissolution shall be the date Trust and the parties in 10.1.2 reach a formal signed agreement on the dissolution.

10.2      Should the Trust be dissolved, all of its assets and property shall become the property of Gelvandale  High School.

  1. Indemnification

The office-bearers and the members of the EC of the Trust shall be indemnified by the Trust against all proceedings, costs and expenses incurred by reason of any omission, negligence and other act done in good faith and in the performance of their duties for and on behalf of the Trust and they shall not be personally liable for any liabilities of the Trust.

  1. Approval of and changes to the Constitution of the Gelvan High Alumni

             The constitution changes thereto shall be approved by a majority of the members present at the Annual

General Meeting of the Trust.

…………………………………….  ……………………………………………………………………………   …………………………………..

Date of approval                                                     Place                                              Number of alumni present

…………………………………………………………………….         …………………………………………………………………………….

                                President                                                                         Secretar