SA Veld Sport/ Field Sport

CONSTITUTION

 

(Reviewed and assented to during 2023)

 

DEFINITIONS

 

Unless indicated otherwise contextually, the following words will have the following meanings:

 

1. “AGM” means Annual General Meeting

 

2. “Condonation” means the approval of a decision or procedure that was not executed or performed in time, according to the rules or constitution.

 

3. “Constitution” means this document, by which the association will be operated.

 

4. “Dedicated Member” means a fully paid-up member holding dedicated status in either “Hunter” and/or “Sport Shooter”.

 

5. “Event” means any hunting or shooting event (at national or provincial level) of SAVS/SAFS, where any member may take part.

 

6. “EXCO” means Executive Committee of the Board.

 

7. “Insignia” means the embroidered lapel logo/emblem as specified more fully in clause 4 below.

 

8. “Majority” means the normal majority of 2/3 or 66.6% of members present at any given meeting where general decisions relating to SAVS/SAFS matters are to be voted on.

 

9. “Male” includes the “Female” and “Singular” includes “Plural”.

 

10. “Member” means a paid-up member of SAVS/SAFS

 

11. “Member Region” means a group of ten (10) or more SAVS/SAFS members within a designated town or city or Province within the Republic of South Africa.

 

12. “Notice” means a written communication sent via e-mail or a Short Message Service (SMS) or an application like WhatsApp utilised by the majority of members and deemed to have been received by the recipient on the same day it was sent.

 

13. “Resolution” means a written decision taken by the SAVS/SAFS BOARD. Details of the exact meeting, date, members present and the decision taken, must be recorded on a letterhead of the association and signed by the chair and secretary of the meeting.

 

14. “Special Meeting Resolution” means a decision taken by all members (be it by means of electronic vote, by proxy or in person) at a special meeting scheduled with the relevant notice to all members. Such special resolution must be have a 3/4 or 75% majority of members counted during the voting of such special resolution.

 

15. “The Act” means the Firearms Control Act, Act 60 of 2000 (as amended from time to time)

 

16. “The BOARD” means EXCO members and ordinary Board members as voted for by all members of SAVS/SAFS from time to time.

 

 

1. PURPOSE

 

SAFS was established to create a forum for its members, to contribute towards the ongoing cause of “SECURING THE CONTINUED FREEDOM TO HUNT AND BEARING OF ARMS”.

 

This is achieved through:

 

1. 1. Ongoing training of members in respect of the safe handling and operation of their firearms in accordance with the Act.
   2. Development and maintenance of suitable shooting ranges and simulated shooting/hunting events where members can improve their shooting/hunting skills.

1. 3. Ensuring that all activities take place in a safe and friendly environment where families will be comfortable to participate.
   4. To promote hunting and sport shooting as a family orientated interest and sport.
   5. To develop a home for owners of handguns, to train/be trained in the correct use of their firearms and to provide them with formal activity reports for future relicensing applications.
   6. Co-operation with industry organisations and forums (i.e. United Firearm Forum) to establish standards and further the cause on a holistic basis.

 

2. NAME

 

2.1 The name of this association will be Suid-Afrikaanse Veld Sport / South African Field Sport.

 

2.2 In short, the association will be referred to as SAVS/SAFS.

 

3. NATURE OF THE ASSOCIATION

 

3.1 The association is a voluntary, non-political and non-profit member’s association which operates as a field sport shooting and hunting association with a national footprint and whose members are divided into groups, be it by Province or City.

 

3.2 As at the time of the association was created, SAVS/SAFS is an affiliated member of FOSA (Firearm Owners of South Africa) and as such and until such time as special resolution was adopted by the members of SAVS/SAFS, all members endorse and accepts the constitution and disciplinary codes of FOSA to the extent that Purposes are aligned.

 

Through this affiliation, qualified members are issued with Dedicated-, Hunting- and Sport Shooting certificates.

 

3.3 SAVS/SAFS is a legal entity, which therefore has the power to sue or be sued, to conclude contracts and to possess movable and immovable assets in its own name. Such immovable assets will be registered in the name of SAVS/SAFS.

 

4. INSIGNIA

 

The logo of SAVS/SAFS is a Leopard Head, (black on white) displayed on the Head of a Brass Cartridge (in Gold/Brass) with SAVS/SAFS and “SA Veld / Field Sport” in on the rim of the Brass Cartridge.

 

 

5. HEAD OFFICE

 

5.1 The head office of the association will be situated in Rustenburg, North-West Province of the Republic of South Africa, or as the Board of SAFS may determine from time to time.

 

5.2 The current address is 219 Beyers Naude Drive
Office C1 F&F Office Park Rustenburg, 0299.

 

6. OBJECTIVES

 

SAVS/SAFS has identified the following objectives:

 

6.1 To act as co-ordinator and spokesperson of its members at national level.

 

6.2 To promote and to serve the best interests of SAVS/SAFS members.

 

6.3 To promote the overall image of hunters and sport shooters in the legal pursuit of their hunting and sport shooting activities; and their contribution to the conservation of our wildlife nationally.

 

6.4 To work with other organizations and institutions that pursue similar objectives as SAVS/SAFS in order to promote conservation, protecting and complementing the sustainable use of wildlife in the Republic of South Africa and abroad.

 

6.5 To ensure that all members achieve a high degree of skill and knowledge through education and training, using various SAVS/SAFS and other skills’ training programmes in order to promote hunting ethics.

 

6.6 To negotiate, for the benefit of all its members, with the state, any department thereof or other government body, in conjunction with other Hunting and Sport Shooting organisations, in respect of current or envisaged legislation affecting the rights of hunters or firearm owners.

 

6.7 To negotiate with game farms/game ranches for the maintenance and/or acquisition of hunting rights, for the benefit of all members.

 

6.8 To promote compliance with all laws, regulations and by-laws relating to hunting and nature conservation.

 

6.9 To promote SAVS/SAFS through the publication of events within the hunting and sport shooting world in order to further expand the image of our members.

 

7. MEMBERSHIP AND RESPONSIBILITIES OF MEMBERS

 

Requirements to be a member of SAVS/SAFS:

 

7.1 The prospective member must be a natural person and must accept and submit to this SAVS/SAFS Constitution. Any new applicant, must (via our website) indicate that he/she has read, understood and accepted this Constitution.

 

7.2 The prospective member must complete and submit an application to the offices at safskantoor@safieldsport.org or online via the SAFS website at www.safieldsport.org.

 

7.3 Such application must be approved by the EXCO and the applicant must pay the membership fees as specified, before a membership certificate or any endorsement will be issued.

 

7.4 Membership classes will include ordinary members and members with dedicated status and are as follow:

 

7.4.1 Main Member (head of a household);

7.4.2 Spouse;

7.4.3 Child younger than 14 years of age;

7.4.4 Child older than 14, but younger than 18 years of age;

7.4.5 Student Member, older than 18 years but still a dependant to Main Member;

7.4.6 Veteran Member, being older than 60 years;

7.4.7 Honorary Members, as decided by the BOARD from time to time; and

 

 

7.5 Members:

 

7.5.1 May attend members meetings, special meetings and the Annual General Meeting (“AGM”) (collectively referred to as “meetings”) of the association.

7.5.2 May make suggestions and or comments during such meetings and cast a vote on matters discussed during such meetings, to improve the running of the association.

7.5.3 Must pay membership fees promptly as approved during the AGM of the preceding year.

7.5.4 May take part in the events that are organised for members annually.

7.5.5 May make themselves available to render services during SAVS/SAFS or FOSA events.

7.5.6 Must observe all the rules and regulations of SAVS/SAFS and the laws and by-laws controlling hunting and sport shooting in South Africa and abroad, as amended and published from time to time.

7.5.7 Must conduct himself professionally and cordially at all times and to ensure that the organisation is held in high esteem.

7.5.8 Must do nothing that could cause harm to the motto, “SECURING THE CONTINUED FREEDOM TO HUNT AND TO BEAR ARMS”.

7.5.9 Must make himself available to be subjected to disciplinary enquiry/action (as per Addendum ‘A’ attached), should such enquiry/action be brought against him by the Board of SAVS/SAFS.

7.5.10 Indemnify SAVS/SAFS, its Board, staff members and co-members against any claims for damages, in the case of injury, theft of property during any event.

 

7.6 Any Member may apply for Dedicated Hunter and/or Dedicated Sport Shooter status, after completion of the prescribed courses and successfully passing the set examinations.

 

7.6.1 Dedicated status will only be granted to members in good standing and will only be renewed for members in good standing.

7.6.2 Dedicated members must comply with the minimum requirements as set out in the Act to maintain their status.

7.6.3 Members accept that SAFS will not make any false statements, to SAPS in respect of the member’s activities during any reporting period.

 

 

 

 

7.7 Dedicated Members will be required to:

 

7.7.1 Actively be involved with hunting and sport shooting activities throughout any year, present and load onto the members profile such details to qualify as a hunt or a sport shooting event.

7.7.2 At least two (2) events must be attended to which may also include attending meetings which may include the AGM of SAVS/SAFS.

7.7.3 Make suggestions and or comments during such meetings and cast a vote on matters discussed during the AGM, to improve the running of the association.

7.7.4 Pay membership fees promptly as approved during the AGM of the preceding year.

7.7.5 Make themselves available to render services during at least two (2) events annually or as required.

7.7.6 Observe all the rules and regulations of SAVS/SAFS and the laws and by-laws controlling hunting and sport shooting in South Africa and abroad, as amended and published from time to time.

7.7.7 Conduct himself professionally and cordially at all times and to ensure that the organisation is held in high esteem.

7.7.8 Do nothing that could cause harm to the motto, “SECURING THE CONTINUED FREEDOM TO HUNT AND BEAR ARMS”.

7.7.9 Make himself available to be subjected to disciplinary enquiry/action (as per Addendum ‘A’ attached), should such enquiry/action be brought against him by the SAVS/SAFS Board.

7.7.10 Members, indemnifies SAVS/SAFS, it’s Board, staff members and co-members against any claims for damages of whatsoever nature that may arise.

 

8. FUNCTIONING

 

Since this is a member’s association, members must avail themselves to get involved in the decision making of SAVS/SAFS.

 

8.1 The AGM:

 

8.1.2 Will be held annually on a date that will be communicated to members;

8. 1. 3. Will be confirmed at least fourteen (14) calendar days before the planned meeting, by electronic means and will be deemed to have been received by the member on the day such written communication was sent.
      4. Will afford members the opportunity to make suggestions and or decisions regarding:

1. the management of the association;
2. the strategies of the association;
3. the budget of the association;
4. the membership fees of the association;
5. any further or alternative aspect relating to SAVS/SAFS.

 

8.2 During the AGM, members will have the opportunity to:

 

8.2.1 elect board members for SAVS/SAFS;

8.2.2 review reports from the President, Chairperson, Treasurer and Portfolio Managers of SAVS/SAFS;

8.2.3 review the financial statements of SAVS/SAFS;

8.2.4 approve the proposed budget presented by the BOARD for the following year

 

 

8.3 Election of Board Members:

 

SAVS/SAFS is a non-profit members association that is governed and purposefully driven by its chosen BOARD. It is therefore imperative that members must elect a BOARD in line with the under stated process:

 

8.3.1 Board Members are elected during an AGM of SAVS/SAFS and are appointed for a period of five (5) years.

8.3.2 Four (4) years representing the chosen portfolio and the final or fifth (5^th) year supporting the replacement incumbent.

8.3.3 The following members qualify to be nominated:

 

a) Only members in good standing will qualify for election;

b) Board members must have suitable experience, knowledge and/or education relating to the position on the BOARD the member was nominated to fulfil;

c) Board Members who fail to attend three (3) consecutive meetings, without a reasonable excuse, will be requested to vacate his position on the BOARD with immediate effect and the BOARD will appoint a temporary BOARD member for such position till the vacant position can be voted on during the next AGM.

 

8.4 If no nominations are received for a specific position on the BOARD, the member holding such position will continue in such a position until a nomination is received for such position and the member is voted in during the next AGM.

 

8.5 EXCO members are elected from the elected BOARD members during the first meeting of the BOARD and appointed for a period of five (5) years.

 

8.6 BOARD Structure and duties:

 

The Board will be charged to manage SAFS in terms of decisions taken by/during the annual AGM, and is structured as follows:

 

8.6.1 The EXCO being the:

 

• • President
  • Vice-President
  • Chairperson
  • Vice Chairperson
  • Treasurer

 

8. 6. 2. BOARD MEMBERS

 

• • EXCO
  • Legal Team
  • Secretary
  • Training Manager
  • Media Manager
  • Rifle Hunting Manager
  • Bird Hunting Manager
  • Bow Hunting Manager
  • Range Sport Manager
  • SAVS/SAFS Events Manager
  • C0-opted special task Chairpersons
  • Regional Chairpersons
  • Regional Observers:

 

8. 6. 2. Each Member Area may second Observers on the following basis:

1. 1. Less than 100 members: One (1) Observer.
   2. Between 101 and 299 members: Two (2) Observers.
   3. Between 301 and 499 members: Three (3) Observers.
   4. More than 500 members: Four (4) Observers.

 

8. 6. 2. Such Observers will enjoy voting rights during any given meeting.

 

8. 6. In the event that an Observer is elected to the EXCO or the BOARD, his Member Area will have to appoint a replacement Observer.

 

8. 6. If necessary, extraordinary Observers may be appointed by the BOARD for a fixed period or function.

 

8. 6. Board Meetings shall be chaired by the Chairperson. In the absence of the Chairperson, the Vice-Chairperson will act as Chair of the meeting. If the Vice-Chairperson is also absent, the President will act as chairperson. In the event that less than 2/3 or 66.6 % of the BOARD (a quorum) are available to attend to a meeting, the meeting will be rescheduled.

 

8. 6. Board Decision Making:

 

8.10.1 The BOARD is required to have a quorum present during meetings of at least 2/3 or 66.6% of the elected BOARD.

8.10.2 When a meeting does not have a quorum, the meeting will be rescheduled within fourteen (14) days.

8.10.3 Decisions will be by majority vote of 2/3’s or 66.6% of BOARD members present at the meeting.

8.10.4 In the event that consensus cannot be reached on a decision to be taken, the President or if the President is not present, the Chairperson must, after discussion and inputs raised by any BOARD member, raise the point of order, with amendments again and require the BOARD to vote on such amended decision.

8.10.5 Voting takes place by raising of the hand, unless the BOARD is of the view that a matter is of a sensitive nature and that voting must be addressed by way of a closed ballot. Such closed ballot will be tallied by the President and Vice-President, alternatively the Chairperson and the Vice-Chairperson, where after the results will be given to the BOARD.

8.10.6 In the event where the quorum is an equal amount of members present at any meeting, the President if present, alternatively the Vice-President will abstain from voting in the event of a tie and the President, alternatively the Vice-President will have the casting vote.

8.10.7 A decision taken by the Board will be binding on all Members and Member Areas, provided that the proposal was published in the agenda of the meeting and provided that the agenda was timeously circulated to all members of the said meeting.

 

 

 

 

9. POWERS AND RESPONSIBILITIES OF THE BOARD

 

9.1 The BOARD will determine strategy, policy making, standardization, coordination and the establishment of procedures, guidelines and rules.

 

9.2 The BOARD has the authority to do whatever may be necessary to achieve the objectives set out in this Constitution to perform any action that benefits SAVS/SAFS and members in general. This to be done in accordance with the budget and strategies, approved during the AGM.

 

9.3 The BOARD has the authority to appoint committees, task teams and officers as necessary.

 

9.4 The BOARD may, in its discretion, award grants to organizations and individuals as recognition for proven national contributions to promote both hunting and shooting activities in line with our purpose and conservation.

 

9.5 The BOARD may, in its discretion, make awards to individual members as recognition for performance as well as for training achievements.

 

9.6 Meetings:

 

9.6.1 The BOARD is obliged to hold a minimum of three board meetings annually. The date and venue of a meeting shall be determined by the BOARD at the previous meeting and communicated a calendar week prior to such scheduled meeting.

9.6.2 A SPECIAL BOARD MEETING may be convened on one (1) specific matter to be dealt with by the BOARD, if and when 2/3 or 66.6% of the BOARD members request that the specific matter is to be disposed with as a matter of urgency and such specific matter cannot be held over until the next meeting.

9.6.3 Members may request a special meeting. The request to convene a special meeting must be addressed to the secretary, in writing, and indicate the purpose of the meeting.

9.6.4 The secretary must give Seven (7) calendar days written notice of the date, time and place of such a special meeting to be held to each member of the BOARD and the member that required such special meeting, such member will be required to be in attendance for such a special meeting.

 

 

 

• • 1. • 10. POWERS AND RESPONSIBILITIES OF THE EXCO

 

The EXCO has executive authority:

 

10.1 The EXCO shall be chaired by the President and may be delegated to the Chairperson.

 

10.2 EXCO decision making:

 

10.2.1 The EXCO takes resolutions preferably by consensus.

10.2.2 If consensus is not reached, decisions will be taken by a vote, by a showing of hands and each member will have one vote.

10.2.3 In the event of a tie, the President shall have a casting vote.

 

10.3 Responsibilities of the EXCO:

 

10.3.1 The EXCO will have the responsibility to implement and take all steps necessary to give effect to the decisions of the AGM and the BOARD.

10.3.2 The EXCO is responsible for the management of SAVS/SAFS affairs on a day-to-day basis and is authorized to make decisions that are necessary to achieve same.

10.3.3 The EXCO shall have the authority to make decisions on behalf of SAVS/SAFS if a special meeting of the board will unduly delay such decision. Such a decision must be ratified by the BOARD at the next board meeting, failing to do so and in the event that it causes damages or a liability to SAVS/SAFS, such EXCO members will be held personally liable for such damages or liability incurred by SAVS/SAFS.

10.3.4 The EXCO has the authority to appoint administrative staff as approved by the BOARD.

 

• • 1. • 10. DISCIPLINARY POWERS

 

11.1 The BOARD has disciplinary powers in respect of a member and/or office bearer of SAVS/SAFS and may subject such member or office bearer to a disciplinary inquiry.

 

11.2 Any individual member or Member Area that does not submit to a decision of the BOARD or act in such a manner that the good name and reputation of SAVS/SAFS is (or may become) harmed, or that ethical codes within hunter ranks are (or may become) compromised or which may impair (or may prejudice) the cooperation within SAVS/SAFS, or which may impair (or may prejudice) the good faith between individuals and between Member Areas, may be considered by the BOARD for consideration.

 

11.3 One or more of the following sanctions may be imposed:

 

11.3.1 May be reprimanded;

11.3.2 May temporarily be suspended and forbidden from attending any meetings and/or events of SAVS/SAFS or FOSA;

11.3.3 May temporarily suspend the individual’s membership for a determined period;

11.3.4 Any other disciplinary step that may be decided upon by the BOARD that will further the purpose of SAVS/SAFS.

 

11.4 The BOARD will send a written notice to the member to be disciplined in which a date of such disciplinary hearing is communicated giving such member not less than Fourteen (14) calendar days.

 

11.5 In the event that the member fails to attend, the BOARD will make a ruling in the absence of such member.

 

11.6 Upon finalisation of the disciplinary hearing, such member will be notified of the ruling of such a disciplinary hearing, in writing and within Fourteen (14) calendar days.

 

12. FINANCIAL MATTERS

 

12.1 The financial year of SAVS/SAFS will run from 1 March to 28 February of each consecutive year.

 

12.2 The EXCO is authorised to open a bank account in the name of SAVS/SAFS at any South African Commercial Bank.

 

12.3 The bank account will require at least two (2) EXCO members as signatories with signing powers on such bank account.

 

12.4 The Chairperson and the Treasurer must approve and process all payments, by way of EFT, after approval was given by the BOARD.

 

12.5 Annual membership fees are determined by the BOARD and approved by the members during the AGM preceding the year upon which such membership fees will become due.

 

12.6 All membership fees are payable to SAVS/SAFS bank account, which will be confirmed in writing if required by a member.

 

12.7 Services rendered to members shall be rendered at cost price and payable upon request and prior to such services or items being released to the member.

 

12.8 The financial affairs of the SAFS will be managed strictly in accordance with Generally Accepted Accounting Practices (GAAP).

 

12.9 The BOARD shall appoint an external accountant to review all bookkeeping matters and to compile regular financial reports for approval by the BOARD.

 

12.10 The board shall submit a detailed and complete set of financial statements to members prior to the AGM for approval on an annual basis.

 

13. MEMBER REGION FUNCTIONING

 

13.1 Member Region will operate independently in relation to the management of its day to day functions, within their own region, subject to this Constitution.

 

13.2 Every Member Region may second a member to all SAFS Board meetings in accordance with the prescripts of 8.6.3 herein above.

 

13.3 A Member Area will be managed by a Management Team, elected by the area members and will consist of the following positions:

13. 3. 1. Regional Chairperson;
       2. Secretary;
       3. SAVS/SAFS Regional Events Organizer;
       4. SAVS/SAFS Regional Hunting Organizer;
       5. SAVS/SAFS Regional Range Sport Organizer

 

14. AMENDMENT OF THE CONSTITUTION

 

14.1 The Constitution may be amended through a draft amendment circulated to all the members by written notice to the effect that a specific portion of the Constitution requires amendment.

 

14.2 Such written notice must reach all members of SAVS/SAFS at least fourteen (14) calendar days prior to the AGM or Special Meeting scheduled to address such amendment.

 

14.3 The written notice will be forwarded electronically, together with a voting ballot and proxy form as well as a link to an electronic Quiz and Survey Master link in the members area of the organisations webpage, that requires an indication on whether the member is voting in favour or against the proposed draft amendment; and be deemed to have reached the recipient member on the same day as it was sent.

 

14.4 The electronic Quiz and Survey Master link will open five (5) calendar days prior to the date upon which the AGM or Special Meeting is scheduled for, in order for members to cast the members vote.

 

14.5 The members in attendance of such AGM or Special Meeting on the scheduled day, together with the received votes from the Quiz and Survey Master link and voting Ballot and proxy forms received prior to the start of such AGM or Special Meeting will form the quorum of such meeting to amend the Constitution.

 

14.6 The draft amendment towards the Constitution will only be assented to upon the quorum reaching a 3/4 or 75% voting in favour of such draft amendment towards the Constitution of members present, votes through the Quiz and Master link and ballot proxy votes counted on the scheduled day.

 

15. DISSOLUTION

 

15. 1. SAVS/SAFS may be dissolved upon a decision taken at a Special Meeting convened by the BOARD and the members.

 

15. 2. Such a Special Meeting must be communicated to all members by written notice at least fourteen (14) calendar days prior to the date of such a Special Meeting.

 

15. 3. The written notice will be forwarded electronically, together with a Voting Ballot and Proxy Form as well as a link to an electronic Quiz and Survey Master link in the members area of the organisations webpage, that requires an indication on whether the member is voting in favour or against the proposed dissolution of SAVS/SAFS; and be deemed to have reached the recipient member on the same day as it was sent.

 

15. 4. The electronic Quiz and Survey Master link will open five (5) calendar days prior to the date upon which the AGM or Special Meeting is scheduled for, in order for members to cast the members vote.

15. 5. The members in attendance of such a Special Meeting on the scheduled day, together with the received votes from the Quiz and Survey Master link and Voting Ballot and Proxy Forms received prior to the start of the Special Meeting will form the quorum of such meeting to dissolve SAVS/SAFS.

 

15.6 In the event that the members’ vote, together with the received votes from the Quiz and Survey Master link and Voting Ballot and Proxy Forms received prior to the start on the scheduled day reaching a 3/4 or 75% voting in favour of the dissolution of SAVS/SAFS, the assets of the association will be converted to cash by means of public auction and the proceeds, if any, will be passed on to the members on a pro rata basis, unless a different point of order was raised, second and voted for during the Special Meeting.

 

16. PROTECTION OF PERSONAL INFORMATION

 

16.1 SAVS/SAFS as an organization is obliged to comply with the terms of the Protection of Personal Information Act 4 of 2013 (POPI), a copy of which may be obtained from https://www.gov.za/documents/protection-personal-information-act.

16.2 SAVS/SAFS therefore needs to obtain personal information from its members.

16.3 SAVS/SAFS will not share, make public or distribute any of the member’s information obtained during the course of the member’s membership with SAVS/SAFS or thereafter.

16.4 SAVS/SAFS however requires the member’s information based on the “know your member concept/principle and to communicate with such member (or his dependent’s) about changes to SAVS/SAFS or upcoming events.

 

17. APPROVAL OF AND VERSION OF CONSTITUTION

 

17.1 This is the second (2^nd) version of the Constitution accented to during May 2022 and replaces all prior versions.

ASSENTED TO AT RUSTENBURG ON THIS ___ DAY OF ___________ 2022.

______________________

 

___________________

PRESIDENT SIGNATURE

(Full Name)