Old Girls’ Mission Statement

DURBAN GIRLS’ COLLEGE OLD GIRLS’ GUILD

CONSTITUTION

 

INTERPRETATION:

In this Constitution –

the Bursar” means the Bursar of Durban Girls’ College;

the Chairman” means the Chairman of the Guild;

“College” means Durban Girls’ College, it being recorded that College was originally known as “The Durban Young Ladies’ Collegiate Evangelical Institution” and thereafter as “The Durban Ladies’ College” before it changed to its current name;

“the Committee” means the Committee established by the Guild to carry out the operations of the Guild;

“Days” mean calendar days;

“the Guild” means the Durban Girls’ College Old Girls’ Guild or for bank account purposes DGC Old Girls Guild;

Honorary member” means any person who has been appointed as such by the Guild;

member” means any person who has attended Durban Girls’ College for at least one year;

office-bearers” means the Chairman, Vice-Chairman, Treasurer, Secretary of the Guild;

the Secretary” means the Secretary of the Guild;

the school” means Durban Girls’ College;

Special Majority” means a 75% majority vote of the members of the Guild, in attendance, at a properly constituted meeting of the Guild;

the Treasurer” means the Treasurer of the Guild;

the Vice-Chairman” means the Vice-Chairman of the Guild;

 

1.        NAME

The name of the Association shall be the Durban Girls’ College Old Girls’ Guild.

 

2.        LEGAL PERSONALITY

The Association is a body corporate with its own legal identity which is separate from its office-bearers and members. It shall have the capacity to sue and be sued in its own name, to hold property and to contract in its own name through its duly authorised representatives.

3.        OBJECTIVES

The Guild is a non-profit organization and shall operate mainly in the Province of Kwa-Zulu Natal:

(a)       To foster post-school co-operation between members of the Guild in the maintenance of the tradition of the school, as applicable to religious, cultural, sporting, educational and welfare activities.

(b)       To foster close relationships with the school in the maintenance of the tradition of the school and encourage the continued involvement of members of the Guild in the school.

(c)       To form, establish or incorporate any other subsidiary association or organisation in furtherance of the objects or interests of the Guild generally.

(d)       To acquire by lease, purchase or otherwise any movable or immovable property or other assets which may be necessary or desirable for the purposes of carrying on the affairs of the Guild and for the purposes aforesaid to raise any loans which may be necessary, provided that no personal liability or responsibility shall in any manner or way be placed upon members of the Guild.

(e)       To engage and dismiss employees for the purposes of the Guild; to carry out its objectives; to enter into contracts which shall be binding upon the Guild as such but not upon its members individually or personally; to open a Bank Account or Accounts and operate thereon and invest the moneys of the Association which may not be required for its immediate needs.

(f)        To borrow, invest, lend, subscribe or donate money for the furtherance of the purposes of the Guild.

 

4.        INCOME AND PROPERTY

The Guild may not give any of its money or property to its members or office-bearers, except as reasonable compensation for services rendered. The Guild must ensure that the members or office-bearers have no rights to property or other assets of the Guild solely by virtue of their being members or office-bearers.

 

5.        MEMBERSHIP

(a)       Any girl who has attended College for at least one year will be eligible for membership of the Guild.

(b)       The Committee may appoint honorary members of the Guild at its discretion.

 

6.        SUBSCRIPTION

Life membership is the only form of membership. The membership fee shall be determined from time to time. All College school leavers will be invited to become members of the Guild. Membership fees will be included on the final year school account or any other account as the Bursar may deem fit.

 

7.        COMMITTEE AND OFFICE-BEARERS

(a)           The Committee shall comprise at least 8 Guild members and have the power to co-opt extra members if necessary. Committee members shall retire annually but will be eligible for re-election at the Annual General Meeting.

(b)          Should any member of the Committee resign or be absent from 4 consecutive meetings without leave of absence from the Chairman, the Committee may declare her place vacant and co-opt a successor.

(c)           The Committee shall appoint a Chairman, Vice-Chairman, Secretary and Treasurer.

(d)          The election of the Chairman, Vice-Chairman, Secretary and Treasurer shall be made at every second Annual General Meeting of the Guild.

(e)          The Chairman, Vice-Chairman, Secretary and Treasurer shall serve a 2 year term of office, after which she may be re­elected to serve 1 (ONE) or more successive term(s) of office.

(f)            The Chairman and Vice-Chairman shall serve on the College Board of Governors and their terms of office will be governed by the Constitution of Durban Girls’ College.

(g)           Every nominee should be prepared to accept the nomination. If a member is unable to complete her term for any reason, the Guild shall elect a member to replace her.

(h)          The Committee shall, subject to the general direction and control of General Meetings and the provisions of the Constitution, have power:

–                 To manage the affairs of the Guild in accordance with the resolutions of the members in General Meetings;

–                 To engage and dismiss employees, fix their remuneration, and define their duties;

–                 To appoint from time to time, such sub-committees as it may deem fit and to delegate any of their powers to such sub-committees;

–                 To institute or defend legal proceedings by or against the Guild or on behalf of or against individual members;

–                 To acquire either by purchase, lease, or otherwise, any movable or immovable property;

–                 To open and operate a banking account in the name of the Guild;

–                 To have the custody of the funds and other property and assets of the Association;

–                 To apply the funds of the Guild in payment of the employees of the Guild, and for the promotion of the objects of the Guild.

–                 To raise money by subscriptions, public donations or such other means as the Committee may deem fit.

 

8.        GUILD MEETINGS

8.1       MEMBERS’ MEETINGS

(a)           An Annual General Meeting shall be held within 7 (SEVEN) months after the end of each financial year. The Annual General Meeting shall be called by or at the instance of the Chairman, failing whom the Vice-Chairman, on not less than 21 (TWENTY-ONE) days’ prior written notice, which notice shall stipulate the time and place of the meeting and shall set forth the agenda thereof. The Chairman shall lay before the Annual General Meeting a report of the affairs of the Guild in respect of the immediately preceding financial year and the Treasurer shall lay before it the audited financial statements of the Guild in respect of that financial year.

(b)          Notice of members’ meetings, including the Annual General Meeting, shall be via the school website and/or any applicable social media platform.

(c)           The Chairman, failing her, the Vice-Chairman, shall preside over all members’ meetings. If neither the Chairman nor the Vice-Chairman is present at a properly constituted meeting, the members present shall elect, from their number, a person to act as Chairman for that meeting.

(d)          Members of the Committee shall be elected/re-elected at the Annual General Meeting for the ensuing year.

(e)          Ten members present shall form a quorum at all General Meetings.

(f)            At least 5 days’ notice shall be given to members of any Special or Extraordinary General Meeting, and 14 days of an Ordinary General Meeting.

(g)           Voting shall be by show of hands, unless any member of the Guild demands a vote by secret ballot in which event the vote shall be conducted by secret ballot. In the event of the votes being equal, the Chairman shall have a casting vote.

(h)          To pass a resolution at a General Meeting at least the majority of members present must be in favour thereof.

(i)             Minutes shall be confirmed at the next meeting of the Guild as a true record of proceedings, and upon confirmation, shall be signed by the Chairman of the meeting. The minutes of Meetings shall be kept in a Minute Book and the Minute Book shall be available for inspection, at all reasonable times, by members of the Guild. The Minute Book shall be kept at Bursar’s Office at College or with the DGC OGG Secretary.

 

8.2       COMMITTEE MEETINGS

(a)           A Committee Meeting shall be held at least 4 (FOUR) times per annum.

(b)          The Chairman, failing her, the Vice-Chairman, shall preside over all Committee Meetings. If neither the Chairman nor the Vice-Chairman is present at a properly constituted meeting, the members present shall elect, from their number, a person to act as Chairman for that meeting.

(c)           Five members constitute a quorum at a Committee Meeting.

(d)          A Committee Meeting shall be called by the Secretary at the instance of the Chairman, failing her, the Vice-Chairman, whenever there is business to be considered. In the absence of the Secretary, the Chairman or Vice-Chairman may call the meeting.

(e)          At least 7 (SEVEN) days’ notice shall be given of a Committee Meeting.

(f)            Notice of Committee Meetings shall be via email and/or any applicable social media platform.

(g)           To pass any resolution at a Committee Meeting a majority of members present must be in favour thereof.

(h)          Voting shall be by show of hands, unless any member of the Committee demands a vote by secret ballot in which event the vote shall be conducted by secret ballot. In the event of the votes being equal, the Chairman shall have a casting vote.

(i)             Minutes shall be taken at every meeting to record the decisions of the Committee. The minutes of each meeting shall be given to Committee members at least 7 (SEVEN) days before the next Committee Meeting. The minutes shall be confirmed at the next Committee Meeting as a true record of proceedings, and upon confirmation, shall be signed by the Chairman of the meeting. The minutes of Meetings shall be kept in a Minute Book and the Minute Book shall be available for inspection, at all reasonable times, by members of the Committee. The Minute Book shall be kept at Bursar’s Office at College or with the DGC OGG Secretary.

(j)            After 7 (SEVEN) days of having been circulated to Committee Members a written resolution, signed by no less than 5 (FIVE) members entitled to vote on such resolution shall be valid and binding as if it had been passed at a meeting of such members duly convened, constituted and held. Unless otherwise stated in the resolution, the resolution shall be deemed to be passed on the date upon which it was signed by the last signatory. Such resolution shall have been emailed to all Committee Members.

 

9.         ALTERATION OF CONSTITUTION

The Constitution shall be capable of being amended, altered or substituted only by way of Special Majority at a General Meeting in respect of which at least 21 (TWENTY-ONE) days’ prior written notice shall have been given to the members of the Guild. The notice shall specify the proposed amendments but it shall be competent for the members of the Guild, at the relevant General Meeting, to make any other changes it deems fit provided that the final amendments are approved by Special Majority.

 

10.        INDEMNITY

Members of the Committee shall be indemnified out of the funds of the Guild and held harmless against all actions, costs, charges, losses, damages and expenses which they or any of them may suffer or incur by reason of any act done, concurred in or omitted, in or about the execution of their duty or supposed duty in their respective offices except only those which arise through their own personal gross negligence, dishonesty or fraud.

 

11.       DISSOLUTION

This Association shall not be dissolved except with the approval of a resolution passed by a special majority of those present at a General Meeting at which at least 15 members are present, and if upon such dissolution there remains, after satisfaction of all debts and liabilities of the Association, any property or assets of whatsoever kind, the same shall not be paid over or distributed among the members, but shall be transferred, given or paid to another non-profit organisation having similar objectives.

 

(As amended in order to comply with the requirements of the Department of Social Welfare for registration in terms of the Nonprofit Organisation Act. These amendments were approved and accepted by members of the Guild at a special meeting held on Wednesday 18 October 2000. Further amendments were approved and adopted by members of the Guild at a General Meeting held on 3 November 2014.)