SOUTH AFRICAN DANCING VOICES CONSTITUTION

1. THE NAME OF THE ORGANISATION

1.1    The name of the organization shall be the “South African Dancing Voices”.

1.2    Its shortened name shall be SADVO (hereinafter referred to as the organization.)

1.3    The more descriptive flagship umbrella name of the ensemble shall be (UL Chamber Choir).

The organization shall:

1.3.1 Exist in its own right, separately from its members.

1.3.2 Be associated to the University of Limpopo.

1.3.3 Continue to exist even when its membership changes and there are different office bearers.

1.3.4 Be able to own property and other possessions.

1.3.5 Abide by the constitution and policies of the University of Limpopo.

2. VISION AND MISSION

The South African Dancing Voices would be established:-

2.1    To assist in improving the quality of life and standard of living in its community.

2.2    To identify and attend to community or society’s basic social needs.

2.2    To encourage literacy, childhood education, and advanced education in communities.

2.3    To celebrate the cultural diversity of the Limpopo Province.

2.4    To communicate the broad mission and vision of the University of Limpopo ie. “Finding solutions for Africa”

2.5    To also provide a vehicle or medium between the University and the community, the University and the Province, and ultimately the University and the nation.

3. INCOME AND PROPERTY

3.1    The organization’s property and finances shall be used to uphold its vision and mission.

3.2    Record of all items owned by the organization shall be kept up-to-date at all times.

3.3    The organization may not give any of its money or property to its members or office bearers. The only time it can do this is when it pays for work that a member or office bearer has done for the organization.

3.4    A member of the organization may only get money back from the organization for expenses paid for or on behalf of the organization.

4. MEMBERSHIP

4.1    Membership to the organization shall be determined via auditions and open invitation to be associate members which will be open to the University of Limpopo community.

4.2 Auditions shall be open to all students, faculty and staff of the University regardless of ethnicity, race, gender, religious beliefs, or academic achievement.

4.3    The organization’s executive committee shall process any membership request and retain the right of admission.

4.4    Members shall exercise their rights to determine organization policies during annual general meetings.

4.5    Honorary membership in the organization will be open to all students, staff, faculty members and alumni of the University and its affiliated colleges so as to receive notifications of SADVO activities and form part of a support base for the organization.

4.6    Persons who are not students, staff, faculty members or alumni of the University or one of its affiliated colleges may become Honorary Members if recommended by a current Member and approved by the Executive. Invitations to become honorary members will also be channeled for approval by the Executive.

5. THE EXECUTIVE COMMITTEE

The Executive Committee shall be comprised of 4 members: The Chairperson, the Deputy Chairperson, the Secretary and Treasurer.

Section Leaders shall be elected among the singers to represent each voice part: namely Soprano section leader, Tenor section leader, Alto section leader, and Bass section leader.

5.1 The Chairperson

The duties of the chairperson include:

(a). ensuring that the Constitution of the organization is upheld and followed;
(b). making decisions on behalf of and in the best interests of the organization, consulting with the             Executive if at all practicable, but at minimum informing the Executive after the fact;                      

(c). Acting as a liaison between the organization and the University Community;
(d). Scheduling and officiating Executive meetings;
(e). Coordinating and supervising the activities of the other Executive officers;
(f). Making announcements at rehearsals and generally keeping the organization Members informed of   choral happenings 

(g). keeping minutes and records of all activities of the organization

5.2 the Deputy Chairperson

The duty of the Deputy chairperson includes:

(a). Obtain event approval and clearance from the University stakeholders whenever necessary;
(b). Book rehearsal, performance, and banquet spaces;
(c). Arrange accommodations for the organization or visiting organizations;
(d). Engage guest conductors or trainers (with the input of the Director);
(e). Advertise the Festival concerts;
(f). Keep in contact with the university community, schools or churches and answering all questions as appropriate.

5.3. The Secretary

The duties of the secretary include:
(a). Taking attendance at every rehearsal, or arranging for it to be done in their absence, and reporting regularly to the Director;
(b). Organizing sectional rehearsals, ideally holding one every month (though this is not a strict rule); and

(c). Ensuring that all Members in their respective sections are supplied with music, folders, etc.

5.4. The Treasurer
The position of the Treasurer shall be open to the University community, preferably Faculty members due to the fragile nature and technicality of the position. Nominations received shall be discussed and final decision made by the members.

The role of the Treasurer shall be to:
(a). Be responsible for all financial records of the organization.
(b). Make available an annual financial statement to all members and stakeholders of the organization. 

(c). Make available all financial transactions at any time to the Executive.                                                    (d). Keep all financial transactions in a finance register and proper account.
(e). Facilitate the collection of all the income from any relevant source.

The Executive has the power to revoke the membership of any Member who exhibits inappropriate conduct, as determined by the Executive. Again the executive has the power to withdraw the privilege of performing in concerts from any chorister of his/her section who does not attend an adequate number of rehearsals, as determined by the Executive.

6. FINANCES
6.1. A non-refundable membership fee, to be set annually by the Executive, shall be charged to the   members of the organization.
6.2. The organization may collect an admission fee for some of the performance it schedules as a way of fundraising, with the fee to be determined by the executive.                                                      

6.3. All Organization funds shall be disbursed only upon authorization of Executive members.        

6.4. Any disbursement over R100 made by an Executive officer requires approval by the Executive  before that officer will be reimbursed.
6.5. All Organization funds shall be deposited with the University account, unless the Executive decides otherwise.

7. AMENDMENT OF THE CONSTITUTION

7.1 This Constitution may be amended only by
 (a). A referendum of the organization, held at a general meeting of which all members have at least one week’s notice, requiring a two-thirds majority, or
(b). The University of Limpopo Policy Committee.

8. MEETINGS AND PROCEDURES OF THE COMMITTEE

8.1      The executive committee shall have at minimum quarterly meetings every year.

8.2      The chairperson shall be responsible for convening all meetings, hence, members can request for meetings by collaborating with the chairperson.

8.3      The chairperson shall  be responsible cheering all the executive meetings.

8.4      There shall be a quorum of more than 50% (atleast 4 members) for meetings to be official.

8.5      When necessary, the executive committee shall vote on issues. If the votes are equal on an issue, then the chairperson shall have a deciding vote.

8.6      Minutes of all meetings shall be kept safe and available to be viewed by all members.

9. ANNUAL GENERAL MEETINGS

9.1. The main annual general meeting shall be held once every year to review the current year and plan for the subsequent year.

9.2. The agenda of the annual general meeting shall be communicated to all members and items shall be invited for tabling.

9.3. The basic structure of the meeting shall include the following items:-

9.4. Opening and Welcome, Roll call and apologies, reading of previous minutes, adoption and discussion of minutes, discussion of submitted items, reports, review of policies and constitution, elections, vote of thanks, and closure.

10. AMENDMENT OF THE CONSTITUTION

10.1 Any amendment to the Constitution must comply with the University of Limpopo Constitution              Template.

10.2 A copy of the current Constitution must always be kept on file with the University of Limpopo

marketing and Communications.                                                                                                                                     10.3 The amended constitution shall supersede and nullify all previous constitutions of the

organization.

11. AUTHORITY OF THE EXECUTIVE COMMITTEE

The executive committee together with director may take on the authority that it believes it needs to be able to achieve the objectives of the organization as outlined in its vision and mission statements above.

Hence, the executive committee shall

11.1        Assume authority to raise funds or invite and receive contributions.

11.2        Have the power to buy, hire, or exchange for any property that it needs to achieve its objectives.

11.3        Have rights to set by-laws for proper management of the organization

12. DISSOLUTION

12.1 The organization shall close if deemed fit by at least two-thirds of its membership during the annual general meeting via a voting process.

12.2 When the organization closes down it shall make sure to settle all outstanding debts. Any other property left in the organization shall be given in some way to another community project or to another non-profit organization with similar objectives as decided by the members during a general meeting.

This constitution was signed and approved by members of South African Dancing Voices at a general meeting held on 19 February 2011.

Director                                                                                                                Marketing Officer

Dr TM Matsebatlela                                                                                             Prof MP Mokgotho

19/02/2011